Overview
The Checklist feature in the Decisions module is a powerful tool that can be customized to suit the unique needs of your application process. Each checklist item can be tailored to display for all selected applications or targeted to specific populations using segments, ensuring that students see only the relevant checklist items in their application portal. This feature helps applicants stay organized and aware of what needs to be completed both before and after admission decisions are released.
Students can view and complete checklist items, track which items have been fulfilled, and easily stay informed about any requirements that apply at different stages of the admissions process.
This article will cover the various checklist item types, detailing those automatically marked as complete and those requiring manual intervention by reviewers.
For the checklist to display in the student's application site/portal, you must enable the 'checklist' card in the application dashboard.
Accessing Checklists
Navigate to Applications > Decisions > Decision Settings.
Click on the Checklist tab.
Checklist Item Types
There are five different types of checklist items. No matter the type, the student will see a title, description, and if the item is required.
For transcripts and supplemental forms, add only one checklist item per type. The system automatically adds multiple items based on the information provided. More details are listed below with each respective type.
Condition
Condition
This type enables you to establish conditions that must be met to mark the item complete automatically.
Leverage the item description to provide detailed instructions to the student on fulfilling the checklist item. This description can include links to relevant resources or guidance materials.
Let's say you're managing official ACT/SAT scores. You could set up conditions based on specific criteria, such as having official test scores. In this case, you could configure a calculated segment of users who meet this criterion. When you process and add the evaluation to their application, the student automatically joins this segment, completing the checklist item.
Custom
Custom
With the Custom type, you're responsible for manually checking off the item as applicants meet requirements. This allows for personalized oversight and ensures each requirement is reviewed before completion.
Leverage the item description to provide detailed instructions to the student on fulfilling the checklist item. This description can include links to relevant resources or guidance materials.
Consider a scenario where you need to verify residency. Using this type, you can review the residency documentation provided by the applicant before marking the item as complete. It offers the flexibility to thoroughly assess each requirement before moving forward.
Transcript
Transcript
Corresponds to any transcripts you require from applicants.
This item type is automatically marked complete when a transcript has been uploaded in one of the following two ways:
Uploaded by the student when completing the application and using the school field grouping transcript field.
Uploaded by an internal user from the School Card on the student's profile.
Do not use the Documents Card, or the item will not be automatically checked off.
Regardless of the number of transcripts you expect to receive on an application, only one transcript checklist item should be added. The system automatically adds separate items for each school the student adds on their application. It's advisable to use a generic title for the item, such as "Transcript." This is because when the system adds those separate items, it includes the school name selected by the student in parentheses (e.g., "Transcript (ABC High School)," "Transcript (XYZ University)").
Supplemental Form
Supplemental Form
When you add supplemental forms to an application, you can ensure they are completed by adding them to the student's checklist. These can be used for several purposes, such as residency verifications and enrollment agreements.
This item type is automatically marked complete once the student completes the supplemental form.
Regardless of the number of supplemental forms attached to an application, only one supplemental form checklist item should be added. The system automatically generates separate items for each form attached. It's advisable to use a generic title for the item, such as "Supplemental Form." This is because when the system adds those separate items, it includes the form name in parentheses (e.g., "Supplemental Form (Parent/Guardian Info)").
It is also important to note that if you mark the supplemental form item as required and have multiple forms, they will all be required.
Need help adding the Supplement Form checklist item type to your application? Click below to watch a video guide:
Video Guide on Adding Supplement Form Checklist Items
One-Off
One-Off
This type is used when you wish to add an item manually to the student's checklist instead of having it populate automatically. It is typically used in unique situations that do not conform to other predefined checklist categories.
Once added and enabled, you can add it to the student's checklist within their decision.
This item type must be manually marked as complete by an internal user.
You might frequently require students to submit additional information for specific purposes, such as residency verification or fee waivers.
Creating a Checklist
To create a checklist for an application, follow these two steps:
Remember, checklist items can be applied to one or more applications. Each step is outlined below:
Create a Checklist Item (Step 1)
Create a Checklist Item (Step 1)
Creating a checklist for an application is completed in two steps-- the first step is creating each checklist item, and the second step is enabling the checklist card on the application. Keep in mind that checklist items can apply to one or more applications.
Navigate to Applications > Decisions > Decision Settings.
Click on the Checklist tab.
Click the blue plus sign button
in the bottom right corner.You will be prompted to provide initial setup information using three tabs: General, Works For, and Visible To. We will explain the configurations within each tab below:
General:
Active: Enabling this option makes the checklist item active and adds it to the checklists. It's important to note that checklist items are dynamic. If you add a checklist item to an application with current applicants, it will be added to those applicants' and new checklists.
Require: Enabling this option categorizes the item as 'Required' in the checklist. Otherwise, it will be listed as 'Optional,' providing applicants the flexibility to submit additional information.
Post-Admit: Enabling this option allows the checklist item to remain visible to applicants after an admission decision has been released. This is especially useful for direct admissions workflows that require additional document collection post-admission, such as transcripts, immunization records, or other program-specific requirements. When this option is selected, applicants will continue to see and complete these items in their checklist, even after they have received their admission decision.
Type: Select one of the five type options:
Condition
Custom
Transcript
One-off
Supplemental Form
Name + Description: Provide a name and description for your item that will be visible to the applicant, ensuring you give enough details and instructions if necessary.
Works For:
This setting allows you to specify which application(s) the particular checklist item applies to.
Visible To:
Add conditions using User Segment or User Segment Reference to define who should see this checklist item more precisely. Do you require specific test scores for certain degrees? Maybe you need a TOEFL or IELTS exam for anyone whose country of citizenship isn't the United States? This tab is where you will specify details like these.
After configuring your new checklist item, click Create in the bottom right corner. The new item will appear in the list.
If you selected Custom, Transcript, or One-off for the type, you are finished with the first step. You can proceed to Step 2 or add checklist items by repeating steps 1-6.
If you selected Conditional, you must add your condition(s) that will automatically mark the item as complete. To do this, click on the funnel icon associated with the checklist item.
After you have added your condition(s), you can proceed to Step 2 or add additional checklist items by repeating steps 1-6.
Add the Checklist Card to the Application (Step 2)
Add the Checklist Card to the Application (Step 2)
Now that you have created your checklist item(s), you must add the checklist card to the Application. Applicants won't be able to see the item(s) until you do this. Follow these steps to add the card:
Navigate to Applications > Applications > All Applications.
Click on the application name where you want to display the checklist item. This will open your Application editor.
In the left menu, under Content, click on Dashboard.
Under Cards, click the button that says + Add Card.
Complete the fields on the Add Card side sheet:
Title: Name your Card, such as "Application Checklist Items."
Type: Select Checklist Card.
Conditional Logic: Add conditions to restrict which students see this Card.
When you are finished completing the fields, click Add in the top right corner.
Manually Updating Checklist Item Status
You can update the status of a checklist item by navigating to the Checklist tab of the Decision. Then, use the Status dropdown to select the new status:
Not Completed
Completed
Waived
The Decisions Module is included with the Element Engage package.