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OpenWater Submission Status Definitions

The meaning of each Submission Status you see in the portal

Jackson Clarke avatar
Written by Jackson Clarke
Updated over a week ago

You've noticed that Submissions are labeled differently throughout their life-times, sometimes as "Incomplete" or "Needs Attention", and sometimes as "In Cart" or "Complete".  What exactly does each status mean?

From an Admin's Perspective:

Incomplete:  These are submissions that a user is still working to finalize.  When a user visits your program and accesses the Submission Form, it creates an “Incomplete” Submission. This is the status prior to “In Cart”.

In Cart: A fully-filled out submission that has not been finalized, and is currently in the users cart, waiting to be paid for.

Pending Approval: This entry is finalized by the submitter and is awaiting approval by administrators.

Complete: A finalized submission that is eligible to be reviewed by judges.

Not Started: Only seen after a user has been sent to an advanced round where they must provide additional material.  This indicates that the user has not yet visited that round and begun to work on providing the requested materials.

Once they visit the round and begin working, the status will be changed to “Incomplete” for the advanced round. Though it will remain as “Complete” in the prior round.

Disapproved: An application that has been disapproved from consideration. It still counts towards application numbers and revenue generated, and is pulled into reports.  Disapproved applications are not eligible for judging. Disapproved applications can be returned to “Complete” status by an administrator.

Submitter's do not see that their application has been disapproved in the public portal.

Deleted: An application that has been deleted from a program, and no longer contributes to its data such as numbers of applications or revenue generated. Deleted applications can be restored to an active state by an administrator.

Deleted applications disappear from the submitter’s public portal as well.



From a User's Perspective:

In Progress: These are submissions that a user is still working to finalize.  When a user visits your program and accesses the Submission Form, it creates an “In Progress” Submission.

In Cart: A fully-filled out submission that has not been finalized, and is currently in the users cart, waiting to be paid for.

Complete: A finalized submission.

Needs Attention: Only seen after a user has been sent to an advanced round where they must provide additional material.  This indicates that the user has not yet visited that round and begun to work on providing the requested materials.

Once they visit the round and begin working, the status will be changed to “In Progress”.

Pending Letter of Recommendation: Indicates only that the submission is still waiting a requested Letter of Recommendation.

The application may be “In Progress” or “Complete” at this point.

NOTE: A pending letter of recommendation does not indicate that an application is still in progress.

Expired: An “In Progress” application in a program that has already closed.  The user is no longer able to finalize the application and submit it to the program.

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