Using the List Manager – Field Lists

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.

Creating a Field List

Use field lists to search for applicants using and/or criteria. For example, you can create a list that contains applicants applying for a Fall term for the current year (i.e., Fall start term and 2025 start year) or a list that contains applicants who applied to specific CASs (e.g., ADEA AADSAS or PTCAS or SOPHAS).

  1. Using the Menu Bar, click List Manager.
  2. Click New Field List.
  3. Name the list. Your list name must be unique within your institution. If an existing list has the same name, even if you cannot see it based on list sharing permissions, you’ll get an error message. Additionally, you cannot name a list Everyone or Clipboard, as these are standard selections in the list drop-down in the Export Manager.
  4. Indicate if the list should appear in the Menu Bar under the My Lists subpanel in the Applicant Lists panel. This option provides you with quick access to run the list.
  5. Select who can view it (e.g., just yourself or anyone in your institution).
  6. Select if you want your query to match all (i.e., and Boolean logic) or any (i.e., or Boolean logic) of the rules you subsequently establish.
  7. 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.
  8. If applicable, click the plus or minus signs to add or remove a criterion.
  9. Click Submit to save your template or Return to List Manager to discard the template.

Institution User List Manager Field Template.png

Using List Operators

The fields you select are associated with several operators. Review your CAS's data dictionary to learn the field types for fields; you can request this document from one of your institution's WebAdMIT admissions users. Additionally, note that search queries are case-insensitive.

Field Type

Available Operators

All Field Types
  • Equals

Lookup, String, 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

Date Only
  • Less than
  • Less than or equal to
  • Greater than
  • Greater than or equal to
  • 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.

Applying List Actions to Selected Applicants

Use the checkboxes in the first column of your search results to select multiple applicants and apply an action.

Institution User List Actions Aug 2025.png

Managing Lists

From the List Manager, you have several options to work with the lists that have been created. You can view and perform the following actions for lists that you created or that other users created and shared with you.

Institution User List Manager Page.png

Running Lists

Click the list name to run it.

Reordering Lists

Use the grip icon to drag and drop the list into the preferred order.

Pinning Lists to the Menu Bar

Click the checkbox to pin a list in the Menu Bar under the My Lists subpanel in the Applicant Lists panel; this option provides you with quick access to run the list.

Editing Lists

Use the pencil icon to edit a list. Note that only list owners can make edits. If you'd like to edit or see the criteria of a list that you are not the owner of, you can create a copy of it instead.

Deleting Lists

Use the trash icon to delete a list. Note that only list owners can delete lists. If an export is using this list, then when the list is deleted, the templates will update to run on all applicants (i.e., Everyone) instead.

Exporting Lists

Use the export icon to export a list. Selecting this option will take you to the Export Manager with the desired list pre-selected.

Copying Existing Lists

Use the duplicate icon to copy an existing list.