You can query for applications with missing checklist items to identify applicants who still need to submit required materials. Use this approach to support counselor outreach, monitor application completion, and help applicants move toward review readiness.
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Copy this Suitcase ID and paste it in Database → Suitcase Import to import a pre-made example query:
f263c880-ac0e-4de5-91a4-391d0f91eacb:slate-admissions-showcase💡 Tip
Find this query and other importable examples in the Admissions Showcase environment.
Reviewing incomplete applications
A missing checklist items query can show each application with applicant details, entry term, intended major, and a line-by-line list of outstanding checklist requirements. This gives your team a practical follow-up list for applicants who are waiting on materials.
The example filters to applications with a status of Awaiting Materials. It also includes inactive starter filters for a specific round and the current user's assigned applicants, which you can activate when those filters match your outreach workflow.
Building the query
Create the query
Go to Queries / Reports.
Select New Query.
Configure the following settings:
Name: Applications with missing checklist items
Folder: Select the folder where the query should be saved.
Type: Configurable Joins
Base: Application
Select Save.
Add joins
The person join makes applicant-level fields available, such as the applicant's name, reference ID, staff assignment, and entry term.
Select Join.
Select Person.
Select Save.
The imported example also includes a Workflow Bin User History subquery join. It does not change the default output, but it can support workflow-related exports or filters if your team wants to add them.
Select Subquery Join.
Configure the subquery join to return a matching Workflow Bin User History row for the application.
Name the join Workflow Bin User History.
Select Save.
Add filters
Add direct filters from the Application base and joined Person path to focus the query on applicants who need follow-up.
Status
Select Filter.
Under Application, select Status.
Select Continue.
Set the filter to
IN.From the list, select Awaiting Materials.
Select Save.
Round
The imported example includes this as an inactive starter filter. Activate it only when you want to narrow results to a specific application round.
Select Filter.
Under Application, select Round.
Select Continue.
Set the filter to
IN.From the list, select the relevant round, such as 2023 Early Decision.
Select Save.
Staff assigned
The imported example includes this as an inactive starter filter. Activate it when each counselor should see only applicants assigned to them.
Select Filter.
Under the joined Person path, select Staff Assigned.
Select Continue.
Set the filter to
IN.From the list, select (Current User).
Select Save.
Add exports
Exports can vary by database, but this example shows the kinds of columns that are useful for applicant follow-up.
Person / Reference ID
Person / Staff Assigned
Person / Name
Person / Entry Term
Application / Application Major
Checklist Items, a subquery export that lists matching checklist subjects and statuses
Add the Checklist Items subquery export
The Checklist Items export is the main output column. It returns selected checklist items for each application and formats each item as subject: status, with each item on its own line.
Select Subquery Export.
Name the export Checklist Items.
Configure the subquery to use checklist records related to the application and applicant.
Add a direct filter for checklist Section and set it to
IN.Select the sections that should be included, such as Custom, Enrollment, Form, Material, Reference, and Transcript.
Add a direct filter for checklist Subject and select the checklist templates that should appear in the output.
Export a concatenated value that combines the checklist subject, a colon and space, and the checklist status.
Set the output to concatenate rows with a row separator.
Select Save.
Customizing the results
Adjust the status, round, and staff assignment filters to match the group you want to contact. You can also narrow the checklist subject filter if you only want to find applicants missing a specific material, such as a transcript, recommendation, or form.
Add contact exports, population fields, or territory fields when the query will support outreach. Those fields make it easier to route follow-up to the right staff member or communication process.