Using the List Manager in the UAP

Overview

The UAP 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.

You might also use the List Manager to find all applicants from your institution or to find all matriculated applicants.

Creating Field Lists

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).

  1. Using the Menu Bar, open the Applicant Lists panel, then click List Manager.
  2. Click New Field List.
  3. Name the list. Your list name must be unique within the organization for a specific CAS and cycle. If an existing list has the same name, you’ll get an error message. Additionally, you cannot name a list Everyone, as this is a standard selection 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 all advisors at 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.

UAP Field List Template Jan 2025.png

Using List Operators

The fields you select are associated with several operators. Be aware of the following:

  • Search queries are case-insensitive.
  • When searching on numeric fields such as GPA or hours, you can only use numbers and decimals. For example, enter 1000 instead of 1,000 or enter 3000.00 instead of 3,000.00.

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.

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 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.

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,
  • Use the query Experience Country does not equal United States, and
  • Use the query Experience Country is not null.

UAP Field List Exclude Null Jan 2025.png

Fields with Multiple Values

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 want all applicants who have research experience from a country other than the United States:

  • Include applicants who match all your rules,
  • Use the query Research Country does not equal United States, and
  • Use the query Research Country is not null.

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

UAP Field List Multiple Values Jan 2025.png

Creating 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:

You can select up to five field lists in a composite list. If you need to incorporate more, review your field lists and consolidate searches there.

  1. Using the Menu Bar, open the Applicant Lists panel, then click List Manager.
  2. Click New Composite List.
  3. Name the list. Your list name must be unique within the organization for a specific CAS and cycle. If an existing list has the same name, you’ll get an error message. Additionally, you cannot name a list Everyone, as this is a standard selection 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 all advisors at 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 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.
  8. Click Submit to save your template or Return to List Manager to discard the template.

UAP Composite List Template Jan 2025.png

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.

UAP Field List List Actions Jan 2025.png

Managing Lists

From the List Manager, you have several options to work with the lists that have been created.

UAP Field List Manager Jan 2025.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.

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 template 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.