Application data management on DreamApply Knowledge Base

Understanding application data

Mon, 01 Jan 0001 00:00:00 +0000

DreamApply uses different types of resources to organize, display and manage application data. To interact with this data through both the DreamApply UI and its API, it is important to understand these resources and how they relate to each other.

Applicants

When a user account is registered in the system, DreamApply creates an applicant record and assigns a unique applicant ID to it. There are several ways user accounts can be registered:

Filters

Mon, 01 Jan 0001 00:00:00 +0000

To narrow down the list of application records, you can use filters in DreamApply. Filters allow you to focus on specific admission data without the need to manually search through large datasets.

Filters adapt to the context of each view, for example:

In the Browse view, you can filter data using criteria related to applications, applicants, offers, interviews and more.
In the Invoices view, you can filter data using applicant- and invoice-related criteria.

When you apply filters in one view, they remain active across other views in DreamApply, as long as those views support the same filtering criteria. This provides a unified and consistent experience across the system.

Statistics

Mon, 01 Jan 0001 00:00:00 +0000

To gain insights into the admission process using structured data, you can use the Statistics view in DreamApply. This view allows you to explore statistics using predefined data segments, apply filters and compare data across different segments.

To access application statistics, in the main menu, under Applications, select Statistics.

Before you begin

To view application statistics, your account must have the Superuser, Admissions administrator, Academic supervisor, Academic consultant, Marketing administrator or Accountant role or the applications-view permission.

Application freezing

Mon, 01 Jan 0001 00:00:00 +0000

In DreamApply, Administrators can freeze application data at key stages of the admission process. Application freezing locks previously entered details but still allows applicants to add new or missing information. This helps institutions maintain clear, consistent records and reduces the risk of errors during the review process.

How application freezing works

When applications are frozen, applicants can no longer edit the information they have already submitted. DreamApply locks the existing data on the application edit page and informs applicants that editing is limited.

Application withdrawal

Mon, 01 Jan 0001 00:00:00 +0000

Applicants can withdraw applications at any time. This may be needed if an applicant decides to stop the admission process or submitted an application by mistake.

How application withdrawal works

To withdraw an application, applicants can use the Withdraw application option in the application card. An application can be withdrawn unless it has one of the following statuses:

Closed

Expired

When an application is withdrawn, DreamApply changes its status to Withdrawn. All withdrawn applications are displayed in the Browse view, under Application progress > Withdrawn.

Application expiration

Mon, 01 Jan 0001 00:00:00 +0000

In DreamApply, an application is no longer active in the following cases:

An Administrator closes the application. To close an application, on the application card, click View and in the left pane, click Close application.
An applicant withdraws the application. Applicants can revert application withdrawal within 15 minutes.
The application has expired. DreamApply automatically marks all applications for the term as expired after the grace period for this term ends. At this point, the system locks the term and closes it for any other application changes or modifications by Administrators or applicants.

Limitations for expired applications

When an application expires, the following limitations apply: