using the GOapply advance to button

 

To move applicants forward to the next phase of an application you can use the GOapply Advance To button. You can access this button from a Request record or from a view off of Requests. You can do this one at a time or in bulk.
 

Open a Request record:

• Using a toolbar action on Request, advance applicants to the next phase of the Opportunity. 
• From the Request, click GOapply Advance To and choose this Next Phase. This option creates a Status Tracking Record record for the next phase in the GOapply Opportunity based on Phase Order.
• The applicant will see the subsequent phase available in their In Progress dashboard in GOapply.
• If the next phase is an interim or final reporting phase, a requirement record will be created and linked to the request and status tracking record.

 

 

Open a Request record:

• Using a toolbar action on Request, choose GOapply Advance To and choose Final Report Phase. This option is intended for organizations that make exceptions for certain grantees to skip the reporting phases and allow them to jump directly to the final report.
• This option creates a Status Tracking Record and corresponding Requirement record for the final report phase. When it is finished the phase on Request will have been updated to the final report phase, and the applicant will see the final report phase available in their In Progress dashboard in GOapply.
• A requirement record will also be created and linked to the request and status tracking for that phase. 

 

Note on application type: this workflow looks at the Application Type field in the Opportunity record to determine how it fills in the Status Tracking Record. If the Application Type is Organization, the GOapply Applicant Organization field will be populated on the Status Tracking Record. If the Application Type is Individual, the GOapply User field will be populated on the Status Tracking Record. If the Application Type is Both, both the GOapply Applicant Organization and the GOapply User fields are populated on the Status Tracking Record.

 

To advance multiple Requests at a time, begin from a view that filters to the desired Opportunity and Phase numbers. 

To create a view that is filtered to a specific Opportunity/Phase, begin from the Requests table:

• Click on the ‘Edit Filters’ button in the upper right-hand corner of the default view
• Add the filters – ‘GOapply Application’ & ‘GOapply Phase’ with the needed information
• Click “Apply” button
• Save the filtered view (Optional, but recommended)

Once you have a filtered view with the Requests to advance:

• Select all rows
• Click the GOapply Advance to button at the top and choose Next Phase or Final Report

This button will create a new GOapply Status Tracking record for each Request. The new Phase and Form Definition will be filled in. You can view the related GOapply Status Tracking records from the GOapply tab of a Request

 

checking status tracking

 

After advancing an application to the next phase, you may want to check the GOapply Status Tracking Records. A Status Tracking Record will be created for each phase the GOapply user completes. 

To navigate to the Status Tracking from the Request:

• Click on the GOapply tab
• Find and click on the Status Tracking ID number

On this tab you will see all of the application and phase numbers match the request record.
 

Create all goapply requirements

 

If there are multiple later phases the GOapply user needs to complete, you can choose to run the Create All GOapply Requirements workflow instead of using the GOapply Advance to button. This flow will create all subsequent status tracking records for all remaining Interim Report or Final Report Phases. Requirement records will also be created and populated in the Status Tracking.  As such, once a status tracking record exists, applicants will be able to see the new phases as available on their In Progress dashboard. 

 

You can run this flow from an individual Request record or from a view of Requests by choosing Flow - Create All GOapply Requirements:

 

 

advance to next phase - summary

 In order to make later Phases available to a GOapply User, you need to create Status Tracking Record(s) for the later Phases. You can do this by clicking the GOapply Advance to button or by running the Create All GOapply Requirements flow, depending how/when you want the later phases to be available to the user. There will be a Status Tracking record for each phase a GOapply User completes. Each Status Tracking is tied to the Request.