---
title: "Assigning Enrollment Checklist Items"
slug: "assigning-enrollment-checklist-items"
status: "new"
updated: 2026-06-19T23:38:23Z
published: 2026-06-19T23:38:23Z
canonical: "knowledge.technolutions.net/assigning-enrollment-checklist-items"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://knowledge.technolutions.net/llms.txt
> Use this file to discover all available pages before exploring further.

# Assigning Enrollment Checklist Items

[Enrollment checklist items](/v1/docs/guide-1) are usually assigned by rules. For one-off exceptions, staff with appropriate permissions can add checklist items directly to an individual enrollment record.

Before creating assignment rules, build the checklist structure and the fulfillment objects that support it, such as materials, forms, fields, records, or rules.

> [!WARNING]
> 🏗️ Feature under development
> 
> Please note that Enrollments is under active development, with new features being rolled out over time. Check [What’s New](https://community.technolutions.net/whats-new) for release notes.

## Checklist rules

Rules can assign checklist items in two ways:

- **Checklist group**: Recommended for most repeatable requirements because the group keeps related items together.
- **Individual checklist item**: Useful for limited exceptions or one-time requirements.

## Checklist groups

Checklist groups are the recommended way to assign enrollment checklist items. A checklist group contains one or more related checklist items, and one rule can assign the entire group to enrollment records that meet the rule criteria.

For example, a **Study Abroad Pre-Departure** group could include the following checklist items:

- Passport Uploaded
- Visa Documentation Submitted
- Course Approval Complete
- Travel Itinerary Submitted
- Pre-Departure Orientation Complete

One rule can assign the full group to students participating in a qualifying study abroad enrollment. If an enrollment no longer qualifies, the grouped checklist items can be removed the next time rules run.

Separate rules can update the status of checklist items originally assigned in a group. For example, another rule can mark an item as **Waived** or **Received** when a specific condition is met.

## Individually added checklist items

Checklist items can also be assigned individually. In most repeatable processes, place checklist items in groups, even if the group starts with only one item.

Individually assigned checklist items can remain on the enrollment checklist until staff remove them manually or a rule removes them. Groups provide a cleaner structure for adding and removing related requirements as enrollment data changes.

For example, instead of assigning **Financial Responsibility Agreement** as a standalone item, create a **Current Term Requirements** group that contains only that item at first. Additional term-based requirements can then be added to the same group later.

## Testing checklist rules

Test checklist rules carefully before activating them for live use. A practical testing sequence is:

1. Create the rule in production and leave it inactive.
2. Refresh the test environment after confirming that current test environment data can be overwritten.
3. In the test environment, activate the rule.
4. Run retroactive refreshes on qualifying test records.
5. Confirm that the correct checklist items are assigned, removed, waived, or received.
6. After testing is complete, replicate any needed changes in production.
7. Activate the rule in production.
8. Run a retroactive refresh in production if existing enrollment records should receive the new or updated checklist items.

Checklist rules do not automatically evaluate every existing enrollment record when a rule is created or activated. A retroactive refresh can be needed to apply the rule to records that already meet the rule criteria.

## Active academic years and academic terms

Enrollment checklist rules depend on active enrollment-related time periods. For best results, keep the relevant academic year and academic term active while enrollments are being used for checklist assignment, student-facing requirements, reporting, or ongoing Student Success processes.

If checklist items are not assigning as expected, confirm that the enrollment is associated with the correct academic term and that the related academic year and academic term are active. This helps prevent checklist rules from running against inactive or historical enrollment periods while preserving prior checklist behavior for older terms.

