Working with the List Manager
ResidencyCAS 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 complete applicants who are in-state (i.e., application complete and in-state) or a list that contains applicants who reside in a regional area (e.g., New York or Connecticut or New Jersey).
- Using the Menu Bar, open the Applicant Lists panel, then click List Manager.
- Click New Field List.
- Name the list. Note that you cannot name a list Everyone or Clipboard, as these are standard selections in the list drop-down in the List Manager.
- 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.
- 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.
- 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.
- If applicable, click the plus or minus signs to add or remove a criterion.
- Click Submit to save your template or Return to List Manager to discard the template.
Using List Operators
The fields you select are associated with several operators. Additionally, be aware of the following:
- Search queries are case-insensitive.
- When searching on numeric fields, you can only use numbers and decimals. For example, enter 1000 instead of 1,000 or enter 3000.00 instead of 3,000.00.
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Field Type |
Available Operators |
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All Field Types |
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Lookup, String, Numeric, and Date |
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String Only |
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Numeric and Date Only |
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Date Only |
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 completed their application within the past 1 day, enter 3 days for the search criteria. This ensures you capture all applicable applications regardless of the applicant’s time zone. |
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Time Only |
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 the 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 list includes only those applicants with data in a given field.
Fields with Multiple Values
Some applicant questions may result in multiple answers. For example, an applicant could have applied to multiple programs.
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.
Composite Lists
Occasionally, you may wish to create a more advanced list, one that queries for applicants that match several criteria and/or several other criteria simultaneously. This can be accomplished using the Composite List feature. Specifically, composite lists allow you to combine "any" and "all" functions in one list. For example, you can create a list that contains:
- All applicants residing in NY and not yet in the Complete Application Status, and
- All applicants residing outside of NY and in the Complete Application Status.
You'll do this by combining field lists to create a composite list that contains applicants who are in (or are not in) any existing field list. You can select up to five field lists in a composite list.
- Using the Menu Bar, open the Applicant Lists panel, then click List Manager.
- Click New Composite List.
- Name the list.
- 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.
- 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.
- Create a query by selecting previously created field lists from the list drop-down and selecting applicant appears in list or applicant does not appear in list as your operator.
- Click Submit to save your template or Return to List Manager to discard the template.
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.
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.