---
title: "Workflows Overview"
slug: "workflows"
updated: 2026-08-20T16:34:34Z
published: 2026-08-20T16:34:34Z
canonical: "knowledge.technolutions.net/workflows"
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.

# Workflows Overview

The Slate [Reader](/v1/docs/reader-overview) provides a structured way to build and manage **workflows** that align with your institution’s review processes. Workflows allow staff to review, annotate, and evaluate records within a single interface. This supports collaboration across reviewers, reduces reliance on paper-based processes, and helps teams make more consistent, data-informed decisions. Reader Workflows organize the review process into a clear and efficient experience.

## What is a workflow?

A workflow is a defined process that guides how records move through review.

Each workflow is made up of bins, which represent stages in the process (for example: *Initial Review*, *Committee Review*, or *Final Decision*). Records move between bins as they are reviewed, either manually by staff or automatically through rules.

Within each bin, users can:

- Open and review records in Reader
- Add notes and annotations
- Assign ratings or scores
- Take actions that move records forward in the process

Workflows can be customized to reflect your institution’s specific review structure, including multiple review stages, parallel review paths, and post-decision steps.

[Embedded content](https://player.vimeo.com/video/768698697)

> [!WARNING]
> The [Workflows (Legacy)](/v1/docs/workflows-legacy) Knowledge Base article provides procedures for the legacy process. ***Refer to that article only for general concepts.*** Follow the procedures described in this article when creating new workflows. Workflows created using the legacy process **cannot be managed using the Workflows tool** and vice versa.

### Scope of This Guide

This document focuses on reviewing applications within a workflow. However, the same workflow structure can be used for other record types, including:

- Person records
- Dataset records
- Enrollment records

The concepts and setup described here apply broadly across these use cases.

## Creating a workflow

To create a new workflow:

1. Go to **Database** → **Workflows**.
2. Select **New Workflow**.
3. Configure the following settings:
  - **Status:** Select *Active.* Inactive workflows can prevent associated [Reader tabs](/v1/docs/workflows#reader-tabs) from loading as expected. To hide a workflow, select a [custom permission](/v1/docs/custom-permissions) rather than inactivating it.
  - **Name:** Enter a name that reflects the process or record type being reviewed. For example, `Application Review`, `Advising Notes Review`, or `Enrollment Audit`.
  - **Type:** [Configurable Joins](/v1/docs/getting-started-with-configurable-joins)
  - **Category:** Select Records or Related, depending on the query base you’re trying to select.
  - **Base:** The base determines the type of records that pass through the workflow, like applications, persons, datasets, or enrollments.
  - **Memo:** Help users quickly identify the workflow with a label that appears alongside the workflow.
  - **Realm:** Optional. Only users granted access to the selected [realm](/v1/docs/realms) will be able to access this workflow.
  - **Custom Permission:** Defaults to *Reader*. Optionally assign a [custom permission](/v1/docs/custom-permissions) to control which users can access the workflow.
  - **Homepage:** Choose how the workflow homepage will appear in Reader:
    - **Create New Report:** Design a custom report to display on the workflow homepage. Requires configuration. This report appears in the `Reader` folder.
    - **Report:** You can display existing reports on the workflow homepage. To make your report appear in this list, place it in a folder called `Reader`.

![](https://cdn.us.document360.io/cd8ea7a6-07f3-4846-a554-627ac016d3e3/Images/Documentation/Creating a new workflow.png)
4. Select **Save**.

You arrive at the workflow’s overview page:

- Select **Edit Notes** to create administrative notes for the workflow.
- Select **Snapshots** to view a list of all changes to the workflow.

![](https://cdn.us.document360.io/cd8ea7a6-07f3-4846-a554-627ac016d3e3/Images/Documentation/New workflow overview page.png)

Configure the workflow by selecting the workflow components from the list at right. We’ll start with **Bins**.

## Bins

The records that pass through a workflow move from one bin to another until they reach their final destination.

On the Bins page, you’ll organize your workflow like so:

- **Groups** for high level organization
- **Columns** for stages within a group
- **Bins** for stops within a column

### Groups

**Groups** can function as parallel tracks of a workflow, like *Undergraduate* and *Graduate*, or as a super-column level of organization, where completing one group moves the record to another. Within workflows you can use the Default Group or create your own separate groups to use for your process.

> [!CAUTION]
> Default Group
> 
> Every workflow contains a *Default Group* which **must** be renamed if you intend to use it. Renaming the *Default Group* will provide full functionality within your Workflow.

