Automate the Application Status

Overview

Application Status rules set the status for an application. These rules can be added from the Slate Template Library. Initial Application Status Rules include the following, but can be customized:

  • Rule 1a - Decided - Released Decision
  • Rule 1b - Decided - Confirmed Decision
  • Rule 2 - Awaiting Submission
  • Rule 3 - Awaiting Payment
  • Rule 4a - Awaiting Materials - Custom Checklist Items
  • Rule 4b - Awaiting Materials - Transcripts
  • Rule 4c - Awaiting Materials - Recommendations
  • Rule 5 - Awaiting Confirmation
  • Rule 6 - Awaiting Decision
Rule 1a - Decided - Released Decision

If a record has a confirmed decision OR a released/queued for release decision, then set the application status to Decided.

  1. Click Database in the top navigation bar and select Rules Editor.
  2. Click New Rule.
  3. Enter the following configurations in the popup window:
    • Name - Decided - Released Decision
    • Base - Applications
    • Type - Application Status
    • Folder - Application Status
    • Exclusivity Group - Application Status
    • Non-deterministic - Rule is deterministic and has an exclusive priority.
    • Priority - 1
  4. Click Save.

Configure the appropriate filters:

  • Decision Status - Returns true if a decision of the selected status exists for the application. Provisional: [confirmed] is null, Confirmed: [confirmed] is not null and [released] is null, and Released/Queued for Release: [confirmed] and [released] are both not null.
Decision Status = EXISTS Released/Queued for Release

Configure the appropriate action:

  • Action - Select Decided
Rule 1b - Decided - Confirmed Decision

If a record has a confirmed decision, then set the application status to Decided.

  1. Click Database in the top navigation bar and select Rules Editor.
  2. Click New Rule.
  3. Enter the following configurations in the popup window:
    • Name - Decided - Confirmed Decision
    • Base - Applications
    • Type - Application Status
    • Folder - Application Status
    • Exclusivity Group - Application Status
    • Non-deterministic - Rule is deterministic and has an exclusive priority.
    • Priority - 3
  4. Click Save.

Configure the appropriate filters:

  • Decision Status - Returns true if a decision of the selected status exists for the application. Provisional: [confirmed] is null, Confirmed: [confirmed] is not null and [released] is null, and Released/Queued for Release: [confirmed] and [released] are both not null.
Decision Status = EXISTS Confirmed

Configure the appropriate action:

  • Action - Select Decided
Rule 2 - Awaiting Submission

If an application exists but is not submitted, then set the application status to Awaiting Submission.

  1. Click Database in the top navigation bar and select Rules Editor.
  2. Click New Rule.
  3. Enter the following configurations in the popup window:
    • Name - Awaiting Submission
    • Base - Applications
    • Type - Application Status
    • Folder - Application Status
    • Exclusivity Group - Application Status
    • Non-deterministic - Rule is deterministic and has an exclusive priority.
    • Priority - 10
  4. Click Save.

Configure the appropriate filters:

  • Application Submission Status - Returns applications based on submitted flag - submitted or not submitted.
Application Submission Status = Not Submitted

Configure the appropriate action:

  • Action - Select Awaiting Submission
Rule 3 - Awaiting Payment

If an application payment is not submitted, then set the application status to Awaiting Payment.

  1. Click Database in the top navigation bar and select Rules Editor.
  2. Click New Rule.
  3. Enter the following configurations in the popup window:
    • Name - Awaiting Payment
    • Base - Applications
    • Type - Application Status
    • Folder - Application Status
    • Exclusivity Group - Application Status
    • Non-deterministic - Rule is deterministic and has an exclusive priority.
    • Priority - 20
  4. Click Save.

Configure the appropriate filters:

  • Payment Complete (Application Payment) - Returns applicant records that have made a full payment.
NOT
(
Payment Complete (Application Payment) = Payment Account = Application Fee
)

Configure the appropriate action:

  • Action - Select Awaiting Payment
Rule 4a - Awaiting Materials - Custom Checklist Items

If all of the checklist items required for reading are incomplete, set the status to Awaiting Materials.

