What you'll build
By the end of this guide, you'll have a complete application review system where applicants submit their proposals through a structured form, three reviewers independently score each submission using a weighted decision model, and Formaloo automatically calculates the final score and sets the application status. You'll also have a project dashboard with a Kanban pipeline for admins and a dedicated filtered page for each reviewer, plus three automated emails that keep applicants informed from submission through to decision.
When to use this
Your organization reviews applications that require sign-off from multiple evaluators before a decision can be made
You want each reviewer to see only their assigned applications, not the full pool
Your review panel assigns different weight to different reviewers (e.g., a senior reviewer's approval counts for more)
You need the system to automatically approve or reject applications once all reviewers have submitted their decisions
You're running an insurance grant, scholarship, or course exemption program and managing the intake process by email is no longer scalable
Part 1 — Create the application form
This is where everything starts. You'll use Magic Create to generate the full form from a single prompt, then make a few targeted adjustments to configure the admin-only reviewer fields correctly.
1. From your folder or homepage, click + New → Form. Name the project "Insurance application multi-reviewer scoring portal."
2. Open the form editor and click Magic Create at the top. Paste the prompt below and click Create:
Create an insurance professional development application form for the Insurance Institute of Canada. Capture: applicant full name (short text), email (email), organization or employer (short text), professional designation (dropdown: CIP, FCIP, CAIB, Other), years of experience (number), area of practice (dropdown: Property, Casualty, Liability, Life, Other), application type (single choice: Scholarship, Research grant, Course exemption), project title (short text), project description (long text), alignment with IIC strategic goals (long text), amount requested in CAD (number), supporting documents upload (file upload). Add admin-only fields: three assignee fields named Reviewer 1 assigned to, Reviewer 2 assigned to, Reviewer 3 assigned to; three single-choice decision fields named Reviewer 1 decision (20% weight), Reviewer 2 decision (30% weight), Reviewer 3 decision (50% weight) — each with options Not decided yet, Approved, Not approved; a variable field named Total score; and an Application status dropdown with options Pending review, In review, Decision made, Approved, Rejected.
3. Scroll to Reviewer 1 — assigned to → open field settings → set Assignee type to Both. This allows you to assign individual team members or entire teams as reviewers. Repeat for Reviewer 2 — assigned to and Reviewer 3 — assigned to.
📖 To control which team members can be assigned as reviewers, see how to create and assign user roles in your portal.
4. Set the default answers for the reviewer decision fields and application status: open Reviewer 1 decision (20% weight) → set default to Not decided yet. Repeat for Reviewer 2 decision (30% weight) and Reviewer 3 decision (50% weight). Then open Application status → set default to Pending review.
5. Open each field's settings and verify the field IDs match the table below. These IDs are required for answer piping in the email and PDF templates — if Magic Create generated different IDs, update them here.
# | Question / label | Type | Options | Field ID | Visibility |
1 | What's your full name? | Short text | — |
| Applicant |
2 | What's your email address? | — |
| Applicant | |
3 | What organization or employer do you represent? | Short text | — |
| Applicant |
4 | What is your current professional designation? | Dropdown | CIP / FCIP / CAIB / Other |
| Applicant |
5 | How many years have you worked in the insurance industry? | Number | — |
| Applicant |
6 | What is your primary area of practice? | Dropdown | Property / Casualty / Liability / Life / Other |
| Applicant |
7 | What type of application is this? | Single choice | Scholarship / Research grant / Course exemption |
| Applicant |
8 | What is the title of your project or initiative? | Short text | — |
| Applicant |
9 | Describe your project or initiative | Long text | — |
| Applicant |
10 | How does your project align with IIC's strategic goals? | Long text | — |
| Applicant |
11 | What is the total amount you are requesting (CAD)? | Number | — |
| Applicant |
12 | Please upload any supporting documents | File upload | — |
| Applicant |
13 | Reviewer 1 — assigned to | Assignee | — |
| Admin only |
14 | Reviewer 2 — assigned to | Assignee | — |
| Admin only |
15 | Reviewer 3 — assigned to | Assignee | — |
| Admin only |
16 | Reviewer 1 decision (20% weight) | Single choice | Not decided yet / Approved / Not approved |
| Admin only |
17 | Reviewer 2 decision (30% weight) | Single choice | Not decided yet / Approved / Not approved |
| Admin only |
18 | Reviewer 3 decision (50% weight) | Single choice | Not decided yet / Approved / Not approved |
| Admin only |
19 | Total score | Variable | — |
| Admin only |
20 | Application status | Dropdown | Pending review / In review / Decision made / Approved / Rejected |
| Admin only |
📖 Admin-only fields are hidden from applicants but visible to your team in the responses view. See what are admin-only fields and how they help.
Part 2 — Set up the scoring logic
The logic handles the entire scoring and decision workflow automatically. When a reviewer marks their decision as Approved, their weighted score is added to the total. Once all three reviewers have submitted a decision, Formaloo checks the total and sets the application status, no manual step needed.
1. In the form editor, open Advanced logic from the form settings panel on the right.
2. Click Magic Logic at the top of the panel.
3. Paste the prompt below and click Approve:
In on update logic: if Reviewer 1 decision is changed to Approved, add 20 to the total score. If Reviewer 2 decision is changed to Approved, add 30 to the total score. If Reviewer 3 decision is changed to Approved, add 50 to the total score. Once all three reviewers have submitted a decision (none are set to Not decided yet), if the total score is 60 or higher, set Application status to Approved. If the total score is lower than 60, set Application status to Rejected.
Here's how the scoring plays out once the rules are active:
Reviewer 1 (20%) | Reviewer 2 (30%) | Reviewer 3 (50%) | Total score | Outcome |
Approved | Approved | Approved | 100 | Approved |
Not approved | Approved | Approved | 80 | Approved |
Approved | Not approved | Approved | 70 | Approved |
Approved | Approved | Not approved | 50 | Rejected |
Not approved | Not approved | Approved | 50 | Rejected |
Not approved | Not approved | Not approved | 0 | Rejected |
📖 For a full walkthrough of the Advanced logic panel, see how to add advanced logic to your form.
Part 3 — Build the project pages
With the form and logic in place, you'll now add pages to the project — one filtered view per reviewer so each person sees only the applications assigned to them, plus a Kanban pipeline for admins to track every application by status.
1. Click the back arrow to return to the project overview.
2. Click + Add page → rename it Reviewer 1.
3. Click + Add block → select Table → choose your application form.
4. Click Options on the table → Manage access → set the Assignee field to reviewer_1. This filters the table so only applications where reviewer_1 matches the logged-in user are visible.
5. Repeat steps 2–4 for Reviewer 2 (set assignee field to reviewer_2) and Reviewer 3 (set assignee field to reviewer_3).
6. Click + Add page → rename it Pipeline.
7. Click + Add block → select Kanban → choose your application form.
8. Set Group by to Application status → click Create. Each column maps to a status: Pending review, In review, Decision made, Approved, Rejected.
📖 For more on info on assignee rules, see What is the assignee field in Formaloo and how to use it.
Part 4 — Create the email templates
Three emails cover the full applicant communication cycle: a confirmation when they submit, and two decision emails that fire automatically when the application status is updated. Each template uses answer piping to personalize the content with the applicant's own field values.
📖 See how to create and send custom email templates for a full walkthrough of the template builder.
Email 1 — Submission confirmation
Subject: We've received your application — @project_title
Trigger: Advanced logic → On submit → Send email → recipient: @applicant_email
1. Click your profile icon → Apps & integrations → Email templates → + Add new template. Name it "Application received."
2. Switch to HTML view → paste the code below → save the template.
3. In Advanced logic → On submit → + Add action → Send email → select "Application received" → set the recipient to @applicant_email.
