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Running an Application Review

This guide walks through the complete application review process from creation to decision.

Step 1: Create an application​

Go to Applications → New Application (5-step wizard):

  1. Select template — choose the application template (defines document requirements and workflow)
  2. Basic details — title, description, application type (TAX / PAYROLL / FINANCIAL)
  3. Add applicants — link clients as PRIMARY, SECONDARY, etc. applicants; assign per-application roles
  4. Review documents — confirm the document slots inherited from the template
  5. Confirm — review everything and submit

The application is created with the initial workflow status (if the template has one defined).

Step 2: Manage applicants​

On the application → Applicants tab:

  • Each applicant shows their type (PRIMARY / SECONDARY / ...) and status
  • Click an applicant to view and inline-edit their PublicUserProfile (name, DOB, addresses, phone)
  • Add additional applicants if needed
  • Assign per-application roles: VIEWER, COMMENTER, or EDITOR
Applicant vs Client

An applicant is a person linked to a specific application. A client is a workspace-level user profile. An applicant may or may not be a client — some applicants are added ad-hoc.

Step 3: Review documents​

On the application → Documents tab:

  • See all document slots (required and optional)
  • Each slot shows its current status: PENDING / UPLOADED / APPROVED / REJECTED / NOT_APPLICABLE
  • Status is computed from the underlying uploads — you do not set it manually
  • Click a slot to open the detail panel: view uploaded files, approve or reject

Approving/rejecting documents​

In the document slot detail panel:

  • Approve — marks the document as APPROVED; creates an action log comment
  • Reject — marks as REJECTED; prompts for a review note; creates an action log comment
  • Re-request — asks client to re-upload; creates an action log comment
  • Not applicable — the only manually-set status; marks the slot as not needed
Action log

Approve/reject/re-request actions automatically create system comments in the DOCUMENTS category, visible to both staff and clients (EXTERNAL).

Step 4: Communicate with clients​

On the application → Messages tab:

  • Application-level comments — general discussion about the application
  • Document-level comments — linked to a specific document slot

When adding a comment, choose visibility:

  • INTERNAL — staff only; clients never see these
  • EXTERNAL — visible to clients

Use internal comments for staff-only discussions (e.g. "Flag this for manager review"). Use external comments to ask clients for clarification or additional info.

Clients are notified of EXTERNAL comments. Staff are notified of all new comments.

See Comments & Messaging for threading, unread tracking, and the workspace messages inbox.

Step 5: Track workflow status​

On the application → Workflow tab:

  • See the current position in the workflow (read-only visualization)
  • View status history — each status change is recorded with timestamp and triggering event
  • Statuses can be manually changed (if manuallySettable=true) or advanced by the workflow engine

Step 6: Record the decision​

On the application → Decision tab:

  • Record the final decision on the application
  • Add decision notes/comments (DECISION category)

See Domain Reference: Applications and Document System for full entity details.