  1. Click Database in the top navigation bar and select Rules Editor.
  2. Click New Rule.
  3. Enter the following configurations in the popup window:
    • Name - Awaiting Materials - Custom Checklist Items
    • Base - Applications
    • Type - Application Status
    • Folder - Application Status
    • Exclusivity Group - Application Status
    • Non-deterministic - Rule is deterministic and has an exclusive priority.
    • Priority - 30
  4. Click Save.

Configure the appropriate filters:

  • Checklist Items Required For Reading Status - Returns applications with complete "Required for Reading" checklists (Materials section only).
Checklist Items Required for Reading Status = Incomplete

Configure the appropriate action:

  • Action - Select Awaiting Materials
Rule 4b - Awaiting Materials - Transcripts

If a specified number of transcripts been received for an application, set the status to Awaiting Materials.

  1. Click Database in the top navigation bar and select Rules Editor.
  2. Click New Rule.
  3. Enter the following configurations in the popup window:
    • Name - Awaiting Materials - Transcripts
    • Base - Applications
    • Type - Application Status
    • Folder - Application Status
    • Exclusivity Group - Application Status
    • Non-deterministic - Rule is deterministic and has an exclusive priority.
    • Priority - 33
  4. Click Save.

Configure the appropriate filters:

  • Checklist Status by Section - Returns applications with the specified number of checklist items by section and status. (Does not look at custom checklist sections.)
Checklist Status by Section = Section = Transcript; Status IN Missing; Number > 0

Configure the appropriate action:

  • Action - Select Awaiting Materials
Rule 4c - Awaiting Materials - Recommendations

If a specified number of recommendations have not been received for an application, set the status to Awaiting Materials.

  1. Click Database in the top navigation bar and select Rules Editor.
  2. Click New Rule.
  3. Enter the following configurations in the popup window:
    • Name - Awaiting Materials - Recommendations
    • Base - Applications
    • Type - Application Status
    • Folder - Application Status
    • Exclusivity Group - Application Status
    • Non-deterministic - Rule is deterministic and has an exclusive priority.
    • Priority - 35
  4. Click Save.

Configure the appropriate filters:

  • Checklist Status by Section - Returns applications with the specified number of checklist items by section and status. (Does not look at custom checklist sections.)
Checklist Status by Section = Section = Reference; Status IN Received Official, Received Copy; Number < 2

Configure the appropriate action:

  • Action - Select Awaiting Materials
Rule 5 - Awaiting Confirmation

This rule checks for the existence of a provisional (unconfirmed) decision and updates the status to Awaiting Confirmation.

  1. Click Database in the top navigation bar and select Rules Editor.
  2. Click New Rule.
  3. Enter the following configurations in the popup window:
    • Name - Awaiting Confirmation
    • Base - Applications
    • Type - Application Status
    • Folder - Application Status
    • Exclusivity Group - Application Status
    • Non-deterministic - Rule is deterministic and has an exclusive priority.
    • Priority - 40
  4. Click Save.

Configure the appropriate filters:

  • Decision Status - Returns true if a decision of the selected status exists for the application. Provisional: [confirmed] is null, Confirmed: [confirmed] is not null and [released] is null, and Released/Queued for Release: [confirmed] and [released] are both not null.
Decision Status = EXISTS Provisional

Configure the appropriate action:

  • Action - Select Awaiting Confirmation
Rule 6 - Awaiting Decision

If an application does not match on any of the previous application status rules, then set the status to Awaiting Decision.

  1. Click Database in the top navigation bar and select Rules Editor.
  2. Click New Rule.
  3. Enter the following configurations in the popup window:
    • Name - Awaiting Decision
    • Base - Applications
    • Type - Application Status
    • Folder - Application Status
    • Exclusivity Group - Application Status
    • Non-deterministic - Rule is deterministic and has an exclusive priority.
    • Priority - 50
  4. Click Save.

Configure the appropriate filters:

  • NA - Remember that applications that match the filter criteria for rules 1-5 will not be eligible for this last rule. This means that the only records that will have this rule evaluated are applications that are complete, but do not yet have a decision.

Configure the appropriate action:

  • Action - Select Awaiting Decision
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