Groups are porous in a way that separate workflows are not: you can move a record from one group to another with rules or [administratively on the record](/v1/docs/person-record-application-tab-settings#workflows). These groups help you to structure the overall process of a workflow, regardless of the record type being reviewed.

When you add groups, you can create rules to route records through one group or another, or place the record in a group manually. To create a grouping, select **New Group**, enter a name, and select **Save.** You can only delete a group if it’s empty.

After creating groupings, the next step is to define their **columns.** These components determine how records are reviewed and how they move through the workflow.

> [!TIP]
> ⭐ You should [create separate workflows](/v1/docs/planning-workflows) (rather than groups in the same workflow) when processes are recurring or simultaneous.

### Columns

**Columns** organize the bins in a grouping. In most workflows, columns represent the major steps in a process, like *Review*, *Committee*, and *Decision*. To create a column:

1. Select **Column** and drag it into a group.
2. Enter a **Column Name**, then select **Save**.
3. Repeat with as many columns as are required for your workflow.

![](https://cdn.us.document360.io/cd8ea7a6-07f3-4846-a554-627ac016d3e3/Images/Documentation/Dragging a new column into a group.png)

### Bins

**Bins** represent the individual stages of review within a workflow. Each bin contains records that are currently in that stage of the process. Once columns are created, bins can be added to define the specific steps records will move through.

To create a bin, select **Bin** and drag it into a column:

![](https://cdn.us.document360.io/cd8ea7a6-07f3-4846-a554-627ac016d3e3/Images/Documentation/Dragging a new bin into a column(1).png)

Then, configure the following bin settings as necessary:

#### General

- **Status**: Set to *Active* to display the bin in the Reader, *Inactive* to hide the bin when no longer in use.
- **Name**: Provide a name for the stage, like *Initial Review*, *Second Review*, or *Final Decision.*
- **Default View**: Change the columns available on the *Search* tab when viewing the list of records in the bin.

#### Read Settings

In the **Read Settings** tab, bins can be enabled for material processing. If materials need to be frequently reclassified from the reader, as when changing the material type or record, this setting allows reader access to the material metadata, which can also include fields with the same scope as the material type.

Refer to the [Material Metadata article](/v1/docs/material-metadata#interacting-with-the-form-0-4) in the Knowledge Base for details regarding accessing material metadata from the reader.

##### Blind Read

Choose to show or hide previous readers who have reviewed record.

##### Blind Video

Choose to show or hide the video from displaying, but allow the audio. When viewing videos within a portfolio, the most common setting is to Show video in portfolio. Hiding the video is most commonly used by music programs wishing to preserve anonymity.

##### Anonymous Read

Choose to show or hide the record’s name.

##### Processing

Set to *Allow materials processing* to let user reassign materials when viewing the records in this bin.

Within the selected bin, any queued materials now appear in the Reader with *Editable* next to the material type on the banner above them.

**📖 Further reading:** [Material metadata](/v1/docs/material-metadata)

To edit the material:

1. Double-click the desired material (in the selected bin) to be edited.
2. Double-click the material type editable text above the material. The batch acquire apparatus appears.
3. It is possible to reassign the associated record under Assign To, and the related record under Material.
4. When a material-scoped form has been associated with the material type, that form will populate and material metadata can be entered or edited.
5. Click **Save** when reclassification and edits are complete. The material-scoped form and the metadata entered here will update records and related records.

[![edit the associated record](https://cdn.us.document360.io/cd8ea7a6-07f3-4846-a554-627ac016d3e3/Images/Documentation/8834856519835.png)](https://cdn.us.document360.io/cd8ea7a6-07f3-4846-a554-627ac016d3e3/Images/Documentation/8834856519835.png)

Make sure that, beyond being associated with the correct person record, the correct application or related record is selected under **Material**. School-scoped fields can be mapped on a material-scoped form that is associated with school-scoped material metadata.

When accessing the material metadata form through the batch acquire sidebar, selecting a school record from the material setting means that those school-scoped fields will be updated as soon as the form is submitted. GPA can be assigned and calculated here without the aid of a reader review form.

Different transcript material types can use different material-scoped forms as well, to capture different GPA metrics and calculations.

##### Annotations Privacy

Allow readers to see all annotations or just their own annotations.

