Revised 07/06/2026
This guide covers options for advancing GOapply users to later Phases of an Opportunity.
- Overview of Opportunities and Phases
- Request - GOapply Tab & Status Tracking Records
- GOapply Advance To Button
- GOapply Advance To - In Bulk
- Advance to Next Phase Automatically
- Create All GOapply Requirements Workflow
- Advance to Next Phase - Summary & Recap
Overview of Opportunities and Phases
Every Opportunity will have at least one related Phase (most likely the application Phase), but an Opportunity may be composed of several Phases.
Examples of GOapply Opportunities might include:
- Capital Grant Application
- Program Grant Application
- Small/Large Grant Application
- Common Scholarship Application
Examples of Phases might include:
- Letter of Intent
- Full Application
- Interim Report
- Final Report
For more information on Opportunities and Phases and the fields within these tables, please see GOapply Admin Guide - Opportunities & Phases.
Request - GOapply Tab & Status Tracking Records
Before covering the different options for making later Phases available, it is helpful to understand what will happen to make them available to a GOapply User.
A Status Tracking Record tracks each Phase related to a Request that has been/will be completed. For more information on Status Tracking Records, please see GOapply Admin Guide - Status Tracking.
When a GOapply User is advanced to a later Phase, a new Status Tracking Record is created for that Phase in akoyaGO, making it available to the GOapply User in the GOapply UI.
From a Request Record, the GOapply Tab displays all Status Tracking Records related to the Request. In the example below, there are two Phases related to the Request; an Application which has been Submitted, and a Grant Agreement which is Not Started:
Additional helpful data can be found on the GOapply tab of a Request; specifically, the GOapply Opportunity, GOapply Phase, and GOapply Submitter fields.
GOapply Opportunity is a lookup field to the Opportunities table. This field is populated when the Request is created through GOapply and identifies the Opportunity associated with the Request; in other words, what did the GOapply User click in My Opportunities to create the Request.
GOapply Phase is a lookup field to the Phase table. This field displays the most recently submitted phase. It does not indicate the most recently available phase. For example, in the screenshot above, the GOapply Phase is listed as the Application phase because it was the most recently submitted phase, even though the Grant Agreement phase has already been made available to the user.
GOapply Submitter is a lookup field to the GOapply Users table. This field identifies the GOapply user who submitted the most recent phase. This can be especially useful for organization-based opportunities, where multiple users may be registered on behalf of the same organization, as it shows exactly who submitted the latest phase.
GOapply Advance To Button
The GOapply Advance To button can be used to move GOapply Users to a later Phase of an Opportunity.
This button can be accessed from an individual Request record:
Or from a view of Requests to complete the action for multiple Requests in bulk:
This button provides three options:
- Next Phase
- Choose Phase
- Final Report Phase
GOapply Advance To - Next Phase
This advances GOapply Users to the next Phase of the Opportunity. For example, if the GOapply User already has Phase 2 available, this button would make Phase 3 available.
From an individual Request or view of Requests, click GOapply Advance To and choose Next Phase:
This option creates a Status Tracking Record for the next Phase in the GOapply Opportunity based on Phase Order.
The akoyaGO user will see a GOapply Status Tracking Record related to the Request that was created for the next subsequent Phase:
The GOapply User will see the subsequent Phase available in their In Progress dashboard in GOapply UI:
For Organization Opportunities, all GOapply Users associated with that Organization will see the next Phase. For Individual Opportunities, the GOapply User associated with the Request will see the next Phase.
If the next Phase is an interim or final reporting Phase, a Requirement record will also be created and linked to the Request and Status Tracking Record. Requirements allow you to track outstanding items to be completed related to the Request, such as reports. When the GOapply User submits this report, the Requirement will be marked received. For more information on Requirements, please see Requirements in akoyaGO.
GOapply Advance To - Choose Phase
This option allows you to skip Phases and select the next Phase the applicant will access. For example, if you want the GOapply User to move from Phase 2 to Phase 4, this will allow you to choose the next Phase.
After selecting Choose Phase, a pop-up will appear allowing you to choose the next Phase related to this Opportunity:
A Status Tracking Record will be created for the chosen Phase in the GOapply Opportunity. The GOapply User will see the selected Phase available in their In Progress dashboard in GOapply.
If the next Phase is an interim or final reporting Phase, a Requirement record will be created and linked to the Request and Status Tracking Record.
GOapply Advance To - Final Report Phase
This will make the Final Report Phase available, which can be useful for organizations making exceptions/allowing certain grantees to skip interim reporting Phases. This moves the GOapply User directly to the Final Report.
