Withdrawing v. Deleting an Application

Learn the difference between withdrawing and deleting an application.

What's included in this article?

• Admin Permissions and Actions: Withdraw and Delete
• Guardian Setting and Actions: Withdraw and Delete
• Managing Communications: Withdraw and Delete

Admin Permissions and Actions: Withdraw and Delete

The permissions needed for admins to withdraw or delete an application are found on the Settings > Manage Users > User Groups page under the Applications heading.

Withdraw (Admin action)

Admins with the user permission `Withdraw Applications` may take this action by clicking into a student's application and using the `Withdraw` button above the student's name. 

A pop-up modal will be displayed to admins to confirm that the application will be withdrawn from the lottery process, and a new application will need to be submitted if the application was withdrawn in error.

Withdrawn applications remain in the Enroll system with a status of Withdrawn. This allows admins to use the Quick Filters in the Applications module to view withdrawn applications, review counts, analyze withdraw data, etc. By default, this filter is set to show Not Withdrawn applications.

Deleting (Admin action)

Admins with the user permission `Delete Applications` may take this action by clicking into a student's application and using the trash can icon above the student's name. 

• Caution: Deleting an application will remove it entirely from the Enroll system, as if it never existed. Admins do not have the ability to filter, view, or recover deleted records. For this reason, we urge caution when enabling the `Delete Applications` permission for a user group.

Guardian Setting and Actions: Withdraw and Delete

Withdraw (Guardian action)

The setting that controls a family's ability to withdraw any form (applications, registrations, etc.) from the Guardian Dashboard is controlled on the General Settings tab.

When the Guardian Dashboard setting is enabled, families will see a `Withdraw` button as an option for all forms for all students in the account.

Upon clicking `Withdraw,` a pop-up modal displays to confirm the action and alert the guardian that the application will be removed from the lottery process, and a new application will need to be submitted if the application was withdrawn in error.

Deleting (Guardian action)

Guardians do not have the option to delete a record, only withdraw.

Managing Communications: Withdraw and Delete

If you would like to notify guardians and/or admins when an application is withdraw, you may do so with a workflow notification, using the pre-built trigger: "Application was withdrawn".

Learn how to set up a workflow notification in this help article.