Manage application categories

An application category groups related applications, as well as triggers certain events (communications, etc.) related to the awarding process. Explore default application categories to see how they affect applications. Create custom application categories to adjust how applications move through your system.

These are the default application categories:

  • Drafted: An applicant started the application process but has not yet submitted to any opportunity.

  • Submitted: An applicant has submitted their application, and it is now ready for consideration by staff and viewers.

  • Offered: An award has been offered to an applicant, and they can now accept or reject the award.

  • Accepted: An applicant has accepted the award and the application process is completed.

  • Applicant declined: An applicant rejected the award, and the application process is completed for that applicant.

Note: You may edit the default application categories. Additionally, you may not need to use all of them in your application process.

  1. Go to Site, Configurations, Application Categories.

  2. Select New Category.

  3. Enter the category information:

    • Category Name: For example, Finalist or Invited.

    • Applicant Portal Name (optional): For example, you may want Not Selected to show to applicants instead of Rejected

    • Type: Choose which type of opportunity uses this category

    • Award Effects: Choose what happens when an application enters this category. For more information, see Award effects.

    • Visible To: Choose which users can see these applications

    • Reviewer Chair Assignable: Choose whether Reviewer Chairs can move applications into this category. For more information, see Create reviewer chairs.

    • Show Offer Details: Choose whether applicants can view a pending award offer and Accept or Decline the award.

      Tip: Don't set a final Declined category to Show Offer Details. If you do, applicants could accidentally accept the award in the future.

  4. Select Save Category.

You can customize the settings on an existing application category. This may include both default and custom application categories.

  1. Go to Site, Configurations, Application Categories.

  2. Locate the category and select Edit.

  3. Update category properties as needed.

  4. Select Save Category.

Note: To disable or re-enable a category, select or deselect Enabled when editing the category.

When an application enters certain categories, it triggers other actions in the system. These award effects vary based on the type of category.

Auto-match or apply-to categories

If categories Encumber Funds, then they reserve money for this application in an opportunity's available funds. Your system warns you if these amounts exceed the total available funds for an opportunity.

Renewal management and post-acceptance categories

  • Disburses Funds: This effect allows administrators to choose an award amount

  • Disburses Funds, Then Cancels Future Disbursements: For renewal management applications, this effect allows administrators to choose an award amount and then cancel all future renewal disbursements

  • Defers Current Disbursement: For renewal management applications, this effect skips one renewal disbursement period without affecting total disbursements. For example, applicants may need to spend a semester abroad or on medical leave.

  • Cancels Current and Future Disbursements: This effect cancels the current award and—for renewal management applications—also cancels all future renewal disbursements

While every situation is unique, you'll likely want to follow these guidelines to ensure good experiences for applicants and reviewers.

  • Hide Submitted and Declined auto-match applications from applicants

  • Hide Drafted apply-to applications from reviewers*

  • Hide all Declined applications from reviewers*

  • Don't select Reviewer Chair Assignable for Drafted or Accepted categories

  • Only select Reviewer Chair Assignable for Declined and encumbering categories if you want reviewer chairs to hide applications from other reviewers or offer awards directly

  • Turn off Offer Details for Declined categories