#### Next Bin & Queue Settings

- **Custom Read Permission:** Set a custom permission to control which users are able to view records in the bin.
- **Custom Move Permission:** Set a custom permission to control which users can select a bin in the next bin configuration.
- **Move Anywhere Permission:** Create a custom permission to grant users the ability to send the record to any bin in the entire structure, not limited to the next bin configurations.
- **Move Into Bin Warning:** Create a warning to alert readers when moving a record into a particular bin.
- **Checkout Mode:** Allow an record to be in one reader's queue at a time (exclusive), or allow the record be in multiple queues at a time (non-exclusive).
- **Single Read:** Choose to warn readers if they have already read a record.
- **Locked:** Allow or don't allow readers to manually add a record to their queues.
- **Next Bins Insert:** Indicate which bins a record may move into from this bin. Adding bins here will restrict next bin movement options.
- **Next Bin Default:** Pre-populate the next bin destination with a default bin.

#### Configurations

- **Tooltip:**
- **Export Value 1-5:** Configure up to five export values for a bin. Export values can be used in exports to external systems, including student information systems.

#### Managing bins

Select **Save** to save the bin settings. Hover over a bin to access additional options:

- **Copy Bin**: Duplicate the bin and adjust settings as needed.
- **Edit Bin**: Update the bin configuration.
- **Delete Bin**: Remove the bin.

Next, we’ll set up the automations that assign records to staff and move those records between bins.

## Rules

Rules work the same in workflows as [elsewhere in Slate](/v1/docs/rules-overview). An example undergraduate review ruleset might include:

- No-action rules to skip records with inactive periods, records not in an undergraduate round, and test records, respectively.
- After these no-action rules fire, the workflow evaluates the record for rules that move records to the undergraduate *Awaiting Submission* bin, *Awaiting Payment* bin, *Awaiting Materials* bin, and *First Read/Assign Reader* bin, respectively.

![](https://cdn.us.document360.io/cd8ea7a6-07f3-4846-a554-627ac016d3e3/Images/Documentation/Workflow rules.png)

### Do-nothing rules

Workflow rules rebuild workflow assignments each time they run; as a result, manually assigned queues may be removed unless a rule explicitly preserves them. To maintain existing queue assignments, create a **do-nothing rule** (also known as a *no action rule*) that identifies records already assigned to a queue and skips reprocessing those records.

📖 [Creating a workflow do-nothing rule](/v1/docs/do-nothing-rule-queue-assignment-exists)

### Creating a new workflow rule

To create automation rules:

1. Select **New Rule.**
2. Configure the following settings:
  - **Name**: Provide a descriptive name.
  - **Base**: The rule’s base is inherited from the base of the workflow.
  - **Type**: The rule type is fixed as *Bin.*
  - **Trigger**: Select a trigger to define [when the rule should run](/v1/docs/trigger-selection).
  - **Folder**: Select a folder for organizational purposes. As with all rules, you can find workflow rules in **Database → Rules.**
  - **Exclusivity Group**: Assign the rule to an [exclusivity group](/v1/docs/exclusivity-groups), if applicable.
  - **Status**: Set to *Preview* or *Inactive* initially, then update to *Active* after testing.
3. Select **Save**.

### Rule filters and actions

Use **Filters** and **Actions** to define how records move through the workflow.

> [!WARNING]
> 📝 Note
> 
> When you build rule filters, use `Workflow Record: [Workflow Name]`. This ensures access to bins and workflow data created with the Workflow Editor. Avoid using *Bin History*, *Application Reader Queue*, or *Current Bin*: these are designed for legacy tools and will not return expected results.

## Tabs

With rules in place, you can start constructing the Reader experience of this workflow with **tabs.** Reader tabs control how record information is displayed during review. Tabs can be customized to present data in a structured and user-friendly format.

![](https://cdn.us.document360.io/cd8ea7a6-07f3-4846-a554-627ac016d3e3/Images/Documentation/Reader tabs as they appear in the Reader.png)

### Summary

Select **Summary** for an overview of the filters, material streams, and portals associated with the workflow’s Reader tabs. You can also:

- Preview a record’s satisfaction of each tab’s material requirements by entering a record name in the search bar.
- Preview tab visibility to the user selected from the dropdown.
- Hover over the status symbol for more detail.

![](https://cdn.us.document360.io/cd8ea7a6-07f3-4846-a554-627ac016d3e3/Images/Documentation/Reader tabs summary view.png)

### Creating a Reader tab

To create a new tab, select one of the tab types from the palette and drag it to the location it should appear in the Reader.

![](https://cdn.us.document360.io/cd8ea7a6-07f3-4846-a554-627ac016d3e3/Images/Documentation/Adding new Reader tab.png)

There are four tab types:

- **Materials:** Displays materials, record data, Reader forms, events, cluster reports, messages, timeline data, decision letters, and more.
- **Link:** Links to external websites or render portals in the Reader.
- **Portfolio:** Renders multimedia collected on an application’s [portfolio page](/v1/docs/digital-portfolio).
- **Video Essay:** Lets you view recordings collected on an application’s [video essay page](/v1/docs/video-essays).

