Locked Application Review/Applicant

Summary of Issue

In CRM Recruit, the Application Review stage may appear locked, preventing users from entering a decision or progressing the application.

This issue most commonly occurs under the following conditions:

1. integration or communication issues
   A disruption between Banner and Recruit (such as outages, updates, or sync failures) can prevent the Opportunity record from properly registering the application or application folder. When this happens, the funnel stages may not align correctly and the Application Review stage can become locked.
2. F1 visa response lock
   If a student indicates they require an F1 visa on the application, Recruit may automatically lock part of the process. Admissions should include clearing this lock as part of their F1 visa workflow.
3. record currently in use (less common)
   In some cases, the record may appear locked if another user is actively editing the application at the same time. This is typically temporary and should resolve once the other user exits the record. If the lock persists after the record is no longer in use, follow the steps in this guide.

Table of Contents

Recommended Best Practice (Use First)

This is the most reliable and preferred method to clear the lock.

Steps to Clear Lock via Funnel Progression

1. Open the student’s Application record in Recruit
2. Locate the funnel bar (green status bar across the top)
3. Under the funnel status (top right area), find the hyperlink labeled:
   • “Next Stage”
4. Click “Next Stage” repeatedly to move the record forward through stages
   • Continue until all stages are no longer locked
5. Once the locks are cleared:
   • Click “Set Active”
6. Click Save

Result

• The funnel resets correctly
• Locks are removed
• Application becomes editable for review and decision entry

Alternative Option 1 — Reset Application Status (Quick Fix)

Use this if the best practice method does not resolve the issue.

Steps

1. Open the Application record
2. In the Application Information section:
   • Select Override Status
3. Change status to:
   • “Started”
4. Click Save
5. Refresh the page
6. Select Override Status again
7. Change status back to:
   • “Submitted”
8. Click Save
9. Refresh the page

Result

• Forces Recruit to resync the application
• Often clears the lock on the Application Review stage

Alternative Option 2 — Reset Funnel Stage on Application Folder

Use this if the issue persists after Option 1.

Steps

1. Open the Application record
2. Navigate to and open the Application Folder
3. Select Override Status
4. Change the funnel stage from:
   • “Application Review” → “Application Submitted”
5. Click Save
6. Refresh the page
7. Select Override Status again
8. Change the funnel stage back to:
   • “Application Review”
9. Click Save
10. Refresh the page

Result

• Resets the Application Review stage directly
• Removes the lock and restores edit access

What to Check After Unlocking

After completing one of the unlock methods, verify the following to ensure the record is functioning correctly:

• confirm the Application Review stage is no longer locked
• verify you can enter a Proposed Decision
• check that the funnel stages display in the correct order
• confirm the opportunity record reflects the correct current stage
• verify the application appears in admissions review queues or views
• confirm checklist items are still present and unchanged
• check that no duplicate application folder was created
• verify admit type, program, and term were not altered during the unlock process
• save the record and refresh to ensure the lock does not return
• confirm other users can access and review the application if needed

Optional Checks (If You Want to Confirm Before Unlocking)

These checks are not required. You can proceed directly to the unlock steps if preferred.
However, reviewing these items may help identify why the lock occurred.

• check whether the application status is submitted and not still in progress
• see if the student has multiple applications for the same term
• verify whether the applicant indicated they require an F1 visa
• confirm the application folder exists and is linked to the opportunity
• review the funnel to see if any stages appear skipped or out of order
• check whether required checklist items are completed
• see if other applications submitted around the same time show the same issue
• confirm no other user is actively working in the application
• verify Banner and Recruit integration appears to be running normally
• check whether the application appears in admissions review views

These checks are informational only and are not necessary to complete before using the unlock steps.