If you're just getting started with searching your applicant pool, we recommend you review the following information:
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.
The List Manager feature is available under the Applicant Lists panel and access to this tool is controlled through Work Groups. You must have the Manage Lists, Reports, and Exports permission to create lists and edit any templates that you created.
Additionally, be aware that Institution Managers who are in the WebAdMIT Administrators Work Group can view and delete all lists created within their organization.
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).
The fields you select are associated with several operators. Review your CAS's data dictionary to learn the field types for fields. Additionally, be aware of the following:
Field Type |
Available Operators |
---|---|
All Field Types |
|
Lookup, String, Numeric, and Date |
|
String Only |
|
Numeric and Date Only |
|
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 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 |
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. |
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:
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 a parent from a country other than the United States:
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.
Use the checkboxes in the first column of your search results to select multiple applicants and apply an action. The options you see are limited to your Work Group permissions.
Warning: enabling Applicant Gateway Activities and Assigning/Interviewing Checked Applicants are advanced functions that can’t be undone in batch. Confirm that your search results and selections are accurate before performing the change.
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.
Click the list name to run it.
Use the grip icon to drag and drop the list into the preferred order.
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.
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.
Use the trash icon to delete a list. Note that only list owners and Institution Managers who are in the WebAdMIT Administrators Work Group can delete lists. If an export, report, or PDF template is using this list, then when the list is deleted, the templates will update to run on all applicants (i.e., Everyone) instead.
Use the export icon to export a list. Selecting this option will take you to the Export Manager with the desired list pre-selected.
Use the envelope icon to email the applicants in a list. This will take you to the email editor with the desired list pre-selected.
Use the duplicate icon to copy an existing list.