In order to improve the performance of client sites, we are making a change to the Active/Archive Application feature on the CommunityForce platform. Previously, all of the active and archived applications are available to the Admins/Applicants at all times. In Version 10.5 all archived applications will be housed on a different database.
How does that affect day-to-day operations on the site? When an application is moved to the archives, the Admin, Applicant, and Reviewer will still have access to those documents, however, because nightly sync is required, there will be up to a 24-hour delay to that access. During this time, the system will move the applications to the Archival Database and sync all databases properly. The same applies when moving archived applications to the active database.
Important Note: Any application which is marked as archived will not be listed in either the Active or Archived list of applications until the nightly sync service moves it to the archive data store. The same is true for an archived application being moved to active. When an archived application is marked as active, it will not appear in either of the lists until the nightly sync service moves this application and the related data from the archive data store to the main database. It will appear in the active list as soon as the data from the archive database is moved to the main database.
The following provides instructions on the new process:
When the Active mode is selected from the dropdown options on the application list screen, the Active Mode is on.
Fig-1 – Active Mode
When the screen is in Active mode, all the features assigned to the logged-in users will be accessible based on the role type. The following is an example for an Admin:
Fig-2 – Active Mode – Feature Dashboard
When in Active mode, if a user selects an application(s) from the available active applications list and then chooses the ‘Archive’ option, a prompt will be displayed to the user as shown in Fig-3.
Fig-3 – Active Mode – Confirmation Pop-Up
Any application designated for the archive will be removed from the active applications list. The application will be moved to the archived list within 24 hours from the time it was marked for archive (during nightly sync). During this time the application will not be listed in the active list or in the archive list and as such the user(s) will not be able to view/access the application(s) and the related data during this period.
Fund/Scholarship List Screen in Active Mode
If a fund is associated with an archived application, the application name will be prefixed with the (Archived) text in the list as shown in Fig-4 below. The actual name of the application will not be changed. The prefix is added for informational purposes.
Fig-4 – Active Mode – Manage Application Funds Listing
The Global Search option is available in Active Mode only. The search result will list all applications (Active as well as Archived ones if any) of the applicant(s) which match the search criteria. If the applicant dashboard option is clicked against an archived application, the prompt shown in Fig-5 will appear.
Fig-5 – Active Mode – Global Search
When the “Yes” option is clicked, the user will be navigated to the application dashboard screen. On the applicant dashboard screen, the user (Applicant) won’t have access to any of the top and/or left side menu options other than the top menu Home option. Fig-6 shows no top or left side menu options available on the application dashboard for the user when an archived application is selected from the Global search result list screen.
The user can switch back to active mode by clicking on the Home option link available at the top.
Fig-6 – Active Mode – Global Search – Applicant Dashboard
The screen is in Archive mode when the user selects the ‘Archive’ option from the dropdown on the applications list screen. In the Archive mode, the user will see the Home option (if assigned to the logged-in user’s role). All other options captured in Fig-4 will not be accessible by the user in the Archive mode. Fig-7 shows what the Archive mode will look like.
Fig-7 – Archive Mode
Upon clicking on any application in the archived list of applications, the user will be redirected to the Applicant Status screen (based on the user’s role type) and will see just the following two tabs (sub-options) on the top:
- Manage Applications
- Manage Reports
From the left-hand panel, the users will have access to only the following two options:
- Manage Applicants
- Manage Awards – One Fund/Multiple Funds (depending upon your application process)
Fig-8 – Archive Mode – Manage Application & Reports
Accessing Manage Report Option in Archive Mode
All options will still be accessible by the logged-in user (based on the user’s role type), even in the Archive mode by clicking on the Manage Reports tab. The user is still able to run their reports and extract them as excel files, as shown in Fig-9.
Fig-9 – Archive Mode – Accessing Manage Reports
Activating Application(s) in Archive Mode
In Archive mode, if a user selects Application(s) from the available list of the archived applications and then clicks on the ‘Active’ option, a prompt will be displayed to the user as shown in Fig-10. Any application selected for activation will be removed from the archived applications list. The application will be moved to the active list with the next 24 hours from the time it was activated. IMPORTANT: During this time the application will neither be listed inactive nor in the archive list and as such the user(s) won’t be able to view/access the application(s) and their related data.
Fig-10 – Archive Mode – Confirmation Pop-Up
Applicant Screen - Active and Archive Mode
As mentioned, applicants will be able to perform all actions present under the ‘Choose Action’ dropdown in the Active mode on their ‘My Applications’ tab, upon selecting an application, as shown in Fig-11.
Fig-11 – Applicant Active Mode – My Applications
Once an application is moved to the Archived list the applicant will not have access to perform any of these actions in the Archive Mode upon selecting an application from the ‘My Applications’ tab, as shown in Fig-12.
Fig-12 – Applicant Archive Mode – My Applications
Reviewer Screen – Active and Archive Mode
Unlike Applicants, Reviewers have access to performing ALL actions on the scorecards assigned to them in both Active and Archived modes, once they select the Applicant Fund name from the dashboards, as shown in Fig-13a and 13b.
Fig-13a – Reviewer Active Mode – My Applications
Fig-13b – Reviewer Active Mode – My Applications
Fig-14b – Reviewer Archive Mode
Fig-14b – Reviewer Archive Mode