Adding a Deposit Pending Decision via Form Rules
- 23 Feb 2026
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Adding a Deposit Pending Decision via Form Rules
- Updated 23 Feb 2026
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Decision codes can be automatically added to an applicant’s record through Form Rules configured directly within a form. These rules are triggered upon form submission and allow institutions to systematically update application records based on an applicant’s response. Having a decision code for Deposit Pending configured in your database, will help identify applicants who have yet to complete the admission Reply Form and matriculating students who have yet to pay the enrollment deposit.
Be sure to finalize an Admission Reply Form before moving on to post-decision rules. See Decision Reply Form
If a change must be made to the form after your rules were built, be sure to re-test all rules based on that form because changes to the form may break existing rules.
Once an applicant accepts their offer of admission by choosing Accept and submitting the form, the form rule triggers the automatic creation of a the Deposit Pending decision code. This new decision code is added to the application tab of the person record, providing a clear and easily accessible history of the applicant's status.
How it works
Step 1:
Admitted applicants provide a response to your offer of admission on your reply form by checking one of the following options:
Do you accept the offer of admission?
I ACCEPT my offer of admission
I DECLINE my offer of admission
Step 2:
If an applicant accepts the offer of admission, the rule adds a Deposit Pending decision code to the application tab of the person record, once the form is submitted.
Don't Take Deposits?
If your institution does not need to collect a deposit, you may decide to write this rule to add a final decision code (e.g., Admit/Matric) when an applicant accepts your offer of admission.
Configure the Deposit Pending decision rule:
Click Forms in the top navigation bar.
Select the Reply to Offer of Admission Form.
Click Edit Form.
Click Edit Rules.
Click New Rule.
Enter the following Rule configurations in the popup window:
Name - Add Deposit Pending Decision
Type - Select Decision
Exclusivity Group - Create a "Decision Reply" Exclusivity Group for this rule.
Non-Deterministic - Select 'Rule is deterministic and has an exclusive priority'.
Priority - Set the Priority to 1.
Status - Set the status to 'Preview'.
Configure filters for the rule:
On the reply form, the required accept/decline question will need to be an unmapped form field with an export key and prompts for ACCEPT or DECLINE. For setting up the rule, use the filter for this question and filter on the ACCEPT value.
Configure the action for the rule:
Add Decision - This selection will only have decisions with prerequisites.
Letter - Set a letter if one exists. We do not recommend creating a letter for the Admit/Decline decision and instead use the Default for Decision option.
Action - Select Confirm + Release.
Don’t See a Decision?
Remember that some decisions need to be configured with a prerequisite decision. For example, the Deposit Pending decision should only be an available decision for applicants with an Admit code that was previously added.
If Deposit Pending is not an option when configuring your rule action, you probably need to revisit the prerequisite settings for that decision code in Database > Decision Codes.
Note that any prerequisite decisions must be released before a rule can add a decision. Using the example above, if the Admit decision is only confirmed and not yet released, the rule will not take action on the record.
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