Applicant eligibility verification automation

Purpose

1.1. Automate the step-by-step verification of applicant eligibility during adoption intake, ensuring all eligibility criteria (background checks, residence status, income, criminal record, references, and health screening) are gathered, validated, assessed, and routed to case management—reducing manual effort, accelerating case progress, and improving regulatory compliance.

Trigger Conditions

2.1. Submission of adoption application via website or intake portal
2.2. Upload of key documents (ID, financial records, references)
2.3. Receipt of background check results from third-party services
2.4. Initiation of a new intake case by staff
2.5. Referral notification from partner agencies
2.6. Scheduled periodic eligibility review

Platform Variants

3.1. Salesforce
• Function: Process Builder or Flow — auto-validate fields, trigger eligibility workflow when intake record is created.
• Sample: Set flow to monitor “New Applicant” object; initiate tasks on specific eligibility fields.

3.2. DocuSign
• Feature: Envelope Status Webhook — track signed documents and update intake record.
• Sample: Webhook posts status upon applicant e-signature on consent forms.

3.3. Twilio
• Function: SMS API — send verification code for ID validation or communication update.
• Sample: Trigger SMS with OTP when phone number submitted.

3.4. SendGrid
• Feature: Transactional Emails — send applicant status updates or missing information requests.
• Sample: Auto-email with next steps if eligibility doc pending.

3.5. Google Cloud Vision
• Feature: Document OCR — auto-extract and validate uploaded ID or proof of residence.
• Sample: OCR trigger on upload, extract name/address to match application.

3.6. Experian
• API: Background Check API — auto-query background results for criminal/financial history.
• Sample: API call when intake moves to eligibility stage.

3.7. Formstack
• Feature: Submission Integrations — auto-route applicant responses for criteria scoring.
• Sample: On form submit, send data to validation flow.

3.8. Zapier
• Feature: Multi-step Zaps — chain eligibility checks with database and email steps.
• Sample: Connect intake form to Google Sheets lookup and Gmail.

3.9. Microsoft Power Automate
• Feature: Automated Flows — connect SharePoint/applications to eligibility review triggers.
• Sample: Start eligibility process when applicant file added.

3.10. LexisNexis
• API: Identity Verification — cross-verify applicant identity details.
• Sample: API called on creation of intake.

3.11. AWS Lambda
• Feature: Event-driven Functions — run eligibility scoring algorithms on new data upload.
• Sample: Trigger Lambda on S3 file upload for applicant data.

3.12. Adobe Sign
• Feature: Signed Document Callbacks — confirm step completion in eligibility chain.
• Sample: Automated webhook triggers next action on sign.

3.13. BambooHR
• API: Candidate Data API — pull staff assigned to case, verify workload for auto-assignment.
• Sample: Auto-assign based on staff availability field.

3.14. OneSpan
• Feature: Digital Signing Workflow — confirm applicant acknowledgment of terms.
• Sample: Push applicant forms for signatures, confirm completion.

3.15. Google Sheets
• API: Append/Query Rows — log eligibility status and documentation results.
• Sample: Automatically fill “Eligibility Status” per applicant ID.

3.16. Slack
• API: Channels Bot — notify team upon eligibility step completion or issue.
• Sample: Message adoption intake channel when check completes.

3.17. HubSpot
• Workflow: Custom Workflows — enroll new applicants in eligibility sequence.
• Sample: If eligibility incomplete in 48 hours, send alert.

3.18. Auth0
• API: Identity Verification Hooks — validate identity documentation at registration.
• Sample: Trigger verification rule on new user sign-up.

3.19. SugarCRM
• Workflow: Automated Process — update applicant status after eligibility verified.
• Sample: Trigger move from “Intake” to “Verified” status.

3.20. AirTable
• API: Record Automations — manage eligibility checklist and data updates.
• Sample: Each eligibility field triggers update to applicant record.

3.21. Box
• Event Triggers: File Upload Trigger — capture document arrivals and flag for review.
• Sample: Notify eligibility team when new file uploaded.

3.22. Intercom
• API: Messaging Workflow — live chat prompt for missing eligibility details.
• Sample: If form incomplete, prompt applicant via chat.

Benefits

4.1. Shortens eligibility verification time by automating document and data checks
4.2. Improves data consistency and reduces human error in intake processing
4.3. Supports compliance by ensuring all regulatory steps are logged and auditable
4.4. Increases applicant satisfaction with faster updates and transparent process
4.5. Frees staff from repetitive checks so they focus on complex cases and care