--- title: "Roadmap Step 4: Processing Applications" slug: "roadmap-step-4-application-and-reader-processes" description: "Configure application processing workflows, including reviews and decisions, within Slate as part of your implementation process." updated: 2025-04-07T20:23:19Z published: 2025-04-07T20:23:19Z stale: true --- > ## 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. # Roadmap Step 4: Processing Applications You’ve configured the Slate essentials, you’ve built out your communications capacity, and you’ve brought in historical records. Now it’s time to build out your **application.** The application and Reader processes build on data, forms and rules. Applications can collect both person- and application-scoped data. ## Step 1: Configuring periods and rounds Whether you'll be using a Slate-hosted application, importing applications from an external source, or both, you must configure **periods** and **rounds**for your application data. #### ▶️ Action item: Configure placeholder periods and rounds Placeholder periods and rounds have been pre-configured in your database. These must be updated prior to going live. ![](https://cdn.us.document360.io/cd8ea7a6-07f3-4846-a554-627ac016d3e3/Images/Documentation/Default periods and rounds(1).png) To access periods and rounds, navigate to **Database → Application Periods** and **Application Rounds**. **Default periods:** - Inactive - Active **Default rounds (4-year model):** - [Your University] Application - Inactive Application **Default rounds (2-year model):** - [Institution Name] Application **Default rounds (K-12 model):** - [Institution Name] Application - Inactive Application 📖**Further reading:**[Period and round structure](/docs/period-and-round-structure). ## Step 2: The Slate-hosted application The standard **Slate-hosted application** lets you to stand up a functioning application quickly. It’s also easy to customized to fit your particular process. ![](https://cdn.us.document360.io/cd8ea7a6-07f3-4846-a554-627ac016d3e3/Images/Documentation/Applicant view of Slate-hosted application.png) 📖**Further reading:** [The Slate-hosted application](/docs/slate-hosted-application) > [!NOTE] > ➡️ Know you’re not hosting your own application In Slate? Skip to [Importing applications](/v1/docs/roadmap-stage-4-application-and-reader-processes#importing-applications). ### Configuring application pages Your database comes with several **Slate-hosted application pages**that must be configured before use. Additional application pages can be built with forms. #### ▶️ Action item: Configure, add, remove other application pages as needed We include a number of commonly-used application pages in your database by default. You can update, add to, or remove these pages as needed. 📖**Further reading:** [Custom Application Pages](/docs/custom-application-pages) ### Application creation form Your database comes with a form that creates a new application. Schools tend to use this as their “app lite” that doesn’t require a login. ![](https://cdn.us.document360.io/cd8ea7a6-07f3-4846-a554-627ac016d3e3/Images/Documentation/Application creation form.png) 📖**Further reading:** [Application Creation Form](/v1/docs/application-creation-form) To access the form, navigate to **Forms → Application Creation Form → Edit Form.** Before the form will work, you must configure the following: - This form has been pre-configured to include an **application round**and a **PIN**. These must be updated prior to going live. Instructions are included in the form’s description text. ![](https://cdn.us.document360.io/cd8ea7a6-07f3-4846-a554-627ac016d3e3/Images/Documentation/Update application round, PIN in application creation form.png) - Communications have been configured and need to be customized. You must configure the **Sender field**to reflect your institutional email: 1. Select **Edit Communications.** 2. Select **Edit Mailing**. 3. Select **Edit Message.** 4. In the Sender field, enter your institution’s preferred sender email. 5. Repeat for the other form communication. ![](https://cdn.us.document360.io/cd8ea7a6-07f3-4846-a554-627ac016d3e3/Images/Documentation/Update sender email in application creation form communications.png) ### Configure application submission requirements Common submission requirements are pre-configured in your database in **Database → Application Logic**. ![](https://cdn.us.document360.io/cd8ea7a6-07f3-4846-a554-627ac016d3e3/Images/Documentation/Application logic.png) Any of these default requirements can be modified or removed. You can also create any additional requirements at any time. #### ▶️ Action item: Review application logic Explore the list of pre-configured requirements and adjust them as necessary. Find more examples in [Submission Requirements](/docs/submission-requirements). > [!TIP] > ✨ Tip: Collect materials with application logic > > [Enforce material submission](/v1/docs/require-materials)**before application submission using hard fails. ### Collecting recommendations Recommendations submitted directly to Slate are fulfilled by a form submission. #### ▶️ Action item Configure [Slate-hosted recommendations](/v1/docs/standard-recommendation-form). ## Step 3: Imported applications If you receive applications from external sources, this will be your first major integration to set up in Slate. We return to other integrations—like payments and student information systems—in the next Roadmap stage. For now, we’ll focus on just your application sources. #### ▶️ Action item: Configure your application source import 1. See the [Importing Data Overview](/docs/importing-data-overview). In particular, we’re concerned with the **recurring data feed** option. 2. Explore the [Source Format Library](/v1/docs/the-source-format-library) and the [Application Sources](/docs/application-sources) section. 