We’ll cover these types in greater detail shortly. For now, when you drag a tab of any type from the palette, a popup appears in which you can configure the following settings, shared by all tab types:

- **Status**: *Inactive* tabs are hidden from all reviewers.
- **Name**: Enter a label for the tab as it should appear to reviewers.
- **Memo**: Add optional internal notes describing the tab’s purpose.
- **Custom Read Permission**: If left blank, anyone with the ability to view the application within the selected base will be able to see this tab. We recommend using filters to restrict the conditions under which Reader tabs appear, but if permissions are required, wait until you’ve set up all tabs and materials before configuring them.
- **Color**: Select an optional tab color.
- **New Material Highlighting**: When enabled, the tab name font will appear green to indicate a new material has been associated with an application record after the current reader began to read the application. For example, if you start reading Alexander Hamilton’s application on a Monday morning and a new transcript is received on Monday afternoon, the next time you open that application in the Reader, the tab containing the transcript will appear in green to indicate this newly received material. Disable to always render tab names in the default color.![](https://cdn.us.document360.io/cd8ea7a6-07f3-4846-a554-627ac016d3e3/Images/Documentation/New materials highlighting.png)
- **Filters:** Add filters to control the conditions under which the tab appears to reviewers. For example, if a Reader tab should only appear to reviewers reviewing applications in a given bin, use a `Workflow Record: [Workflow Name] > Bin` filter to restrict the tab.

Select **Save.**

### Material streams

Material tabs let your reviewers analyze **material streams**.

Once you’ve saved a new materials tab’s initial configuration, you can select its **Edit Materials** icon:

![](https://cdn.us.document360.io/cd8ea7a6-07f3-4846-a554-627ac016d3e3/Images/Documentation/Edit materials.png)

In the material stream overview for the tab, you’ll find a palette of different **material stream types**:

![](https://cdn.us.document360.io/cd8ea7a6-07f3-4846-a554-627ac016d3e3/Images/Documentation/Material stream palette.png)

Drag as many of the following material stream types from the palette as needed:

#### Record Data ![](https://cdn.us.document360.io/cd8ea7a6-07f3-4846-a554-627ac016d3e3/Images/Documentation/Record Data material stream.png)

Displays record data as PDFs. When you place the Record Data stream, you’re prompted to configure the following settings:

- **Status:** Set the status to *Active* to enable the material stream. An *Inactive* material stream will not appear on the Reader tab.
- **Stream Type:** Fixed as *Record Data.*
- **Type:** Select one of the following:
  - **Application/Dashboard:** The general application data PDF renderer. Selecting this option will prompt you to select a *Template* that either uses Auto PDF or a custom PDF file.
  - **Cover Page:** Legacy feature that generates a page containing applicant name, date of birth, Slate/application reference ID, an optional application header, and the date and time the PDF was generated.
  - **Fraud Report:** Renders a report evaluating the authenticity of Slate-hosted recommendations. Not to be confused with [Identity Verification](/v1/docs/identity-verification).
- **Template:** Appears if you selected *Application/Dashboard* as the *Type*. This is the template through which the material is rendered. Options include:
  - **Auto PDF** and **Auto PDF v2 (Forms/Events Only):** [Auto PDF](/v1/docs/auto-pdf) generates PDFs from form response data, including Slate-hosted applications and form registrations. Choose specific pages, or allow all accessed pages to display.
  - `app.pdf`**,** `dashboard-sample.pdf`**,** `decision.pdf`**, and** `form.pdf`: These are legacy PDF rendering templates; do not use.
  - If you’ve [uploaded a custom PDF file to Slate](/v1/docs/custom-pdf) and want to use it as a template, you can select it from the list here.
- **Memo:** Add an optional internal note for the material stream.

