Use a separate waitlist reply form when applicants with a released Waitlist decision need to tell you whether they want to remain on the waitlist or be removed from consideration. This setup follows the same pattern as the standard decision reply form, but it uses waitlist-specific form responses, checklist rules, and decision rules.
🔔 Important!
Keep the following in mind as you follow the steps in this article:
Create a separate waitlist reply form and separate waitlist rules.
Finalize the form before you build the rules. If you change the form later, test every rule that depends on the form response.
Do not use the Edit URL feature for reply forms or forms added as checklist items. A simplified URL disables checklist-specific functionality, including editing after submission and expiration settings.
Planning the waitlist reply process
A waitlist reply process usually includes three parts:
A waitlist reply form (a particular case of the more generic decision reply form) that is application-scoped and required as a checklist item.
A checklist rule that adds the waitlist reply form to the applicant status page for applicants with a released Waitlist decision.
One or more form rules that add the appropriate waitlist response decision after the applicant submits the form.
The standard decision code set includes Waitlist, Waitlist/Accept, and Waitlist/Decline. If your database uses different decision codes, use the codes that match your institution's waitlist process.
Creating the waitlist reply form
Make the waitlist reply form short. The most important field is the applicant's waitlist response.
Go to Forms.
Select New Form.
Configure the form settings:
Page Title: Enter a clear title, such as
Waitlist Reply Form.Folder: Add the form to your reply forms or decision management folder.
Status: Confirmed/Active
Deadline: Leave blank. You can manage response deadlines with the checklist rule.
Privacy: Confirm this option is not selected.
Select Save.
Select Edit Form.
Select Edit Properties.
Configure the form properties:
Scope: Application
Multiple: Confirm this option is not selected.
Require Checklist: Select this option.
Select Save.
Adding the waitlist response question
Add one required option-button field that applicants use to submit their waitlist response. The field should be unmapped, have an export key, and use stable prompt values so your form rules can filter on each response.
For example, you might add a required question such as Do you wish to remain on the waitlist? with two prompts:
I wish to remain on the waitlist.Use a prompt value such asREMAIN.I no longer wish to remain on the waitlist.Use a prompt value such asWITHDRAW.
Use labels and prompt values that match your office's language. Keep the choices mutually exclusive so each submission can trigger only one waitlist response rule.
Adding the form to the applicant status page
Create a checklist rule that adds the waitlist reply form to the applicant status page when an applicant has a confirmed and released Waitlist decision. This rule is separate from the rule that adds the standard Reply to Offer of Admission form.
Go to Database → Rules.
Select New Rule.
Configure the rule settings:
Name:
Add Waitlist Reply Form to ChecklistType: Configurable Joins
Category: Records
Base: Application
Rule Type: Checklist
Rule Trigger: Upon Update (Deferred)
Folder: Use your decision reply form rules folder.
Exclusivity Group: Leave blank.
Status: Preview
Select Save.
Configuring the checklist rule filters
Configure the rule filters so the form is added only for the waitlist population.
Add a join to Lookup Round.
Add a join to Lookup Period.
Select Subquery Filter.
Configure the subquery filter:
Status: Active
Name:
Waitlist Decision ConfirmedType: Dependent Subquery
Aggregate: Exists
Exports: Add the Decisions Confirmed Date export.
Filters: Add a join to Decisions and a filter for the Waitlist decision code. The standard decision code is
WL.
Select Save.
Configuring the checklist rule action
The rule action adds the waitlist reply form as a form checklist item. Because the form is a checklist item, Slate marks the checklist item as received when the applicant submits the form.
Under Action, configure the settings:
Checklist: Form
Form: Select your Waitlist Reply Form.
Req. Released Decision: Select the Waitlist decision. If this decision has not been released, the form will not be added to the applicant status page.
Required/Optional: Required, unless your process treats the response as optional.
Effective Type: Select the timing that should control when the form appears, such as relative to the release date.
Expires Type: Select the timing that should control when the form is removed from the status page, if applicable.
Editable: Choose whether applicants can edit the response after submission.
Action: Add New
Select Save.
Use the Form Checklist widget on the applicant status page to display forms added by checklist rules.
Configuring waitlist response decision rules
After the waitlist reply form is submitted, form rules can add the decision code that represents the applicant's response. Create one rule for each response that should add a decision.
Go to Forms.
Select the Waitlist Reply Form.
Select Edit Form.
Select Edit Rules.
Select New Rule.
Configure the rule settings:
Name: Enter a clear name, such as
Add Waitlist/Accept Decision.Type: Decision
Exclusivity Group: Decision Reply
Non-Deterministic: Rule is deterministic and has an exclusive priority
Priority: Set a priority that matches your other decision reply rules.
Status: Preview
Add a filter for the waitlist response question. For a rule that adds Waitlist/Accept, filter on the prompt value for applicants who want to remain on the waitlist, such as
REMAIN.Configure the rule action:
Add Decision: Select the response decision, such as Waitlist/Accept.
Letter: Set a letter only if your process uses one for this response decision.
Action: Confirm + Release
Select Save.
Repeat the steps for the withdrawal response if your process adds a Waitlist/Decline decision. In that rule, filter on the prompt value for applicants who no longer want to remain on the waitlist, such as WITHDRAW.
Troubleshooting decision options
If a waitlist response decision does not appear in the rule action, review the decision code settings. Decisions that are assigned by rules often require a prerequisite decision. In the standard decision code set, Waitlist/Accept and Waitlist/Decline use Waitlist as the prerequisite.
Testing the waitlist reply process
Test the full process before you activate the rules for real applicants.
Use a test application with a confirmed and released Waitlist decision.
Confirm that the waitlist reply form appears on the applicant status page after the checklist rule runs. If the Waitlist decision code hides forms until the applicant views the decision letter, view the letter before you test the form link.
Submit the waitlist reply form as the applicant.
Confirm that the checklist item is marked received after submission.
Confirm that the expected response decision appears on the Decisions table on the application record.
Repeat the test for each waitlist response.
When testing is complete, activate the rules and remove any Test Record filters before you release the process to applicants.