3. Locate your application source of choice in this section and follow the steps in its article to set up the integration. If you don’t see your application source in these lists, [create a custom source format](/docs/creating-a-custom-source-format) to intake its data. ### Importing recommendations We recommend using [Slate-hosted recommendations](/v1/docs/slate-hosted-recommendations), but you can also import recommendations using a **PDF Material**. 📖**Further reading:** [Materials Overview](/docs/materials-overview) ## Step 4: Additional application configurations Whether you use the Slate-hosted application, import external applications, or both, configure these additional application components: ### The applicant status portal Slate features a **standard applicant status portal.** #### ▶️ Action item: Configure the standard applicant status portal The application status portal has been pre-configured. However, this portal can be enhanced based on institutional needs at any time. 📖**Further reading:** [Custom Applicant Status Portal](/v1/docs/custom-applicant-status-portal) ### Collecting materials with the applicant status portal checklist Collect materials *after* application submission using the **checklist** on the applicant status portal. To take advantage of the Slate checklist for current applications collected in another system, import school-scoped materials. **📖 Further reading:**[Getting Started with Checklists](/v1/docs/getting-started-with-checklists), [School-Scoped Materials](/v1/docs/school-scoped-materials) ### Application communications System emails are pre-built, automated application-related communications triggered by transactional activities such as application creation and application submission. #### ▶️ Action item Create additional application communications in Deliver as necessary. 📖 **Further Reading:**[System Emails](/v1/docs/system-emails) ### Customize application status, fee rules Your database includes a number of rules that move applications through the various **application statuses**. Access these rules in **Database → Rules → Folders → Application Status**. ![](https://cdn.us.document360.io/cd8ea7a6-07f3-4846-a554-627ac016d3e3/Images/Documentation/Application status rules.png) #### ▶️ Action item Customize these rules to match your process. ### Configure application sharing with Slate.org When you start sharing your application information directly with students and counselors, you join a growing movement to democratize access in higher education. #### 📖 **Further reading** - [Slate.org for Colleges](https://slate.org/info/colleges) - [Slate.org Application Sharing Settings](/slateorg-application-sharing-settings) ## Step 5: Reader and workflows You can manage your application and material review processes in the **Reader**, the visual application review tool in Slate. Reader review processes are built with **workflows**. Workflows let you manage all the different aspects of any review process in one place. **📖 Further Reading:**[Getting Started with Reader and Workflows](/docs/getting-started-with-reader) ### Customize your application review workflow Your database comes with a pre-configured **application review workflow** (2-year model databases also come with an early alert workflow). ![](https://cdn.us.document360.io/cd8ea7a6-07f3-4846-a554-627ac016d3e3/Images/Documentation/Application review workflow.png) #### ▶️ Action item: Customize the application review workflow This workflow covers the basics, but feel free to expand it to fit your process. Things to consider customizing include: - The workflow’s tabs - The Reader portal dashboard - The workflow’s views - Reader permissions 📖 **Further reading:** [Workflows](/docs/workflows) ### Customize and activate bin movement rules Your database includes workflow bin movement rules to move applications through the bins in the pre-configured application review workflow. ![](https://cdn.us.document360.io/cd8ea7a6-07f3-4846-a554-627ac016d3e3/Images/Documentation/Application review worfklow bin movement rules.png) #### ▶️ Action item: Customize bin movement rules If you made any changes to the application review workflow, make sure they’re reflected in the associated bin movement rules. Activate the rules when you’re ready to test the workflow. 📖 **Further reading:** [Bin & Queue Automations](/docs/workflows#bin-queue-automations) ### Customize, create new Reader review forms In **Forms → Folders → Reader → Reader Review Forms**, you’ll find a pre-configured Reader review form that you can further configure as needed. ![](https://cdn.us.document360.io/cd8ea7a6-07f3-4846-a554-627ac016d3e3/Images/Documentation/Reader review form.png) 📖 **Further reading:** [Reader review forms](/v1/docs/workflow-review-forms) ### Create additional workflows as necessary Workflows are powerful tools for moving records (read: not necessarily a person) through a semi-manual, semi-automated review process. Some tasks that schools have had success automating with workflows include: - Ticketing systems - Scholarship review - I-20 documents review 📖 **Further reading:** Explore the workflow possibilities afforded by [custom datasets.](/v1/docs/custom-datasets) ## Step 6: Decisions We strongly recommend releasing decisions within Slate using its tested and effective decision release tools. > [!CAUTION] > 🔔 **Important!**Do not send Decisions via email. The Slate decision process consists of three stages: preparation, automation, and release. Following the application review process, applicants are notified of a status update through a secure portal, where they view decision information in a controlled, password-protected environment. **📖 Further Reading:**[Decision Release Overview](/v1/docs/decision-release-overview) ### Customize decision codes Your database includes a number of commonly used decision codes, which you can customize as needed in **Database → Decision Codes**. ![](https://cdn.us.document360.io/cd8ea7a6-07f3-4846-a554-627ac016d3e3/Images/Documentation/Decision codes.png) #### ▶️ Action item Edit or [create new decision codes](/v1/docs/decision-codes) based on your process. ### (Optional) Create decision reasons Decision reasons give you a chance to add detail to decision codes. For example, you can add a decision reason of **Dean Admit**to your *Admit* code. These reasons can be useful for reporting. 