#### Material ![](https://cdn.us.document360.io/cd8ea7a6-07f3-4846-a554-627ac016d3e3/Images/Documentation/Material material stream.png)

Displays uploaded [materials](/v1/docs/materials-overview). When you place the *Material* material stream, you’re prompted to configure the following settings:

- **Status:** Set the status to *Active* to enable the material stream. An *Inactive* material stream will not appear on the Reader tab.
- **Stream Type:** Fixed as *Materials.*
- **Type:** Select one of the following material types:
  - **Essays (Deprecated):** Legacy material type; use *Material* instead.
  - **Material:** Document saved as a [custom material type](/v1/docs/materials-overview#creating-a-new-material).
  - **Material (Other Application):** Display a custom material from another application. For *Active Application*, select whether the material should be included from all existing applications, or only applications in an active period. If multiple custom material types need to be displayed from other applications, a Reader Tab Material must be created for each material type.
  - **References:** Slate-hosted recommendations.
  - **School Reports:** Slate-hosted school report, including uploaded materials and transcripts.
  - **School Reports (Forms Only):** Slate-hosted school report, excluding uploaded materials and transcripts.
  - **School-Scoped Materials (All):** Displays all school-scoped materials. Select *Material* for more robust customization options.
  - **Portfolio (Thumbnails):** Thumbnails of Portfolio materials (mainly used for printing and downloading PDFs).
- **Material:** Appears if you select *Material* or *Material (Other Application)*. Select a material from the list.
- **Include Material Metadata:** Appears if you select *Material* or *Material (Other Application)*. Choose whether or not to include [material metadata](/v1/docs/material-metadata) before the material in this material stream.
- **Template:** Appears if you select *References*, *School Reports*, or *School Reports (Forms Only)*. Choose the template with which to display the material. Options include:
  - **Auto PDF** and **Auto PDF v2 (Forms/Events Only):** [Auto PDF](/v1/docs/auto-pdf) generates PDFs from form response data, including Slate-hosted applications and form registrations.
  - If you’ve [uploaded a custom PDF file to Slate](/v1/docs/custom-pdf) and want to use it as a template, you can select it from the list here.
- **Rank:** Select whether all items from a particular source type, or if only certain items should display. `Rank #1` is the most recently updated material—for example, the most recently submitted teacher recommendation. When configuring for a reader form of the form, event, or interview type, `Rank #1` is the first submitted reader form or event registration—for example, the first reader review form submitted.
- **Memo:** Add an optional internal note for the material stream.

#### Reader Form ![](https://cdn.us.document360.io/cd8ea7a6-07f3-4846-a554-627ac016d3e3/Images/Documentation/Reader Form material stream.png)

Displays submissions for [review forms](/v1/docs/workflows#forms). When you place the *Reader Form* material stream, you’re prompted to configure the following settings:

- **Status:** Set the status to *Active* to enable the material stream. An *Inactive* material stream will not appear on the Reader tab.
- **Stream Type:** Fixed as *Reader Form.*
- **Type:** Select one of two types:
  - **Reader Form:** Submitted data from a specified reader review form.
  - **Reader Form (self):** Submitted data from a specified reader review form that was submitted by the current user only.
- **Reader Form:** Select a [Reader form](/v1/docs/workflow-review-forms) from the list.
- **Submitted in Workflow:** Choose whether the submissions for this Reader form should come from any workflow, only the current workflow, or from a specific workflow.
- **Template:** Choose the template with which to display the form submission. Options include:
  - **Auto PDF** and **Auto PDF v2 (Forms/Events Only):** [Auto PDF](/v1/docs/auto-pdf) automatically generates PDFs from form response data, including Slate-hosted applications and form registrations.
  - If you’ve [uploaded a custom PDF file to Slate](/v1/docs/custom-pdf) and want to use it as a template, you can select it from the list here.
- **Rank:** Select whether all items from a particular source type, or if only certain items should display. `Rank #1` is the most recently updated material. When configuring for a reader form with the type form, event, or interview, `Rank #1` is the first submitted reader form or event registration—for example, the first reader review form submitted.
- **Reverse Rank Order:** Certain material type selections require a reverse rank order. *Rank Reverse* presents the Reader form submissions oldest to newest.
- **Memo:** Add an optional internal note for the material stream.

#### Form/Event![](https://cdn.us.document360.io/cd8ea7a6-07f3-4846-a554-627ac016d3e3/Images/Documentation/Form Event material stream.png)

Displays form or event submissions. When you place the *Form/Event* material stream, you’re prompted to configure the following settings:

