Interfolio — Create and Manage Position and Application Statuses

Create and Manage Position and Application Statuses

Position and Application Statuses are tags used to mark the stages of a search and track the progression of an applicant. Statuses can be used to help sort applications and manage multi-step search processes. In Interfolio Faculty Search (FS), statuses can also control access levels for Evaluators and applicants, determining when materials can be submitted or reviewed.

Application Statuses take precedence over Position Statuses.

About Position Statuses	About Application Statuses
Indicate the position's stage in the search process (e.g., Accepting Applications or Reviewing Applications) Can help view or sort open positions Administrators can include rules affecting permissions such as if evaluators can review applications, if applicants can update materials, and if applicants can see the status when active. For example, changing from Accepting Applications to Reviewing Applications can allow evaluators to review materials while preventing applicants from submitting or updating their applications)	Indicate an applicant's stage in the search process (e.g., Rejected, Longlist, Shortlist), helping to organize large applicant lists and control material updates. Can help sort applicants and control when they can update their applications. Application statuses are most useful for requesting additional documents, like a letter of recommendation from Shortlisted candidates. By creating a Shortlist status, only those applicants can submit more materials. Currently, applicants cannot view their application statuses, regardless of settings.

About Position Statuses

About Application Statuses

Indicate the position's stage in the search process (e.g., Accepting Applications or Reviewing Applications)
Can help view or sort open positions
Administrators can include rules affecting permissions such as if evaluators can review applications, if applicants can update materials, and if applicants can see the status when active. For example, changing from Accepting Applications to Reviewing Applications can allow evaluators to review materials while preventing applicants from submitting or updating their applications)

Indicate an applicant's stage in the search process (e.g., Rejected, Longlist, Shortlist), helping to organize large applicant lists and control material updates.
Can help sort applicants and control when they can update their applications.

Application statuses are most useful for requesting additional documents, like a letter of recommendation from Shortlisted candidates. By creating a Shortlist status, only those applicants can submit more materials.

Currently, applicants cannot view their application statuses, regardless of settings.

Create and Manage Statuses

Navigate to the Administration page on the navigation menu and ensure the applicable unit is selected under Settings for: at the top of the page. The Status tab should be selected on the left-hand side of the page.
- Select whether or Enable or Disable Position/Application Status Creation using the radio buttons. If disabled, lower units cannot create, edit, or delete statuses.
- Click the Pencil (Edit) icon next to the desired existing status to edit it.
  
  If position/application status is disabled by a higher unit, a notice will appear saying Changes to position/application statuses have been locked by [a higher unit].
Select Add new status from the Actions dropdown next to the Position Status section or the Application Status section, depending on which status you would like to edit.
- You can select to Send statuses to lower units from this dropdown.
  
  When sending an entire set of position/application statuses to lower units, any unassigned statuses at the lower units will be replaced.
  
  If a Position/Application Status has already been assigned, changing it at the University level and then sending it to lower units will add the new status as an option, resulting in both the old and new statuses appearing.
  
  To update an assigned status, first unassign it, then edit the unassigned status and send it to lower units. This process ensures only the updated status is available without duplicates.
  
  To manage application statuses, perform the same actions under the Application Status section on the Statuses page.
Fill out the Add New Position/Application Status window that displays selecting the settings that will be associated with any positions given this status.

Disabling Position Status creation on the Administration page only affects statuses for entire units; custom position statuses can still be created from the position itself.

Once your statuses have been created on the Administration page, they can be applied to positions and applications within a position. Check out these articles to learn how to assign or change a Position Status or an Application Status

Application Statuses

Once you have submitted your application, please reach out to the hiring institution about any status updates on the position. Interfolio cannot provide that information.

Status	Definition
In Progress (Not Yet Submitted)	Deliveries that have started, but not yet submitted for final delivery.
Incomplete: Previously submitted; requirements incomplete	Applications that have been submitted, but the institution has since updated the requirements for the position. If an edit option appears on the Deliveries page, you can add required materials and make changes to the application. The institution will usually provide further instructions if you need to edit your application materials. Reach out to the institution if you have any questions about this status.
Complete	Applications that have been completed and submitted.
Complete with Pending Letters	Applications that have been submitted with pending letter requests. Once the letters have been uploaded by the letter writers, the application will be marked complete.
Preparing to Send	Delivery is waiting to be processed and is in the queue to be processed by the fulfillment team. Deliveries take 1-4 days to complete.
Sent	The delivery has been completed by Interfolio and sent to the recipient.
Canceled	The canceled delivery will not count toward the 50 annual deliveries and will be credited back to the account. Deliveries are commonly canceled if a pending letter request was submitted to another application system or if there is no letter available at the time of the request.
Withdrawn	When an applicant has withdrawn their application from a position for which they applied.
Expired	The applicant has started the application but has not submitted it and the due date has passed.

Note that institutions have the ability to make their own position statuses visible. This list does not account for that.

FAQ

Are new/modified position/application statuses reflected in existing positions?

New or modified statuses will appear in existing positions only after being sent to lower units. If not sent, they will only affect future positions. New statuses replace existing ones unless the status is actively in use. Any statuses already applied to positions/applications will be retained.

Why won't an application status update in a position?

Check that it is not currently in use. If it is assigned to any user:

Remove the status from all users
Send the updated status to lower units
Reassign the status to applicants as needed.

How can I see all statuses assigned to each applicant throughout a search process?

Navigate to Reports > Logs > System Logs > Application Status Changes

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