You can create rules that set checklist requirements for applicants.

Example: Adding an international checklist group

This rule adds the International Checklist Group as checklist requirements for international applicants.

Creating the rule

1. Go to Database → Rules.

2. Select New Rule.

3. Configure the following settings:

   • Name: International Group

   • Type: Configurable Joins

   • Category: Records

   • Base: Applications

   • Rule Type: Checklist

   • Trigger: Upon Update (Deferred)

   • Folder: Checklists

   • Status: Preview

4. Select Save.

Configuring rule filters

To create a filter for international applicants:

1. Select Filter.

2. Select Citizenship Status.

3. Select Continue.

4. Configure the following settings:

   • Join: Application / Person

   • Citizenship Status: IN Foreign National

5. Select Save.

Configuring the rule action

1. In the Action section, configure the following settings:

   • Checklist: Checklist Group

   • Group: Select the appropriate group that would meet the above filtering criteria.

2. Select Save.

Once you’ve tested the rule, set its Status to Active.

Example: Marking item as waived

Checklist rules can mark checklist items as waived based on specific criteria.

Creating the rule

1. Go to Database → Rules.

2. Select New Rule.

3. Configure the following settings:

   • Name: Waive (Name of Checklist Item)

   • Type: Configurable Joins

   • Category: Records

   • Base: Applications

   • Rule Type: Checklist

   • Trigger: Upon Update (Deferred)

   • Folder: Checklists

   • Status: Preview

4. Select Save.

Configuring rule filters

Select the filter criteria to determine the population who should have the checklist item marked as waived.

Configuring the rule action

1. In the Action section, configure the following settings:

   • Checklist: Select the appropriate checklist item.

   • Group: Mark Existing as Waived

2. Select Save.

Once you’ve tested the rule, set its Status to Active.

Mark existing as awaiting

The Mark Existing as Awaiting action has a very nuanced use case, and it must be used in conjunction with other rules in an exclusivity group that set the checklist item to received or waived. Material, test, and form fulfillment settings already will update the checklist item back to the awaiting status if the record no longer has the required items. Using Mark Existing as Awaiting action for checklist items that use material, form, or test fulfillment settings will result in the checklist item's status flipping back and forth.

The Mark Existing as Awaiting action can be used only if checklist items are being set to received or waived via rules, and want the checklist item to go back to awaiting status if the record no longer meets the filter criteria for those rules.  For example, if a record has a post-decision checklist item to require at least one of many possible Open House or Orientation event registrations, and the applicant registered for one such event, a rule would mark the checklist item as received.  If, however, the applicant cancels their registration, a Mark Existing as Awaiting action rule can update the checklist item to show that it is no longer fulfilled.  

If your institution does not want the status to flip back to awaiting if the record at one point did meet the filter criteria, do not create a Mark Existing as Awaiting action rule for the checklist item.

The Mark Existing as Awaiting action rule should generally be configured as the last rule to run within an exclusivity group with the Mark Existing as Received and Mark Existing as Waived rules for the same checklist item. If the Mark Existing as Awaiting action rule runs last, it can be configured without any filters because this rule will only take an action if the record did not meet the filter criteria for any of the previous rules within the exclusivity group (i.e., the record did not meet the criteria to have the checklist item marked as received or waived).