- **Status:** Set the status to *Active* to enable the material stream. An *Inactive* material stream will not appear on the Reader tab.
- **Stream Type:** Fixed as *Timeline.*
- **Type:** Select one of the following material types:
  - **Comments from Activities/Interactions:** List of [interactions](/v1/docs/interactions) with comments. Includes only [interaction codes configured to show in the Reader](/v1/docs/custom-interactions#creating-a-new-parent-code).
  - **External Emails:** Emails that were sent outside of Slate and attached to the record using the Email to Slate Gateway.
  - **Form/Event/Scheduler:** The default selection. Registration data from a specific [form](/v1/docs/forms-overview), [event](/v1/docs/events-overview), or [interview](/v1/docs/scheduler). Includes [application creation forms](/v1/docs/application-creation-form).
  - **Form/Event/Scheduler (Other Application):** Registration data from a specific application-scoped form, event, or interview from another application.
  - **Inbox Emails:** Displays emails from [Inbox](/v1/docs/inbox-overview) that have been [flagged to appear in Reader](/v1/docs/replying-to-and-resolving-messages#show-in-reader).
  - **Source Format:** Uploaded data from a specific [source format](/v1/docs/source-formats-overview).
- **Reader Form:** Select a [Reader form](/v1/docs/workflow-review-forms) from the list.
- **Submitted in Workflow:** Choose whether to include submissions to this Reader form that come from any workflow, form submissions only from the current workflow, or from a specific workflow.
- **Template:** Choose the template with which to display the form submission. Options include:
  - **Auto PDF** and **Auto PDF v2 (Forms/Events Only):** [Auto PDF](/v1/docs/auto-pdf) automatically generates PDFs from form response data, including Slate-hosted applications and form registrations.
  - If you’ve [uploaded a custom PDF file to Slate](/v1/docs/custom-pdf) and want to use it as a template, you can select it from the list here.
- **Rank:** Select whether all items from a particular source type, or if only certain items should display. `Rank #1` is the most recently updated material. When configuring for a reader form with the type form, event, or interview, `Rank #1` is the first submitted reader form or event registration—for example, the first reader review form submitted.
- **Reverse Rank Order:** Certain material type selections require a reverse rank order. *Rank Reverse* presents the Reader form submissions oldest to newest.
- **Memo:** Add an optional internal note for the material stream.

#### Cluster Report![](https://cdn.us.document360.io/cd8ea7a6-07f3-4846-a554-627ac016d3e3/Images/Documentation/Cluster Report material stream.png)

Displays related record groupings. When you place the *Cluster Report* material stream, you’re prompted to configure the following settings:

- **Status:** Set the status to *Active* to enable the material stream. An *Inactive* material stream will not appear on the Reader tab.
- **Stream Type:** Fixed as *Cluster Report.*
- **Query:** Select a query from the list. If you don’t have any queries in a `Reader-Reports` folder, this list does not appear.
- **Memo:** Add an optional internal note for the material stream.

📖 [Learn more about displaying cluster reports in Reader](/v1/docs/display-cluster-reports-in-reader)

#### Messages ![](https://cdn.us.document360.io/cd8ea7a6-07f3-4846-a554-627ac016d3e3/Images/Documentation/Messages material stream.png)

Displays email/SMS history.

> [!NOTE]
> 💡 Tip
> 
> **Messages** uses the same *Timeline* type as the Form/Event material stream, with its *Type* setting defaulted to `External Emails`. The settings are identical to those we describe under the *Form/Event* material stream*.*

#### Timeline Data ![](https://cdn.us.document360.io/cd8ea7a6-07f3-4846-a554-627ac016d3e3/Images/Documentation/Timeline Data material stream.png)

Displays interaction history.

> [!NOTE]
> 💡 Tip
> 
> **Timeline Data** uses the same *Timeline* stream type as the Form/Event material stream, with its *Type* setting defaulted to `Comments from Activities/Interactions`. The settings are identical to those we describe under the Form/Event material stream*.*

#### Decision Letter ![](https://cdn.us.document360.io/cd8ea7a6-07f3-4846-a554-627ac016d3e3/Images/Documentation/Decision Letter material stream.png)

Displays generated [decision letters](/v1/docs/decision-letters-decision-letters).

- **Status:** Set the status to *Active* to enable the material stream. An *Inactive* material stream will not appear on the Reader tab.
- **Stream Type:** Fixed as *Decision Letter.*
- **Rank:** Select whether all items from a particular source type, or if only certain items should display. `Rank #1` is the most recently updated material.
- **Reverse Rank Order:** Certain material type selections require a reverse rank order. *Rank Reverse* presents decision letters oldest to newest.
- **Decision Code Selector:** Choose a [decision code](/v1/docs/decision-codes). If no codes are selected, all printable decision codes are eligible.
- **Memo:** Add an optional internal note for the material stream.

#### Data Container ![](https://cdn.us.document360.io/cd8ea7a6-07f3-4846-a554-627ac016d3e3/Images/Documentation/Data Container material stream.png)

Displays custom, query-based data.

📖 [Learn more about data containers](/v1/docs/data-containers).

