---
title: "Querying for Applications with Missing Checklist Items"
slug: "querying-for-applications-with-missing-checklist-items"
status: "new"
updated: 2026-06-18T22:06:47Z
published: 2026-06-18T22:06:47Z
canonical: "knowledge.technolutions.net/querying-for-applications-with-missing-checklist-items"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://knowledge.technolutions.net/llms.txt
> Use this file to discover all available pages before exploring further.

# Querying for Applications with Missing Checklist Items

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.

#### Try a Slate example 💼

Copy this [Suitcase](/docs/suitcase-import) ID and paste it in **Database → Suitcase Import** to import a pre-made example query:

```SuitcaseID
f263c880-ac0e-4de5-91a4-391d0f91eacb:slate-admissions-showcase
```

> [!NOTE]
> 💡 Tip
> 
> Find this query and other importable examples in the [Admissions Showcase environment](/v1/docs/showcase-environments).

## 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.

![Querying for missing checklist items](https://cdn.us.document360.io/cd8ea7a6-07f3-4846-a554-627ac016d3e3/Images/Documentation/Querying for missing checklist items.png)

## Building the query

### Create the query

1. Go to **Queries / Reports**.
2. Select **New Query**.
3. 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
4. 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.

1. Select **Join**.
2. Select **Person**.
3. 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.

1. Select **Subquery Join**.
2. Configure the subquery join to return a matching **Workflow Bin User History** row for the application.
3. Name the join **Workflow Bin User History**.
4. 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

1. Select **Filter**.
2. Under **Application**, select **Status**.
3. Select **Continue**.
4. Set the filter to `IN`.
5. From the list, select **Awaiting Materials**.
6. 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.

1. Select **Filter**.
2. Under **Application**, select **Round**.
3. Select **Continue**.
4. Set the filter to `IN`.
5. From the list, select the relevant round, such as **2023 Early Decision**.
6. 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.

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**.

### 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.

1. Select **Subquery Export**.
2. Name the export **Checklist Items**.
3. Configure the subquery to use checklist records related to the application and applicant.
4. Add a direct filter for checklist **Section** and set it to `IN`.
5. Select the sections that should be included, such as **Custom**, **Enrollment**, **Form**, **Material**, **Reference**, and **Transcript**.
6. Add a direct filter for checklist **Subject** and select the checklist templates that should appear in the output.
7. Export a concatenated value that combines the checklist subject, a colon and space, and the checklist status.
8. Set the output to concatenate rows with a row separator.
9. 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.