This option creates a Status Tracking Record and corresponding Requirement record for the Final Report Phase. The GOapply User will see the Final Report Phase available in their In Progress dashboard in GOapply. A Requirement record will also be created and linked to the Request and Status Tracking for that Phase.
Status Tracking Record - Info Populated Based on Opportunity Type
As mentioned above, the GOapply Advance To creates a Status Tracking Record to make a later Phase available. The information on the Status Tracking Record is determined the Opportunity Type field in the Opportunity record:
If the Opportunity Type is Organization, the GOapply Applicant Organization field will be populated on the Status Tracking Record, which makes this Phase available for all GOapply Users registered on behalf of this organization (aka all GOapply Users with this Constituent listed as their Parent Constituent):
If the Application Type is Individual, the GOapply User field will be populated on the Status Tracking Record, which makes this Phase available for this Individual GOapply User only:
If the Application Type is Both, both the GOapply Applicant Organization and the GOapply User fields are populated on the Status Tracking Record.
GOapply Advance To - In Bulk
As mentioned above, the GOapply Advance to button can accessed on an individual Request record, or can be ran in bulk for multiple Requests from a view.
If utilizing the button from a view, we recommend including filters for the related GOapply Opportunity and Phase, or at the very least including columns displaying GOapply Opportunity and GOapply Phase, as this information is very important to consider as you advance.
*If you choose to save Personal View filtered to a specific GOapply Opportunity/Phase, please note if you try to use the same view for your next cycle, the filters will need to be updated to the new GOapply Opportunity and Phase ID.
For more information on editing columns, filtering, and saving Personal Views, please see Managing and Creating Views
Once you have a view with the Requests to advance:
- Select rows
- Click the GOapply Advance to button at the top and choose Next Phase, Choose Phase, or Final Report Phase
- Please note that Requests should only be advanced in batches when they belong to the same GOapply Opportunity. This is why it is recommended that you filter your view to a specific GOapply Opportunity before advancing records - or include the GOapply Opportunity column in the view so you can confirm that all selected Requests are associated with the same Opportunity.
- This button will create a new GOapply Status Tracking Record for each Request. You can view the related GOapply Status Tracking Records from the GOapply tab of each Request.
Advance to Next Phase Automatically
If you would like the next Phase to become available to the GOapply user automatically after completing the current Phase, you can use the Advance to Next Phase Automatically setting on the Phase record.
For example, maybe Phase 2 of an Opportunity is a Grant Agreement and Phase 3 is an Interim Report.
By setting Advance to Next Phase Automatically to YES on the Grant Agreement Phase, the GOapply User will be moved right to the Interim Report upon submission:
When this setting enabled, the user will be advanced to the next Phase upon submission, eliminating the need to an akoyaGO User to manually select the GOapply Advance To button. Advance to Next Phase Automatically will create a Status Tracking Record for the next Phase that is linked to the Request. If the next Phase is an interim or final report Phase, a Requirement will also be created. If this option is enabled for multiple Phases, each Phase will advance once the preceding Phase is submitted.
Examples of when this setting is commonly used include reporting Phases (for example, automatically moving a user from Report 1 to Report 2) or eligibility Phases (advancing a user to the full application after successfully completing an eligibility questionnaire). It is not commonly used for application Phases, as organizations typically review and approve or deny a Request before advancing the GOapply User to subsequent Phases, such as agreements or reporting requirements.
Create All GOapply Requirements
If there are multiple later Phases the GOapply user needs to complete, the Create All Requirements - GOapply workflow can be used instead of using the GOapply Advance to button. This alternate method will create subsequent status tracking records for all remaining Phases with one click. Requirement records will also be created for all reporting Phases. This method is particularly beneficial if there are multiple reporting Phases which should all be available to the GOapply user at the same time (as opposed to sequentially making one available after the prior one is completed.)
Just like the Advance To button, when the flow creates Status Tracking Records, the GOapply User will see the new Phases available on their In Progress dashboard in the GOapply UI.
The Create All Requirements - GOapply workflow can be accessed from an individual Request record, or can be ran in bulk from a view of Requests.
Advance to Next Phase - Summary & Recap
In order to make later Phases available to a GOapply User, you need to create Status Tracking Record(s) for the later Phases.
You can do this by:
- Clicking the GOapply Advance to button
- Running the Create All GOapply Requirements flow
- Setting "Auto-Advance to Next Phase" to Yes on the related Phase
As additional Phases are made available, additional Status Tracking Records are created to track the GOapply user's progress through the process.