### Link

If you need more control over the data and its presentation being displayed in a Reader tab, use a **Link** tab to render a portal or open another location.

When you place a link tab, you can configure its **URL Type**:

#### URL

Paste a URL and the linked web page will render when the reviewer selects the tab:

![](https://cdn.us.document360.io/cd8ea7a6-07f3-4846-a554-627ac016d3e3/Images/Documentation/Using the Link tab type.png)

#### ETS Score Report

If your application receives Educational Test Service tests like the GRE or TOEFL, you can display these test results as score reports in the Reader.

There are additional configurations required to render an ETS score report that we cover in [Displaying ETS score reports in the Reader](/v1/docs/displaying-ets-score-reports-in-the-reader).

#### Portal

You can render a portal in the Reader.

📖 [Portals in Reader](/v1/docs/portals-in-reader)

### Portfolio

This tab type deals exclusively in the multimedia submitted to the [portfolio page in the Slate-hosted application](/v1/docs/digital-portfolio).

In a portfolio Reader tab:

- Select a time interval (3, 5, 10, or 15 seconds) and **Play Slideshow** to view a slideshow of the submitted multimedia.
- Select **Maximize** to view a given piece in full-size.

![](https://cdn.us.document360.io/cd8ea7a6-07f3-4846-a554-627ac016d3e3/Images/Documentation/Viewing multimedia in the portoflio tab type.png)

### Video Essay

As with the portfolio tab type, video essays display the content captured by the [video essay page in the Slate-hosted application](/v1/docs/video-essays).

![](https://cdn.us.document360.io/cd8ea7a6-07f3-4846-a554-627ac016d3e3/Images/Documentation/Video essay Reader tab.png)

## Forms

Review forms capture ratings, comments, and evaluation data during the workflow process. These forms appear in the Reader and are typically associated with specific bins. The **Forms** tab lets you assign forms you’ve created to workflow bins and configure details about their submission conditions.

### Creating a Reader review form

To create a review form, follow steps in our [dedicated article](/v1/docs/workflow-review-forms), which includes an example that you can import into your database with [Suitcase](/v1/docs/suitcase).

### Assigning a review form to a workflow bin (or bins)

Drag a new **Review Form** from the palette and place it in the bin in which you want it to appear.

![](https://cdn.us.document360.io/cd8ea7a6-07f3-4846-a554-627ac016d3e3/Images/Documentation/New Reader rewview form.png)

A popup appears in which you can configure the following settings:

- **Show in Bin:** Defaults to the bin in which you dropped the Review Form from the palette.
  - Select **Show in Other Bins** to view a list of other bins in the workflow. Select as many as you want to assign the review forms. Forms that are linked in this way share the same configuration across bins. Select **Clear Other Bins** to clear your selection. Linked bins appear with a link icon:

![](https://cdn.us.document360.io/cd8ea7a6-07f3-4846-a554-627ac016d3e3/Images/Documentation/Review form that is linked across multiple bins.png)
  - Forms can be unlinked to allow independent customization. Select **Unlink from Group** to unlink all versions of this form associated with other bins, or pick and choose which bins are unlinked with the **Relink Bins** options: ![](https://cdn.us.document360.io/cd8ea7a6-07f3-4846-a554-627ac016d3e3/Images/Documentation/Unlinking linked forms.png)
- **Into Bin (optional):** Display the form only when routing to a specific next bin. For example, you can show a form only when selecting *Portfolio Review.*
- **Review Form:** Select a form from the list. Only forms in the `Review Forms` folder appear here.
- **Required:** Required review forms must be completed before moving the record to the next bin. Optional review forms are collapsed by default, and required fields on those forms only apply if the reviewer opens the form. Defaults to *No.*
- **Filter Base:** Select the base on which you want to apply optional filters.

![](https://cdn.us.document360.io/cd8ea7a6-07f3-4846-a554-627ac016d3e3/Images/Documentation/Configuring a new Reader review form placement.png)

> [!NOTE]
> 💡 Tip:
> 
> Use the **Summary tab** to test workflow logic and confirm record placement.