📖 **Further reading:** [Decision Reasons](/v1/docs/decision-reasons) ### Customize letter templates Your database includes three decision letter templates that applicants can receive upon release of decisions: **Admit**, **Deny**, and **Waitlist**. Access decision letters in **Database → Decision Letters**. ![](https://cdn.us.document360.io/cd8ea7a6-07f3-4846-a554-627ac016d3e3/Images/Documentation/Decision letter.png) #### ▶️ Action item Update existing decision letters with your institution’s branding and content, or [create new ones from scratch](/v1/docs/decision-letters). ### Customize decision reply form Your database comes with a **Reply to Offer of Admission**form that applicants can use to signify their intent to accept or decline an offer of admission. Access this form in **Forms → Folders → Applications → Decision Management**. ![](https://cdn.us.document360.io/cd8ea7a6-07f3-4846-a554-627ac016d3e3/Images/Documentation/Decision reply form.png) #### ▶️ Action item [Customize the reply form](/docs/decision-reply-form) as needed. We will return to this form later to configure its automations. ### Customize the decision notification system email Among your database’s [system emails](/docs/roadmap-stage-2-outreach#configuring-system-emails) is the **decision notification status update email**. This particular system email isn’t active until you configure its contents. #### ▶️ Action item Follow the steps in [Decision Notification Status Update Email](/v1/docs/decision-notification-status-update-email). ### Configure decision release automation With the elements of your decision process built out, you just need to create the automations that move them where they need to go. ![](https://cdn.us.document360.io/cd8ea7a6-07f3-4846-a554-627ac016d3e3/Images/Documentation/Pre-configured decision management rules(2).png) 📖 **Further reading**: [Decision automations](/docs/decisions-automations) #### ▶️ Action item: Configure, activate decision reply form rules On the [decision reply form we customized earlier](/v1/docs/roadmap-stage-4-application-and-reader-processes#customize-decision-reply-form), there are three pre-configured rules that need to be configured and activated. On the decision reply form’s overview page, select **Edit Form → Edit Rules.**Three rules appear: **Add Enrollment Deposit Payment Due** If your institution requires enrollment deposits, this rule adds a *Payment due* activity to the records of form respondents who accept your offer of admission. The rule defaults to a $250 deposit, which you should update to your institution’s amount, if applicable. Activate the rule when you’ve finished configuring it; if you don’t require payments, leave this rule inactive. ![](https://cdn.us.document360.io/cd8ea7a6-07f3-4846-a554-627ac016d3e3/Images/Documentation/Form rule - Add enrollment deposit payment due activity.png) **Add Accepted Offer Decision / Add Declined Offer Decision** These two rules add the form respondent’s decision activity to their record, whether *Accept*or *Decline*. Both rules default to *Inactive* and must be activated. ![](https://cdn.us.document360.io/cd8ea7a6-07f3-4846-a554-627ac016d3e3/Images/Documentation/Form rules - Add accepted offer decision, Add declined offer decision.png) #### ▶️ Action items: Configure, activate decision rules **Add Decision Reply Form to Checklist** Adds a required checklist item to the admitted applicants’ status portals that they must complete the Reply to Offer of Admission form. Defaults to *Inactive*; activate the rule once you’ve configured it. ![](https://cdn.us.document360.io/cd8ea7a6-07f3-4846-a554-627ac016d3e3/Images/Documentation/Decision automation - Add decision reply form to checklist.png) 📖 **Further reading**: [Add Decision Reply Form to Applicant Status Page](/docs/add-a-reply-to-offer-of-admission-form) **(4 Year and K-12 Models) Add Enroll Decision Code** Adds a decision code of *Enrolled* to admitted applicants who have paid the application fee. Defaults to *Inactive*; activate the rule once you’ve configured it. ![](https://cdn.us.document360.io/cd8ea7a6-07f3-4846-a554-627ac016d3e3/Images/Documentation/Decision automation - Add enroll decision code.png) ### Add financial aid letters and decisions Along with admission decision letters, the Slate decision release tool can also send out your financial aid decisions. #### ▶️ Action item To incorporate financial aid decisions into your Slate database, you must: 1. Add financial aid decision codes to your database. 2. Add the financial aid letter source format to your database. 3. Import financial aid letters. 4. Release financial aid decisions. Follow steps in [this article](https://knowledge.technolutions.net/docs/financial-aid-decisions-financial-aid-decisions) for details on the above steps. ### Test your decision release process With your decision release process completed, **test it thoroughly**. This requires testing from the applicant’s point of view as well as from the administrator’s. **📖 Further Reading:**[Testing Your Decision Release Process](https://knowledge.technolutions.net/docs/testing-your-decision-release-process) ## Next up: Integrations With new applications ready for intake and a review process in place, it’s time to integrate Slate with the remainder of your campus systems. > [!NOTE] > ➡️ Next: [Step 5: Integrations](/v1/docs/roadmap-stage-5-integrations)