Archive a program

Deactivate or permanently delete an application program when an admissions cycle ends, while preserving or removing historical data as appropriate.

When an admissions cycle ends, archive the application program so it no longer appears as active or accepts new public submissions. Archiving is the final phase of the application program lifecycle — after create, configure, and publish.

Fuxam Apply offers two approaches: deactivate (recommended), which sets the program to Inactive while preserving all forms and submissions, and permanently delete, which removes the program and its forms entirely. Choose based on whether you need long-term access to the intake record in OrgHub and Applicants.

Why it matters

Leaving closed intakes marked Active clutters administrator views, risks accidental new submissions if forms remain public, and confuses reporting filters. Proper archival separates live cycles from historical ones — matching how universities close intake windows while retaining files for audit, accreditation, and ongoing enrollment of accepted candidates.

Deactivation preserves the full trail: which forms were used, who applied, and what decisions were recorded. Deletion is appropriate only when a program was created in error and has no submissions you need to keep.

How it fits

Archiving does not replace applicant processing. Before closing an intake, finish or hand off remaining work in Applicants — review submissions, approve or reject, and move accepted candidates toward enrollment in study programs and cohorts.

The parent Fuxam Apply funnel continues: archived programs no longer feed the public portal, but enrolled students proceed through CMS and user management workflows.

Key concepts

Deactivate (recommended)

Deactivating sets the program to Inactive without deleting historical data:

Inactive programs retain all forms and applicant submissions. Administrators can still review historical applicants from the Pending and Accepted tabs.

Recommended closure sequence

For a clean end-of-cycle shutdown:

1. Stop new applications — wait for the submission deadline or extend it only if policy allows late submissions.
2. Process remaining files — clear the Applicants Pending tab or reassign open cases.
3. Unpublish or set forms Private — blocks direct form URLs.
4. Set program Inactive — removes the intake from active administrator filters and public browse for linked programs.
5. Verify — confirm the Status filter shows the program under Inactive only.

Permanently delete

To remove a program entirely:

Deleting requires permission to delete application programs. Programs with dependencies may fail to delete — review the error message and resolve linked data first.

Deactivate vs delete — decision guide

Best practices

• Deactivate, do not delete, by default — preserves audit trails and lets staff answer applicant inquiries months later.
• Close forms before deactivating the program — prevents edge cases where direct links still accept drafts.
• Finish applicant pipeline first — see Review an application before deleting; rejected and accepted records may still matter for reporting.
• Create a new program for the next cycle — do not reuse a deactivated program for a different year unless your process explicitly allows it; a fresh create keeps deadlines and forms cleanly separated.
• Align with CMS archival — when a study program is archived in FuxamCMS, review linked application programs separately; Apply archival is independent.

Common pitfalls

• Inactive program with public forms — deactivation alone may not block direct form links; unpublish or set Private.
• Deleting with open submissions — may fail due to dependencies, or remove data you still need.
• Using quick edit for Active — deactivation requires the full Edit page, not the toolbar quick edit sheet.
• Assuming archive removes applicants from Applicants — deactivated programs retain submissions in Pending and Accepted tabs for historical review.

Required permissions

FAQ

Related pages