## Views

Workflow **views** control how records are displayed in the Reader, including columns (exports), filters, and sorting. A **default view** must always exist and should include only universally visible data. You can make a new, custom view the default view, or modify the default—select **Copy** to duplicate the default view to preserve it. Select the default view to see what it displays:

![](https://cdn.us.document360.io/cd8ea7a6-07f3-4846-a554-627ac016d3e3/Images/Documentation/image(657).png)

To create a new view , select **New View** and configure the following settings:

- **Name:** Enter a name for the view.
- **Status:** Active views are visible in the Reader, Inactive views are not.
- **Default View:** Slate uses this view as the default for all users for this base.
- **Pinned:** Pin this view for all users with access to this view.
- **Exports**: Each export represents a column within the Reader, and the content and format of the information therein. The name of the column will match the name of the export, and can be customized for clarity. To use record data in the reader, you will initially need to join to the type of record that the workflow is displaying (Application, Person, or Dataset Record). See resources on [Querying with Configurable Joins](/v1/docs/getting-started-with-configurable-joins) for more help building your view.
- **Filters:** Use the query tool to build the columns and rows that will display in the Reader when the view is selected. Filters will limit the number of records displaying in the Reader.
- **Sorts**: Sorts will determine the order that records display in the Reader. If none are selected, the records will display in alphanumeric order based on the value in the first **Export** in the view.

### Restricting access to a view

While you’re editing a view, select the **Access Permissions** tab. Grantees can be given permission to access the view or access and modify it.

![](https://cdn.us.document360.io/cd8ea7a6-07f3-4846-a554-627ac016d3e3/Images/Documentation/image(652).png)

### Views in the Reader

In the Slate Reader, views can be accessed by selecting the **Searcher** (abacus) icon near the top right corner of the Browse, Search, Queue, Recent, and Classify tabs. The **Searcher** icon turns yellow to indicate that one or more filters are being applied through the current view, thus limiting the records displayed. The name of current view will also appear next to the Searcher icon unless it has been updated by the user and not yet saved as a personal view. In those cases, that area will appear blank to indicate that the display deviates from a shared view. Hitting Reset View from the Searcher icon drop-down will always revert to the default view for that workflow, even within a bin with a bin-specific default view configured.

If a view has the “Pinned” option selected and the current user has access to it, it will appear in a drop-down beneath the standard options of Customize View and Reset View.

![](https://cdn.us.document360.io/cd8ea7a6-07f3-4846-a554-627ac016d3e3/Images/Documentation/image(655).png)

The Customize View pop-out allows users to add/remove exports, filters and sorts. The modifications are temporary and will be reflected when a user hits **Update**, but they can also be copied to create a Personal View for the user which can be saved and accessed again. Personal Views are only accessible to the user who created them, and will not display for others, including Admin/All Access Users.

Users with the Manage Shared Views system permission will be able to save updates to a shared view, as will users who have been granted **Modify View** permission for a particular view in the Workflows tool. Ensure that these users are aware of this, and are instructed to only save Personal Views unless intentionally seeking to make a universal update to a shared view.

> [!CAUTION]
> 🔔**Important:** Ensure Data Privacy
> 
> Users in the Slate Reader will never be able to add exports/filters to a view if they do not have read permissions for that field. However, if sensitive fields are added to a view, they will still appear for all users with access to that view. When creating views as an administrator, ensure that the roles and grantees added to the view align with any exports being displayed. **Only include fields in the default view that all reader users should be able to see**. You can rely on users with high levels of Slate access to add the exports they need to views within the workflow at their own discretion within the Reader.

## Dashboards

In the Reader, selecting the record name tab displays a summary lookup for that record. There, a dashboard provides a variety of information by default. The **Dashboards** tab manages information that appears in this lookup dashboard. You can create new dashboards here and edit the default.

### Dashboard settings

Select **Edit** to configure settings that apply to all dashboards in the workflow. These include:

- Disable Lookup for All Bins
- Disable PDF Download
- Disable Review Forms
- Disable Decisions
- Disable Other Applications

Selecting an item here removes it from the Reader Lookup tool. This can be set to hide or display Reader Lookup parts for all bins in the workflow, or for specific bins.

### Creating or editing a Reader dashboard

Select the default dashboard to edit it, or select New Dashboard. In the popup, enter a name and optionally clone the new dashboard from the default.

![](https://cdn.us.document360.io/cd8ea7a6-07f3-4846-a554-627ac016d3e3/Images/Documentation/New Reader dashboard.png)

You arrive at the **Edit Dashboard** page. We cover editing dashboards and the queries that drive them in the [dedicated dashboard article](/v1/docs/records-dashboards).

![](https://cdn.us.document360.io/cd8ea7a6-07f3-4846-a554-627ac016d3e3/Images/Documentation/Editing the default Reader dashboard.png)

## Further reading

- [Displaying data in the Reader](/v1/docs/portals-dashboards)
- [Reviewing applications in the Reader](/v1/docs/reviewing)
- [Troubleshooting workflows](/v1/docs/troubleshooting-workflows)