Query for applications in workflows to review where applications are sitting, which workflow bins they are in, and who is assigned to the related person record. This can help you identify stalled applications, plan outreach by workflow bin, and support funnel reporting.
Try a Slate example 💼
Copy this Suitcase ID and paste it in Database → Suitcase Import to import a pre-made example query:
54c78f16-f872-43c7-98dc-6e83ad172169:slate-admissions-showcase💡 Tip
Find this query and other importable examples in the Admissions Showcase environment.
Reviewing applications in workflows
Workflow review queries are most useful when they show both the applicant and the workflow context. Include applicant identifiers, application details, assigned staff, workflow name, workflow bin, and the workflow timestamp so you can quickly see where each application is in the review process.
The example query returns applications that have workflow bin activity and includes the first workflow bin row as a set of workflow columns.
Building the query
Use an Application-based query so each row represents one application. The workflow bin filter limits the results to applications with workflow activity.
Go to Queries / Reports.
Select New Query.
Configure the following settings:
Name: Applications in workflows
Folder: Select the folder where the query should be saved.
Type: Configurable Joins
Base: Application
Select Save.
Creating the Person join
Create a Person join so the query can include person-level fields, such as the reference ID, name, and assigned staff member.
Select Join.
Create a join to Person.
Save the join.
Adding direct exports
Add exports similar to these to identify the application and related person. Export names and available fields can vary by database, so choose the equivalent local fields when needed.
Person Reference ID: Reference ID from the Person join
Person Name: Name from the Person join
Application Major: Application major
Application Round: Application round
Person Staff Assigned: Staff assigned value from the related person record
Adding workflow subquery exports
Use subquery exports to return workflow details for each application. In the imported example, each workflow export uses Rank with Row Offset: 1 so the query returns one workflow bin row instead of adding multiple rows for the same application.
Workflow Name
This subquery export returns the workflow associated with the selected workflow bin row.
Select Subquery Export.
Configure the following settings:
Name: Workflow Name
Output: Rank
Row Offset: 1
Create a join to Workflow Bin.
Add an export for the workflow name from the Workflow Bin join.
Save the subquery export.
Workflow Bin
This subquery export returns the bin name for the selected workflow bin row, which helps you see the application's current review location or processing stage.
Select Subquery Export.
Configure the following settings:
Name: Workflow Bin
Output: Rank
Row Offset: 1
Create a join to Workflow Bin.
Add an export for the bin name from the Workflow Bin join.
Save the subquery export.
Workflow Timestamp
This subquery export returns the timestamp for the selected workflow bin row so you can see when the application entered that workflow context.
Select Subquery Export.
Configure the following settings:
Name: Workflow Timestamp
Output: Rank
Row Offset: 1
Create a join to Workflow Bin.
Add an export for the workflow bin timestamp.
Save the subquery export.
💡 Tip
If your workflow subquery can return more than one workflow bin row, add a sort in the subquery that matches the row you want to surface, such as the most recent workflow timestamp.
Adding filters
Workflow bin exists
This subquery filter limits the query to applications with workflow bin activity.
Select Subquery Filter.
Configure the following settings:
Name: workflow bin exists
Output: Exists
Create a join to Workflow Bin.
Save the subquery filter.
Person / Staff Assigned
The imported example includes an inactive filter for Person / Staff Assigned equal to Current User. Activate this filter when each staff member should see only their assigned records, or leave it inactive when the query should return applications across staff assignments.
Sorting results
The imported example does not include a top-level sort. Add a sort for workflow timestamp, application round, assigned staff, or person name if your review process needs a specific order.
Using the results
Use the workflow columns to find applications in specific bins, follow up with assigned staff, or identify applications that have stayed in a workflow bin longer than expected. Add filters for workflow name, workflow bin, application round, or assigned staff to focus the results on a particular review process.