<!DOCTYPE html> <html lang="en"> <head> <meta charset="UTF-8" /> <meta name="viewport" content="width=device-width, initial-scale=1.0"/> <title>Application received</title> </head> <body style="margin:0;padding:0;background-color:#f4f4f4;font-family:Arial,sans-serif;"> <table width="100%" cellpadding="0" cellspacing="0" style="background-color:#f4f4f4;padding:40px 0;"> <tr> <td align="center"> <table width="600" cellpadding="0" cellspacing="0" style="background-color:#ffffff;border-radius:8px;overflow:hidden;"> <tr> <td style="background-color:#1a1a2e;padding:32px 40px;text-align:center;"> <p style="margin:0;color:#ffffff;font-size:18px;font-weight:bold;letter-spacing:0.5px;">Insurance Application Review Portal</p> </td> </tr> <tr> <td style="padding:40px;"> <p style="margin:0 0 16px;font-size:15px;color:#333333;">Dear @applicant_name,</p> <p style="margin:0 0 16px;font-size:15px;color:#333333;line-height:1.6;">Thank you for submitting your application. We have successfully received it and it is now in our review queue.</p> <table width="100%" cellpadding="0" cellspacing="0" style="background-color:#f0f4ff;border-left:4px solid #4a6cf7;border-radius:4px;margin-bottom:24px;"> <tr> <td style="padding:16px 20px;"> <p style="margin:0;font-size:13px;color:#4a6cf7;font-weight:bold;text-transform:uppercase;letter-spacing:0.5px;">Application status</p> <p style="margin:6px 0 0;font-size:15px;color:#333333;">Received — pending review</p> </td> </tr> </table> <table width="100%" cellpadding="0" cellspacing="0" style="background-color:#f9f9f9;border-radius:6px;margin-bottom:24px;"> <tr> <td style="padding:20px;"> <p style="margin:0 0 12px;font-size:13px;color:#999999;text-transform:uppercase;letter-spacing:0.5px;">Your submission</p> <p style="margin:0 0 6px;font-size:14px;color:#333333;"><strong>Name:</strong> @applicant_name</p> <p style="margin:0 0 6px;font-size:14px;color:#333333;"><strong>Organization:</strong> @organization</p> <p style="margin:0 0 6px;font-size:14px;color:#333333;"><strong>Application type:</strong> @application_type</p> <p style="margin:0;font-size:14px;color:#333333;"><strong>Project title:</strong> @project_title</p> </td> </tr> </table> <p style="margin:0 0 8px;font-size:15px;color:#333333;line-height:1.6;"><strong>What happens next?</strong></p> <p style="margin:0 0 6px;font-size:15px;color:#333333;line-height:1.6;">1. Your application will be assigned to our review panel.</p> <p style="margin:0 0 6px;font-size:15px;color:#333333;line-height:1.6;">2. Each reviewer will independently score your submission.</p> <p style="margin:0 0 24px;font-size:15px;color:#333333;line-height:1.6;">3. You will receive a decision email once the review is complete.</p> <p style="margin:0 0 8px;font-size:15px;color:#333333;">Best regards,</p> <p style="margin:0;font-size:15px;color:#333333;">The Review Panel</p> </td> </tr> <tr> <td style="background-color:#f9f9f9;padding:20px 40px;border-top:1px solid #eeeeee;text-align:center;"> <p style="margin:0;font-size:12px;color:#999999;">This is an automated message. Please do not reply directly to this email.</p> </td> </tr> </table> </td> </tr> </table> </body> </html>
Email 2 — Approval
Subject: Congratulations — your @application_type application has been approved
Trigger: Advanced logic → On update → Condition: app_status is changed to Approved → Send email → recipient: @applicant_email
1. Create a new email template named "Application approved" → switch to HTML view → paste the code below → save.
2. In Advanced logic → On update → + Add rule → set condition: Application status is changed to Approved → action: Send email → select "Application approved" → recipient: @applicant_email.
