Contents
Overview
This guide shows Program Admins and Reviewers how to sort and filter applications in Intake and Review Rounds.
What is Sorting & Filtering?
Column sorting and filtering lets you control which applications you see and the order they appear in Intake and Review Rounds.
- Sorting changes the order of your list (like sorting from A-Z).
- Filtering shows only the applications you need (like showing only applications from one state).
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Use sorting and filtering when you want to:
- Show only applications that meet certain criteria you set.
- Sort a large volume of applications by key details.
- Prepare applications for bulk actions (e.g., advancing to review or award selection).
Step-By-Step Instructions
Open the Intake or Review Round
⚠️You must be in an Intake Round or Review Round to sort and/or filter applications.
1. Open your program.
2. In the left-hand menu, click the Intake or Review Round you want to manage.
Customize Your View
- You can only sort and filter columns that are visible on your screen.
- By default, Intake and Review Rounds automatically show a few columns, like Applicant ID, Applicant Name, Status, and others.
- To learn more about the default columns, see ➡️Data Views.
- You can add more columns to your view using the Show/Hide Columns feature.
Show or Hide Columns
The Show/Hide Columns feature lets you create a custom view by choosing which columns to display or hide.
Available columns come from questions in your:
- Profile Form
- Intake Form(s)
- Custom Feedback Form(s) (Review Round only)
📌 Note: Reviewers can only show or hide columns from Custom Feedback Forms, not from Profile or Intake Forms.
To show or hide columns:
1. In an Intake or Review Round, click the Show/Hide Columns button (three vertical lines).
2. In the menu that appears, select the columns you want to show and deselect the ones you want to hide. The screen updates instantly as you select columns.
3. When finished, click the Show/Hide Columns icon (three vertical lines) again to close the menu. Your selected columns will be visible.
📌Note: Use the horizontal slider at the bottom of the screen if you added several columns and can’t see them all.
Sort & Filter Applications
To sort or filter applications, you’ll use the sort/filter icon (three horizontal lines) next to each column in an Intake or Review Round.
📌 Note: Available options depend on the type of column:
- Some columns allow both sorting and filtering
- Others allow only sorting
Apply, Clear, or Cancel Changes
For columns that allow sorting and filtering, you’ll see the following options under the filter button:
A. Apply: Saves your sorting and/or filtering selections and updates the view.
B. Cancel: Closes the filter dropdown without applying any changes.
C. Clear Filters: Removes all active filters (sorting remains unchanged).
How to Sort Applications
Sorting changes the order of applications in the list (such as A to Z or High to Low).
1. Click the sort/filter icon to the right of the column.
2. Choose a sort option (For example: Ascending / Descending, A→Z / Z→A, Newest / Oldest)
3. If the drop-down also includes filter options, click Apply. Otherwise, your list updates automatically.
Examples:
- Intake Round: Sort Funding Requested highest to lowest to see applications with greatest funding need.
- Review Round: Sort Reviewer Score highest to lowest to see top-scoring applications first.
How to Filter Applications
Filtering narrows the list to applications that meet specific criteria.
1. Click the filter icon next to the column.
2. Choose a filter option (like “between” for dates or “greater than” for numbers).
3. Click Apply. The list updates.
Filter Options by Field Type
Available filter options depend on the type of data in the column. (For example, a "Date" column will show calendar filters, while a single-select column will show the drop-down menu options from your corresponding form).
Date Fields (e.g., Submitted Date, Date, Start Date, End Date)
- Show applications submitted on, before, after, or between certain dates.
📌Note: Once you pick a filter option, a calendar will appear below it so you can select the date you want.
Selection Fields (Submission Status, Country/State, Gender, Multi-select, Single-select, Lookup, Likert Scale, Vote)
- Show applications that match selected values.
Examples:
- Intake Round: Filter Submission Status = Submitted + Submitted (Approved) to find applications ready for review.
- Review Round: Filter State = California to identify applications from a specific region.
📌 Note: The choices you see in the filter menu will match the answer options from your original form questions.
Numeric & Calculated Fields (Requested Amount, Percentages, Scores)
- Show applications with values greater than, less than, or equal to a number you enter.
Examples:
- Intake Round: Filter by Requested Amount ≥ $5,000 to see applicants asking for grants or scholarships greater than or equal to that amount.
- Review Round: Filter by Reviewer Score ≥ 5 to quickly find the highest-rated applications for final selection.
📌Note: Once you pick a filter option, a textbox will appear to enter values.
Save Your Custom View
Once your columns, filters, and sorts are set, save the view so you don’t have to set it up again.
📌Notes:
- You can sort and filter as many—or as few—columns as you’d like before saving a custom view.
- You can save multiple custom views to switch between different setups as needed.
To save a custom view:
1. Click the Save drop-down in the upper-right corner.
2. Select Save as New View.
- A notification appears in the bottom-left confirming the new view.
- A new tab populates next to the default view.
- The View Actions box appears.
To rename a custom view:
1. In the View Actions box (accessed via the gear icon), type a new name into the textbox.
2. Press Enter on your keyboard to save the name.
3. A notification appears in the bottom-left confirming your view is saved.
4. Click anywhere outside the View Actions box to close it.
💡Tip: To delete a view, click Delete View in the drop-down.
Additional Actions
Save Changes
If you make changes to an existing view, use the Save drop-down and select “Save Changes” to update your saved view.
Export Data
Data from the Intake and Review Round screens can be exported.
To export the data:
1. Click the Actions dropdown in the upper-right corner of the Intake or Review round.
2. From the dropdown menu, select either:
a. Export All Applications Data: Exports all the applications and related data, even if they are not currently shown on the screen.
b. Export Custom View: Exports only the filtered application data shown on the screen.
3. In the confirmation pop-up, click Download.
4. A notification appears in the bottom-left confirming your download is generating.
5. A zipped file of your custom view will be generated. You’ll receive an email when it’s ready for download. Follow the instructions in the email to download it to your computer. For more help, see ➡️Downloading PDFs and Exports.
Good to Know
Once you save a view, it remembers everything: the columns you selected and any sorting/filters you applied.
Keep in mind:
- Easy Access: To use a saved view, select it from the tabs in the Intake or Review Round. The system automatically brings up the columns, sorts, and filters you saved in that view.
- Views Stay Put: Saved views only apply to the round where you created them. For example, a "California Applicants" view saved in the Intake Round won’t show up in the Review Round.
- One Round at a Time: You can only sort and filter applications in the round you’re currently viewing. You cannot filter across different rounds at the same time.
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