## Creating an enrollment checklist rule

To create an enrollment checklist rule:

1. Go to **Database** → **Rules**.
2. Select **New Rule**.
3. Configure the rule details.
4. Save the rule.

Configure the following settings:

| Setting | Recommended value |
| --- | --- |
| **Name** | Use a clear, descriptive name that identifies the checklist group or item being assigned. |
| **Type** | Configurable Joins |
| **Category** | Records |
| **Base** | Enrollment |
| **Rule Type** | Checklist |
| **Rule Trigger** | Upon Update (Deferred) |
| **Folder** | Use a folder such as Checklists or Enrollment Checklists. |
| **Exclusivity Group** | Not applicable. Checklist rules should not use an exclusivity group. |
| **Status** | Preview or Inactive while building and testing. |

Use a consistent naming convention so checklist rules are easy to identify later.

| Rule name | Purpose |
| --- | --- |
| `Checklist - Current Term Requirements` | Assigns general term-based checklist items. |
| `Checklist - Advising Required` | Assigns advising-related requirements. |
| `Checklist - Study Abroad Pre-Departure` | Assigns pre-departure study abroad checklist items. |
| `Checklist - Clinical Placement Requirements` | Assigns clinical clearance items. |
| `Checklist - Graduation Candidates` | Assigns graduation review requirements. |

## Configuring rule filters

After creating the rule, add filters that identify the enrollment records that should receive the checklist group or item. Rule filters should capture the enrollment population that qualifies for the requirement.

| Checklist group | Possible rule criteria |
| --- | --- |
| Current Term | Enrollment term is Fall 2027 and enrollment status is Active |
| Advising Required | Registration clearance status is Not Cleared or Advising Required is Yes |
| Academic Standing Support | Academic standing is Probation or Warning |
| Study Abroad Pre-Departure | Enrollment type is Study Abroad and program status is Approved |
| Study Abroad Active Term | Enrollment type is Study Abroad and term status is Active |
| Clinical Placement Requirements | Enrollment type is Clinical Placement and placement status is Assigned |
| Internship Requirements | Enrollment type is Internship and approval status is Approved |
| Graduation Candidates | Expected graduation term is current or upcoming |

For example, to assign a checklist group to active study abroad enrollments, the rule might look for enrollments where:

| Scope | Filter |
| --- | --- |
| Enrollment | Program Type equals Study Abroad |
| Enrollment | Program Status equals Approved |
| Enrollment | Academic Term equals Spring 2027 |

The exact filters depend on the fields, prompt lists, enrollment structure, and business processes configured in the database.

## Configuring the rule action

After configuring the filters, select the checklist action.

To assign a checklist group:

1. From the **Checklist** list, select **Checklist Group**.
2. From the **Group** list, select the appropriate group.
3. Save the rule action.

To assign a single checklist item:

1. From the **Checklist** list, select the individual checklist item.
2. Save the rule action.

Checklist groups are recommended whenever possible because they make related requirements easier to manage as enrollment data changes.

## Examples

### Assigning study abroad pre-departure items

An institution wants all approved Spring 2027 study abroad students to receive the same pre-departure requirements. The institution creates a **Study Abroad Pre-Departure** checklist group with the following items:

| Checklist item | Possible fulfillment |
| --- | --- |
| Passport Uploaded | Passport material |
| Visa Documentation Submitted | Visa material or form |
| Course Approval Complete | Course approval form |
| Travel Itinerary Submitted | Travel itinerary material |
| Pre-Departure Orientation Complete | Event attendance, form, or staff update |

The assignment rule might use filters such as:

| Field | Criteria |
| --- | --- |
| Program Type | Study Abroad |
| Program Status | Approved |
| Academic Term | Spring 2027 |

The action assigns the **Study Abroad Pre-Departure** checklist group. When a student?s enrollment meets the criteria, the checklist group is added to the enrollment checklist. If the student no longer meets the criteria, the group can be removed the next time checklist rules run.

### Assigning advising requirements

An institution wants students who must complete advising before registration to receive an advising checklist group. The institution creates an **Advising Required** checklist group with the following items:

| Checklist item | Possible fulfillment |
| --- | --- |
| Advisor Meeting Complete | Advising appointment, interaction, or staff form |
| Academic Plan Updated | Advisor-entered plan or student success form |
| Registration Clearance Complete | Staff-updated field, form submission, or rule |

The assignment rule might use filters such as:

| Field | Criteria |
| --- | --- |
| Advising Required | Yes |
| Enrollment Status | Active |
| Academic Term | Current or upcoming term |

The action assigns the **Advising Required** checklist group. This gives staff and students a clear view of the advising-related requirements connected to that enrollment.

