Deactivate In Progress or Not Started Status Tracking Records for Application/LOI Phases

A Phase Due Date can be set within a Phase record:

After this date/time, GOapply users will no longer be able to submit In Progress or Draft Status Tracking records for that phase. For example, if the Phase Due Date for my Grant Application is set to 1/1/2025, any GOapply users who started an Application but missed the deadline will not be able to submit. GOapply Users will also not be able to begin new applications after this date/time. If you would like to allow specific GOapply Users to bypass this Due Date, you can set an "Override Phase Due Date" on the applicant's Status Tracking Record. 

As mentioned above, there may be GOapply users who started a draft but missed the deadline. Though they will not be able to submit, it is best practice to deactivate these Status Tracking records so they no longer appear on the GOapply User's In Progress dashboard within the GOapply UI. It also helps the GOapply user understand if they wish to apply when this Opportunity next opens, it is best practice to start a new application (and/or LOI), to ensure they are completing the most up-to-date version of the application.

Important notes regarding deactivating  draft Status Tracking records:
1. The GOapply User(s) will no longer be able to see that they have an unfinished form (they will not be able to take action on it.) Again, this is our recommendation to ensure they are starting over for the next grant/scholarship cycle.
2. You may want to communicate with the GOapply Users upon cancelling their Draft Applications, so they understand exactly what happened. (For example, you have missed our Fall 2025 Grant Application deadline. We encourage you to start a new application for our next grant cycle, which opens January 2026.)

To find all In Progress or Not Started Status Tracking records that missed a Phase Due Date, navigate the Status Trackings table within the GOapply area and select the Status: In Progress Applications System View.
By default, the criteria of this view will show any Status Tracking records in a Current Phase Status of In Progress or Not Started:

From this view, apply a filter to only show Status Tracking records for the PHASE that has closed. Please note it may be easiest/most effective to filter by the GOapply Opportunity ID and Current Phase ID, as shown in the screenshot below: 

To deactivate the Status Tracking records that missed the Phase Due Date, select all from the view and click the Deactivate

  Unpublish Opportunity

After the Phase Due Date of the Application phase passes, it is best practice to Unpublish the Opportunity. You should unpublish the Opportunity when no further applications (and LOIs if applicable) will be accepted. Please note you may still have active Award Agreement, Interim Report, or Final Report phases at this time. You will give GOapply Users access to these later phases by Advancing to the Next Phase. For more information, please see the GOapply: Advancing to the Next Phase Knowledge Article.

To unpublish an Opportunity, navigate to the Opportunity record and set Publish from YES to NO:

  Duplicate Opportunity

It is best practice for each grant or scholarship round/cycle/docket to exist as a unique GOappply Opportunity. For example, if a Grant Application had a Winter and Spring deadline, a Winter Opportunity and Spring Opportunity would be created each year. 

This is beneficial for the following reasons:

• When Phases are modified between cycles, it is clearly identifiable which users completed each respective version.
• A new Opportunity is created (and not yet published,) which allows you to make any necessary edits and thoroughly test before opening the new Opportunity to applicants
• Roll-up fields within the Opportunity such as Total Submissions, Total Requested, Total Awarded will be accurate for each cycle

For steps on duplicating Opportunities, please reference this related Knowledge Article: How to Copy GOapply Opportunities and Phases
 

  Rolling Deadlines/Dockets

Some Opportunities may have "rolling deadlines," meaning there is no set Application deadline and applications are accepted throughout the year. For rolling deadlines/dockets, it can be difficult to decide when to duplicate an Opportunity, since there is really no time the application closes. Here are our recommendations to help you decide when to duplicate the Opportunity for rolling dockets:

• If you're making substantial edits to a Phase, such as adding or removing questions rather than just fixing grammar or punctuation, this may be a good time to duplicate the Opportunity. That way, you can clearly track who is completing which version.
• You may plan a specific time of year for an annual Opportunity review, such as the end of the year or the end of the fiscal year. This gives you a chance to duplicate your Opportunity at a consistent time, make any changes, test, and unpublish the prior Opportunity once the new Opportunity is ready to be published. Please consider any draft applications that may be caught in between Opportunities and how you would like to handle them (i.e., let them submit within the prior Opportunity, or encourage them to restart within the new Opportunity).
• Also consider how you are pulling grant/scholarship data. For example, are you utilizing views that reference criteria such as the GOapply Opportunity/Phase? If you are duplicating the Opportunity, make sure you will still be able to pull the data you want to access (for example, by Request Created date, etc.)

 

  Scholarship Opportunities

If you are utilizing Scholarship automatching, there are some additional steps to take in between cycles. For more information on Scholarship automatch, reference the GOapply - Scholarship Automatching KA.

As you are preparing for your next Scholarship cycle, all Scholarship records should be reviewed. The Scholarship table can be accessed from the Grants Management area of akoyaGO. 

We recommend you consider the following items in between Scholarship cycles: 

• Review all criteria on Scholarship records and make any needed updates 
• Create any new Scholarship records 
  • Have any new scholarship funds been created since the last Scholarship Cycle? If so, do they have a related Scholarship record?
• Deactivate any Scholarships that are no longer offered 
• Review the Opt-In Enabled field to confirm all are accurate 
• You should not only make needed changes to the main scholarship application, but also review and make any needed changes to Scholarship specific forms