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Allow Filtering of Document Receipt Status

If you require applicants to submit CV/resumes, personal statements, or other documents, you may find it valuable to create a field that allows you to filter for the applicants that have submitted these documents.

This configuration involves the following steps:

  • Build Custom Properties to indicate receipt of needed documents, displaying as true/false
  • Build filters to identify applicants with a true result in these fields

If you'd like to accomplish this task specifically with transcripts, you may also consider using the Display College Transcripts Not Received configuration.

Building the Custom Properties

First, you'll need to add a Calculated Field as a Custom Property for each document you need to filter on. To do this:

  1. From the Application Setup section of the Settings menu, go to Application Properties and click the edit pencil to manage Application Properties.
  2. Drag and drop a new Calculated Property into your existing group of Application Properties.
  3. Enter a name for this property in the Label field, and select Boolean as the Data Type. Note that boolean (yes/no value) is the only data type that supports this functionality.
  4. Search for the name of the document type in the Choose Field menu. Select the appropriate field under the Portfolio Steps group. The field you select here should end with Is Complete.

  5. Select equals for your operator and type true.
  6. Click Update to save the new property.
  7. Repeat the steps above to add more Custom Properties to identify other received documents as needed.

Building the Filters

Once you've added these Custom Properties, they become available as fields to use in other areas of the software. To quickly identify which applicants have submitted the documents you need, you can build a filter that finds all applications with a true result in the Custom Properties you've created. To build these filters:

  1. Navigate to the Applications View and click the filter icon, then click Add Filter.
  2. In the list that appears, select Application Property.
  3. Use the next dropdown to select the property.
  4. Configure the filter to find applications where this property's Value is Yes.

  5. Click OK to apply this filter. If desired, you can continue adding conditions to this filter. For example, you can configure it to find all applications where the CV/Resume Received, Personal Statement Received, and Resume Received properties all have a Yes value. In this case, only applications with all three conditions met will appear in your results.
  6. To save this filter as a Segment, click Create Segment. This allows you to quickly return to this filter to find any applications that later meet the criteria.
  7. Repeat these steps to build additional Segments for other document types as needed. Once built, these Segments can be used to help with marking applications as ready for review or some other step in your process.
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