### Assigning graduation requirements

An institution wants students preparing for graduation to receive graduation-related checklist items. The institution creates a **Graduation Candidates** checklist group with items such as:

| Checklist item | Possible fulfillment |
| --- | --- |
| Graduation Application Submitted | Graduation application form |
| Degree Audit Reviewed | Staff form, note, or field update |
| Outstanding Requirements Resolved | Registrar review status or rule |
| Graduation Clearance Complete | Staff-updated field or rule |

The assignment rule might use filters such as:

| Field | Criteria |
| --- | --- |
| Expected Graduation Term | Current or upcoming term |
| Graduation Status | Candidate or Applied |
| Enrollment Status | Active |

The action assigns the **Graduation Candidates** checklist group.

## Activating the rule

After the rule is configured and tested, update the rule status to **Active**. When the rule is active, qualifying enrollment records receive the configured checklist group or item when the enrollment runs through rules.

If an enrollment no longer meets the rule criteria, the assigned checklist group can be removed the next time rules run.

Before activating the rule in production, confirm that:

- The filters identify the correct enrollment population.
- The action assigns the intended checklist group or item.
- Grouped items are added and removed as expected.
- Fulfillments mark items as received as expected.
- Students see only the appropriate checklist items in any student-facing portal.
- Staff can identify the checklist status and next action.

## Assigning a checklist item manually

In one-off cases, staff with appropriate permissions can assign a checklist item directly from an individual enrollment record.

Manual assignment can be useful for exceptions, special circumstances, or one-time requirements. Rule-based assignment is recommended for repeatable processes because it is easier to maintain and audit across many enrollment records.

Use manual checklist assignment carefully so items do not remain on a student?s checklist after they are no longer relevant.

## Recommended build order

When creating enrollment checklist assignment rules, use the following order:

1. Create or confirm the related materials, forms, fields, records, or rules that can fulfill checklist items.
2. Create enrollment checklist items, using groups whenever possible.
3. Create checklist assignment rules using the **Enrollment** base.
4. Configure filters to identify qualifying enrollment records.
5. Configure the rule action to assign the checklist group or item.
6. Refresh the test environment after confirming that current test environment data can be overwritten.
7. Test in the test environment.
8. Review student-facing display and staff-facing behavior.
9. Activate the rule in production.

## Troubleshooting checklist assignment rules

If enrollment checklist items are not assigning as expected, review the following settings and conditions:

| Issue to check | What to confirm |
| --- | --- |
| Rule status | Confirm the rule is active in the appropriate environment. |
| Rule base | Confirm the rule uses the Enrollment base. |
| Rule type | Confirm the rule type is Checklist. |
| Rule trigger | Confirm the trigger is configured appropriately, such as Upon Update (Deferred). |
| Academic year and academic term | Confirm the related academic year and academic term are active. |
| Rule filters | Confirm the enrollment meets all rule criteria. |
| Rule action | Confirm the action assigns the intended checklist group or item. |
| Checklist group | Confirm the group contains the expected checklist items. |
| Checklist item scope | Confirm the checklist items are configured for the correct enrollment context. |
| Test refresh | Confirm the rule has been tested with qualifying enrollment records. |
| Student-facing portal | Confirm the portal is referencing the expected enrollment checklist information. |

Unexpected assignment behavior is often caused by one of these issues:

1. The rule is inactive or not running in the expected environment.
2. The rule uses the wrong base.
3. The enrollment does not meet the rule criteria.
4. The related academic year or academic term is inactive.
5. The checklist group or item is not configured as expected.
6. A retroactive refresh has not been run for existing enrollment records that already meet the rule criteria.