OVERVIEW
You can use the action buttons on the Application Summary page to move applications through the process or reject them. Once an application reaches a final status, no more actions are available.
If a mistake is made, you can use the 'Other Status' tool to manually move the application back.
When to use the 'Other Status' tool:
- Correct a mistakenly rejected or withdrawn application.
- Allow a candidate to resubmit a form.
Do not use the 'Other Status' tool to skip stages:
- Follow your system's process flow to avoid discrepancies in statistics and ensure important actions are triggered correctly, like Autoscores.
- If you cannot find the necessary action button to advance an application, reach out to a super user for assistance.
STEPS TO CORRECT AN APPLICATION'S STATUS USING 'OTHER STATUS'
- Navigate to candidate's Application Summary page:
- Go to the application record, known as the Application Summary page, of the application you need to correct.
- Identify the status you need to return the application to:
- If unsure, check the 'History' tab to view the previous statuses.
- The 'History' tab is the last tab in the tray under the application's details.
- It records all actions, including Status Changes, Emails, and Form Submissions.
- Use the dropdown at the top-left of the 'History' tab, labelled 'All Categories,' to filter and show only Status Changes.
- Click 'Administration' > 'Other Status':
- The 'Administration dropdown is found in the toolbar at the top-right of the page.
- If you have a narrow screen, you might need to click on the 3 dots icon at the end of the toolbar to access options in the 'Administration' dropdown.
- Once you have selected 'Other Status', click 'OK' to proceed.
- If you don't have access to the 'Administration' dropdown or the 'Other Status' tool, it means your profile does not grant access to this tool. Speak to a super user.
- Select a status:
- In the 'Change Status' box, pick the desired status from the dropdown list.
- It's a smart list, so you can type to quickly find the status.
- Optional: You can enable 'Run Automatic Actions' to trigger any automated actions like emails and autoscores linked to the status. It's usually recommended to select this option unless there's an automatic email you want to avoid sending.
- Click 'Change Status' to finalise the status update.
Top Tips:
- Send an email update to the candidate:
- Consider sending an ad-hoc email to the candidate to explain what happened or keep them updated. See our guide: Sending ad-hoc emails to candidates
- Add a note to the History:
- It's a good idea to add a note to the 'History' to explain why the 'Other Status' tool was used.
- Click 'Add Note' or 'Add Comment' in the toolbar at the top of the Application Summary.
- Bulk use of the 'Other Status' tool:
- When viewing a list of applications, find the 'Other Status' tool in the toolbar at the top of the page within the 'Status' dropdown.
