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Using the List Manager - Field Lists

Video Overview 

What are Lists?

WebAdMIT allows you to group and manage applicants by common criteria. Once you create a list, you can access it as needed and perform various actions. Lists are dynamic and update as your applicant pool changes. The List Manager allows you to create field lists based on data from the application and composite lists based on existing field lists.

Using the Menu Bar, open the Applicant Lists panel, then click List Manager.

Creating a Field List 

Use field lists to search for applicants using and/or criteria. For example, you can create a list that contains female applicants who are in-state (i.e., female and in-state) or a list that contains applicants who reside in a regional area (i.e., MA or CT or VT or RI).

  1. From the List Manager page, click New Field List.

  2. Name the list, indicate if it should appear in the Menu Bar under the Applicant Lists panel (this option provides you with quick access to run the list), and select who can view it (just yourself, specific Work Groups, or all Work Groups). Then, determine if you want your query to match all or any of the rules you subsequently establish.

  3. Next, create a query by selecting a field, an operator, and criteria. For some fields, the List Manager offers real-time suggestions after you begin typing in the criterion field.

  4. If applicable, click the plus or minus signs to add or remove a criterion.

  5. When you are finished adding criteria, click Submit.

Using List Operators

The fields you select are associated with several operators:

Field Type

Available Operators

All Field Types

  • Equals

Lookup, String, Numeric, and Date

  • Does Not Equal
  • Is Null
  • Is Not Null

String Only

  • Contains
  • Does not contain
  • Begins with
  • Does not begin with
  • Ends with
  • Does not end with

Numeric and Date Only

  • Less than
  • Less than or equal to
  • Greater than
  • Greater than or equal to

Date Only

  • Within ... last days

Although a day begins at 12:00 AM ET and ends at 11:59 PM ET, applicant time zones and other varying factors can impact how data is pulled during this standard timeframe. When searching using the "within ... last days" operator, include a two- or three-day overlap. For example, if you're searching for applications that were verified within the past 1 day, enter 3 days for the search criteria. While this may result in duplicates, it ensures you capture all verified applications regardless of the applicant’s time zone. To avoid duplicates, consider additional tools for tracking applicants, like incorporating a Custom Field or using the Last Exported Date Field.

Time Only

  • Within ... last hours

When searching using the "within ... last hours" operator, include a one-hour overlap. For example, if you're searching for updates made within the past 5 hours, enter 6 in the search criteria. This ensures that any updates made in the current hour and preceding five hours are included.

Excluding Null Values

When searching your applicant pool, consider including a second operator of Is Not Null if you wish to ignore empty fields. This ensures your resulting list includes only those applicants with data in a given field.

For example, if you want a list of applicants who reported Experiences outside of the United States, but you don’t want to include the applicants who did not report any Experience at all:

  • Include applicants who match all your rules, and
  • Use the operators does not equal and is not null.

Fields with Multiple ValuesEdit section

Some applicant questions may result in multiple answers. For example, an applicant could report speaking multiple languages, having multiple ethnicities, or having multiple parents.

When you create a list on a field with multiple values, the resulting list includes any applicant that has at least one value meeting the defined conditions. For example, if you would like to see all applicants who have a parent from a country other than the United States, create a list on the field Country of Legal Residence in the field group Parents/Guardians and include the operators:

  • Country does not equal United States
  • Country is not null

The resulting list includes all applicants who have at least one parent that meets these conditions, though not all their parents are from a non-US country.

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