You can filter applicants by various factors, including application status, date of submission, answers given on their application form, and more.
From your main dashboard, you can click to load a list of applicants - perhaps by clicking on a tile, or an application group you have created, or one of the pre-defined groups by status.
Once you have a list in front of you, you can then filter that list to show you the students who fulfil a certain criteria.
Click on the "filter" dropdown menu and select "Add New"
A side panel will appear, where you can then set what you would like to filter by. In this example, we will filter to see those applicants whose application forms are "completed":
You can build multiple filters together; this time we would see those whose application status is completed (the setting shown above), and their form was submitted after a particular date:
Click "add filter(s)" to see a summary and then you can either give the filter a name, if you would like to save and reuse the filter again in future, or you can just click "apply filters" if you do not need to save the settings, but just need to see the list of applicants.
If you save a filter you have made, it will be available to select again in future, without needing to be constructed from the beginning again:
Collecting different information from different applicants
Filtering changes which applicants you see in a list — you can even narrow the list to only those who applied for a particular course or subject. It does not change what each applicant is asked to complete, and you cannot put a filter on an individual step.
If you want only some applicants to complete an extra step — for example, only applicants who chose Art should upload a portfolio — you set that up in your application journey rather than with a filter. The building blocks are phases and steps: a phase is a stage of the journey (such as "Application Form" or "Offer"), and a step is a single page inside a phase where you collect information. To ask something of only some applicants, you make a whole phase (and the steps inside it) appear only when an applicant answers a chosen question a certain way.
Open your application form and go to "Manage Journey" to see your phases. Each phase has its own icons, including a pencil to edit it.
Click the pencil to edit the phase, then tick "Trigger by condition". Choose the "Question" that should decide who sees this phase — for example your subject or course question — and set the "Trigger value" to the answer that reveals it, such as "Art". Save the phase, and only applicants who gave that answer will see this phase and the steps inside it. Put your portfolio-upload step in that phase and only your Art applicants will be asked for it.
A few things to keep in mind:
- Conditional visibility is set on the phase, not on a single step, so place the step you want to restrict inside a phase that triggers by condition.
- The question you trigger on must be a multiple-choice question so that its answers appear in the "Trigger value" list — a subject or course question works well for this.
- To switch a single step on or off rather than a whole phase, use a step condition on the relevant question instead.