Querying for All Active Applications

You can query for all active applications to monitor current application volume across submitted and unsubmitted applications. Use this approach to review active application records, understand the current pipeline, and identify applications that may need follow-up.

Try a Slate example 💼

Copy this Suitcase ID and paste it in Database → Suitcase Import to import a pre-made example query:

79de2261-4a74-4f5b-8b87-28cd9910ab39:slate-admissions-showcase

💡 Tip

Find this query and other importable examples in the Admissions Showcase environment.

Reviewing active application volume

An active applications query can show each current application with applicant details, application round, entry term, intended major, submitted status, and submitted date. The matching row count gives you the total number of active applications returned by the query.

The example includes submitted and unsubmitted applications. The Application is Submitted export helps reviewers distinguish submitted applications from applications that are still in progress without removing either group from the results.

Building the query

Create the query

1. Go to Queries / Reports.

2. Select New Query.

3. Configure the following settings:    

   • Name: All active applications

   • Folder: Select the folder where the query should be saved.

   • Type: Configurable Joins

   • Base: Application

4. Select Save.

Add joins

The joins make application round, lookup period, and person fields available. Add them in this order so each later join is available from the path created before it.

1. Add a Join to Lookup Round.

2. Add a Join to Lookup Period.

3. Add a Join to Person.

📖 Joins

Add filters

The active status filter is the core filter. It limits results to applications whose round belongs to an active lookup period. The imported example also includes an inactive staff-assigned filter that you can activate when each staff member should review only their assigned applications.

Active Status

1. Select Filter.

2. Under Lookup Round / Lookup Period, select Active Status.

3. Select Continue.

4. Set the filter to =.

5. From the list, select Active.

6. Select Save.

Staff Assigned

1. Select Filter.

2. Under the joined Person path, select Staff Assigned.

3. Select Continue.

4. Set the filter to IN.

5. From the list, select (Current User).

6. Select Save.

7. Leave the filter inactive unless you want the query to return only applications assigned to the current user.

Add exports

Exports can vary by database, but this example shows useful columns for reviewing active application volume and follow-up context.

• Person / Reference ID

• Person / Name

• Person / Email

• Person / Staff Assigned

• Application / Reference ID

• Application / Round

• Application / Entry Term

• Application / Application Major

• Application Submitted Date

Add the Application is Submitted subquery export

The Application is Submitted export turns submitted status into a simple Y or N value. This lets the query include all active applications while still showing which applications have been submitted.

1. Select Subquery Export.

2. Name the export Application is Submitted.

3. Configure the subquery to check whether the application submitted date exists.

4. Set the output to show Y when the submitted date exists and N when it does not exist.

5. Select Save.

Customizing the results

Adjust the active application list based on the audience for the report. For example, activate the staff-assigned filter for counselor-specific review, add filters for specific rounds or entry terms, or add exports for populations, territories, source, or application status.

If you need separate lists for submitted and unsubmitted applications, duplicate the query and add a submitted-date filter to each copy. One copy can return submitted applications, and the other can return applications without a submitted date.