22 June 2023

How to check for the upload of evidence documents

The following procedure describes how to build an example workflow that moves applications to a specified folder when applicants upload documents as evidence for a conditional offer.

How it works

To determine if evidence for a conditional offer has been uploaded, this workflow uses the custom event Conditional offer evidence uploaded. The custom event Conditional offer evidence uploaded is triggered by the following actions:

• Documents are uploaded for clearance checks that are defined as Conditional offer evidence. For more information, go to What are clearance checks?
• Documents are uploaded using the Upload general offer evidence function in the applicant portal.

The image Conditional offer evidence uploaded shows the example workflow that runs on the custom event Conditional offer evidence uploaded and works as follows:

1. The workflow starts at the Start activity A when the custom event Conditional offer evidence uploaded is triggered by documents being uploaded as evidence for conditional offers.

2. The workflow then moves to transition B, which moves the workflow to the Move to review folder activity C.

3. The Move to review folder activity C has the action MoveToFolder that moves applications to the required folder.

4. The workflow then moves to transition D, which moves the workflow to the Final activity E.

5. The Final activity E ends the workflow.

Build the workflow

Build the workflow as follows:

1. Create a new scheme. In Business Entities, on the Workflow Service Code of ADMISSIONS with the Business Entity Code of APPLICATION, go to the business entity scheme menu button⋮ and then select View Schemes > and then. Then, define the following:

   1. Set a trigger to run the workflow when conditional offer evidence documents are uploaded. On Scheme details, in Custom event, select Conditional offer evidence uploaded.
   2. Select , and Save and view scheme.

   

2. On the workflow designer, check that the initial Start activity is present. To add an initial activity, select and then drag the activity to the required position.

   Then, edit the activity: select the activity >and then and edit the activity as follows:

   • Enter Start in Name and State. Note that when you enter text in Name, the State changes to the same text.

   • Select Initial and For set state.

   • Do not create any actions.

   

3. Add the activity that moves applications to the Conditional evidence received folder. Select the initial activity, then to add the transition and activity, select .

   

4. Edit the activity to move applications to the Ready for review folder as follows:

   1. In Name, enter Move to review folder. Note that the State automatically becomes the same as the name.

   2. Add an action to move applications to a folder. Select Create and then, in Action, select MoveToFolder.

   3. Select the folder for the move. Set the Action parameter: select the button and in the Folder code select the Ready for review folder.

   

5. Add the final activity that ends the workflow process. In Name, enter End and then select Final as shown in the image Settings for the final activity.