Custom Checklist Items

  Best Practice - Common Application Schools and Material Types

When uploading Common App data into Slate, be sure to map CommonApp PDF documents to material types in Slate. It's recommended to create a distinct material type in Slate for each type of document sent over from Common App.

Be sure to read the article The Common Application - Applications for more help with this process.

Create Custom Checklist Items

Custom checklist items can be built for any custom requirements. Considering the chart of "potential materials" from earlier, a Slate partner might create corresponding checklist items to work in conjunction with these materials:


Teacher Recommendation 1 

Teacher Recommendation 2 

Dean Recommendation 

High School Transcript 

College Transcript 


Transfer Essay

ACT / SAT Scores

GRE / GMAT Scores



Reply to Offer Form





Writing Sample

Nursing License

CPR Certification

Financial Certification

Teacher Certification

To create custom checklist items:

  1. Select Database on the top navigation bar and select Checklists.
  2. Select Insert
  3. Enter the following school report configurations:
    • Status - Set to 'Active.'
    • Folder: Keep your records organized by putting them in a folder. Select Other to create a new folder.
    • Scope - Set to 'Person/Application' to associate this checklist item with a person and/or application record. For more information on school-scoped checklist items, see School-Scoped Checklists.
    • Group (Optional) - See the 'Group' section below.
    • Section - If a checklist item corresponds to a related material, set this to 'Material' (the most common setting). If a checklist item relates to a particular form, select 'Form'. DO NOT use (special use only) section items before reading the sections on these items below.
    • Subject - This is the display label of the checklist item. This is what the applicant will see.
    • URL - If the checklist item has a related URL (such as a link to a PDF an applicant should read or a non-Slate website they should visit), list it here. NOTE: This should link to Non-Slate destinations. If you do want a Slate form to be a checklist item, the Form section is our best practice. If you are to use a Slate URL, be sure to not use a vanity Slate URL. Updating the URL to a vanity URL changes it from /apply to /register which allows students to fill out the form multiple times when configured as a checklist item. 
    • Key - Enter a key value. This value will serve as the material's ID in Slate. Once created, it should not be changed in the future. This key should also be computer-friendly.
    • Order - If the item should display in a particular order, provide an order number here.
    • Material Fulfillment (#1-5) - If this checklist item can be fulfilled by an existing Slate material, select this material from the drop down. Up to 5 different Slate materials can be selected as fulfillment options for each checklist item.
    • Material Fulfillment Rank - See below for more information.
    • Test Fulfillment (#1-3) - If this checklist item can be fulfilled by particular tests on a person's record, select those tests from the drop down here. Up to 3 tests can be selected as potential fulfillment options for each checklist item. Note: only verified test scores (not self-reported scores) will fulfill this "test fulfillment" setting.
    • Form Fulfillment - If this checklist item can be fulfilled by a particular form that exists in Slate, select this form from the drop down here. Note: Be sure the form that is used for this section does not contain a vanity URL as it will allow students to submit the form more than one when placed on a status portal.
    • XML Configuration - Leave blank.
    • Type - If the applicant should see the checklist item on his/her checklist, set this to 'Public.' If this checklist item should only be seen internally by administrative staff, set to 'Private (internal only).'
    • Optional - If a checklist item is 'Optional' (i.e. it is not required for an applicant to move forward in the review process), leave this set to 'Optional.' If the checklist item is critical for the review process, set this to 'Required.'
    • Optional for Reading - If a checklist item is 'Optional' for the reading process, leave this set to 'Optional for reading.' If the checklist item is required for the reading process, set this to 'Required for reading.'
    • Export Key - If a value is needed/required for an external SIS, enter that value here.
Material Fulfillment Rank

In certain instances, Slate partners may require more than one of the same kind of checklist item. In these cases, this is where the Material Fulfillment Rank becomes important.

For example, let's say a Slate partner created two checklist items:

  • Letter of Recommendation 1
  • Letter of Recommendation 2

Let's also assume that this Slate partner also has a generic Material of "Letter of Recommendation."

If each separate checklist item ("Letter of Recommendation 1" and "Letter of Recommendation 2") uses the custom material of "Letter of Recommendation" for one of the "Material Fulfillment" drop down menu settings, then both Letter of Recommendation checklist items would be fulfilled when only one Letter of Recommendation Material is present.

To avoid this, the Material Fulfillment Rank setting for "Letter of Recommendation 1" should be set to '1'. The Material Fulfillment Rank setting for "Letter of Recommendation 2" should be set to '2', and so on.

This way, when one letter of recommendation material is present on a person's record, only the "Letter of Recommendation 1" checklist item will be fulfilled. If another "Letter of Recommendation" material comes in (bringing the total number of "Letter of Recommendation" Materials to two), the "Letter of Recommendation 2" checklist item would then be fulfilled.

Was this article helpful?
4 out of 11 found this helpful