Introduction

A crucial part of any admission process is document verification, which allows institutes to ensure that the information submitted by applicants is accurate and credible. This process also provides an opportunity to examine the applicant's past background, adding another layer of validation to the admission process.

Follow the steps below to configure the DocVerify feature in Meritto, giving you the ability to review and verify documents submitted by leads or applicants.

Prerequisite 

• The institute must include the "DocVerify" feature as part of their package.
• Permission to access the DocVerify feature must be granted to the user.
•  Allow users to mark the document as verified (LM), Allow user to mark the documents as verified(AM), DocVerify Configuration

Steps to Configure Doc Verify for the User

Step 3: 

1. Enter a workflow name.
2. Select the module:
   
1. Leads
2. Application
   

Step 4: Trigger Point

1. Leads - Lead Verified - Lead Unverified - Lead Stage
2. Application - Select active/inactive forms.
3. Trigger options - Application Submitted, Application Initiation , Application Stage, Payment Approved, Application Substage, multiple stages and substages can be selected.
   

Step 5: 

After saving the basic settings, the Field Settings popup appears.

Each upload-type field displays:

1. Field Name
2. Remarks Mandatory on Approved Status
3. Remarks Mandatory on Reject Status
4. Status on ‘View Documents’ tab on Application Manager Listing 
   

Step 6

Click Save & Next to open Level 1 Approval Settings.

Select the approver under Verification needs to be approved by.

Note: Once a user is selected in an approval level, they cannot be selected again in subsequent approval levels.

Step 7

Enable the Enable Communication toggle.

Once enabled, configure templates for:

1. Email
2. WhatsApp
1. SMS
   

The section displays Configure communication to be triggered post-verification process.

Note — When this email actually sends: This communication is triggered only when the document's overall status becomes Verified. It does not fire automatically for individual field-level or per-level status changes (for example, one document being marked Approved at Level 1 by itself). To trigger an email off an individual level or a specific status, set up an Automation rule instead — trigger = the document/level status, action = Send Email.

How to Delete Doc Verify Workflow for the User?

Step 1

Search for DocVerify Configuration. Open the listing, and turn off the workflow’s status toggle first — only inactive workflows can be deleted.

Step 2

Click the action menu beside the inactive workflow and select Delete. Type Delete 1 Workflow in the confirmation panel to activate the Delete button, then click Delete to proceed (or Cancel / Close to back out), and click Continue to confirm.

Step 3

The workflow is deleted and a success message is displayed.

Congratulations! You have successfully deleted your DocVerify workflow.

How to Edit Doc Verify Workflow and Field Settings for the User?

Step 1

Search for DocVerify Configuration and open the listing.

Step 2

Click the action menu and choose one of the following:

1. Edit Workflow
2. Edit Approval Settings
3. Edit Field Settings

Edit Workflow:

1. Workflow Name
2. Module
3. Forms
4. Triggersh

For the Application Stage trigger, you can also select application stages and substages.

1. Click Save & Next.
2. Edit Field Settings:
3. Enable or disable the required document verification fields.

Click Yes to save your changes.

Then click Save & Next to proceed to Approval Settings.

Edit Approval Settings:

Review the settings, then click Save and Enable to apply and save the updated configuration.

Frequently Asked Questions

Q1. I marked a document Approved at Level 1 (or any individual level/status) — why wasn't an email sent?

This is expected today. DocVerify automatically sends the email configured in Step 8 only when the document's overall status becomes Verified — not when an individual field or approval level changes status on its own.

Q2. How do I send an email for an individual level or a specific status (Approved / Not Approved / Re-Uploaded / Not Applicable) instead of waiting for the overall Verified status?

Use Automation instead of (or in addition to) Step 8's communication settings. Create an automation rule where the trigger is the specific document/level status you care about, and the action is Send Email.

Q3. Why can't I find my email template in the Step 8 dropdown? A template only appears in that list if all three of these are true:

1. The email template is Enabled.
2. The template's module is set to Applications.
3. No form was selected while creating the template.
   

If a form was selected while creating the template, it is excluded from this list — even if it's otherwise enabled and correctly scoped to Applications.

Q4. My template has a form selected and doesn't show up — how do I fix it?

Edit the template to remove the selected form (or recreate it without selecting one). Once no form is selected — and it's Enabled with module set to Applications — it will appear in the Step 8 dropdown.