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Document collection and verification is a critical checkpoint in the admissions workflow. Before an accepted applicant can be cleared for enrollment, staff typically need to confirm that the right files have been uploaded and are authentic. Edurie tracks each document requirement independently, recording who reviewed it, when, and what remarks were left — so there is always a clear audit trail.

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Defining document requirements on a cycle

Document requirements are configured at the cycle level, not the application level. Every application in a cycle inherits the same set of requirements. You define requirements when you create or edit a cycle, under the Requirements section. Each requirement has:
  • A key — a machine-readable identifier (e.g., birth_certificate, form_138, id_photo)
  • A label — the human-readable name shown to applicants
  • A required flag — whether the requirement is mandatory for submission or clearance
Use consistent, lowercase snake_case keys across cycles (e.g., always birth_certificate, never Birth_Cert). Consistent keys make filtering and reporting across multiple cycles much easier.

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How applicants upload documents

Once a cycle is open and an applicant has a submitted application, they can upload files from the applicant portal. Each requirement appears as a separate upload slot. Applicants upload one file per requirement; they can replace a file at any time until the application is cleared for enrollment. After a document is uploaded, its status is set to pending and it appears in the staff review queue.

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Document statuses

StatusMeaning
pendingUploaded, awaiting staff review
verifiedStaff confirmed the document is acceptable
rejectedStaff rejected the document; applicant can re-upload

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Staff document review workflow

1

Open the application's Documents tab

Navigate to Admissions → Applications, find the application, and click through to its detail page. Select the Documents tab to see all uploaded files grouped by requirement.
2

Preview the document

Click on a document row to open the file preview. Review the file content against the requirement — check that it is the correct document type, is legible, and matches the applicant’s identity details.
3

Verify or reject the document

Use the action buttons on the document row:
  • Verify — marks the document as verified. You may optionally add reviewer remarks.
  • Reject — marks the document as rejected. Add a remark explaining what is wrong (e.g., “Photo is blurry — please re-upload”) so the applicant knows what to fix.
4

Repeat for all requirements

Work through each requirement. You can verify and reject documents in any order. The application does not need all documents verified before you proceed to a decision, but clearance for enrollment typically requires all mandatory documents to be in verified status.

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What happens after a rejection

When you reject a document, Edurie notifies the applicant (if notifications are configured) and marks that requirement slot as needing a new upload. The applicant can then upload a replacement file. The replacement is created as a new document record with status pending, and the rejected document is retained in the history for audit purposes.
Rejected documents remain visible in the document history. Staff can see the full chain of uploads, rejections, and re-uploads for each requirement on each application.

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Document edit window and freeze

Documents follow the same edit window rules as the rest of the application:
  • While the application is in draft, submitted, or under_review, applicants can upload and replace documents freely.
  • Once an application is cleared for enrollment, the document set is frozen. No new uploads are accepted and existing documents can no longer be replaced.
  • Documents are also frozen when an application reaches a terminal status — enrolled, rejected, withdrawn, or expired.
Do not issue enrollment clearance until you are satisfied that all required documents are verified. Once clearance is granted, the document set is locked and cannot be updated without reversing the clearance — which requires contacting your system administrator.

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Reviewing all documents across a cycle

To audit document completeness across an entire cycle, open Admissions → Applications, filter by the cycle, and use the status filter on the Documents column to surface applications with pending or rejected documents. This is useful for assigning document review tasks to different staff members across large intake batches.