<!DOCTYPE html> <html lang="en"> <head> <meta charset="UTF-8" /> <meta name="viewport" content="width=device-width, initial-scale=1.0"/> <title>Application approved</title> </head> <body style="margin:0;padding:0;background-color:#f4f4f4;font-family:Arial,sans-serif;"> <table width="100%" cellpadding="0" cellspacing="0" style="background-color:#f4f4f4;padding:40px 0;"> <tr> <td align="center"> <table width="600" cellpadding="0" cellspacing="0" style="background-color:#ffffff;border-radius:8px;overflow:hidden;"> <tr> <td style="background-color:#1a1a2e;padding:32px 40px;text-align:center;"> <p style="margin:0;color:#ffffff;font-size:18px;font-weight:bold;letter-spacing:0.5px;">Insurance Application Review Portal</p> </td> </tr> <tr> <td style="padding:40px;"> <p style="margin:0 0 16px;font-size:15px;color:#333333;">Dear @applicant_name,</p> <p style="margin:0 0 16px;font-size:15px;color:#333333;line-height:1.6;">We are pleased to inform you that your application for <strong>@project_title</strong> has been reviewed by our evaluation panel and has been <strong>approved</strong>.</p> <p style="margin:0 0 24px;font-size:15px;color:#333333;line-height:1.6;">Congratulations — your proposal stood out for its alignment with our goals and the quality of your submission.</p> <table width="100%" cellpadding="0" cellspacing="0" style="background-color:#f0faf4;border-left:4px solid #28a745;border-radius:4px;margin-bottom:24px;"> <tr> <td style="padding:16px 20px;"> <p style="margin:0;font-size:13px;color:#28a745;font-weight:bold;text-transform:uppercase;letter-spacing:0.5px;">Application status</p> <p style="margin:6px 0 0;font-size:15px;color:#333333;">Approved — @application_type</p> </td> </tr> </table> <table width="100%" cellpadding="0" cellspacing="0" style="background-color:#f9f9f9;border-radius:6px;margin-bottom:24px;"> <tr> <td style="padding:20px;"> <p style="margin:0 0 10px;font-size:13px;color:#999999;text-transform:uppercase;letter-spacing:0.5px;">Application summary</p> <p style="margin:0 0 6px;font-size:14px;color:#333333;"><strong>Applicant:</strong> @applicant_name</p> <p style="margin:0 0 6px;font-size:14px;color:#333333;"><strong>Organization:</strong> @organization</p> <p style="margin:0;font-size:14px;color:#333333;"><strong>Project:</strong> @project_title</p> </td> </tr> </table> <p style="margin:0 0 16px;font-size:15px;color:#333333;line-height:1.6;">A member of our team will be in touch shortly with next steps and any additional information required to proceed.</p> <p style="margin:0 0 8px;font-size:15px;color:#333333;">Congratulations once again.</p> <p style="margin:0;font-size:15px;color:#333333;">The Review Panel</p> </td> </tr> <tr> <td style="background-color:#f9f9f9;padding:20px 40px;border-top:1px solid #eeeeee;text-align:center;"> <p style="margin:0;font-size:12px;color:#999999;">This is an automated message. Please do not reply directly to this email.</p> </td> </tr> </table> </td> </tr> </table> </body> </html>
Email 3 — Rejection
Subject: An update on your @application_type application
Trigger: Advanced logic → On update → Condition: app_status is changed to Rejected → Send email → recipient: @applicant_email
1. Create a new email template named "Application not selected" → switch to HTML view → paste the code below → save.
2. In Advanced logic → On update → + Add rule → set condition: Application status is changed to Rejected → action: Send email → select "Application not selected" → recipient: @applicant_email.
<!DOCTYPE html> <html lang="en"> <head> <meta charset="UTF-8" /> <meta name="viewport" content="width=device-width, initial-scale=1.0"/> <title>Application decision</title> </head> <body style="margin:0;padding:0;background-color:#f4f4f4;font-family:Arial,sans-serif;"> <table width="100%" cellpadding="0" cellspacing="0" style="background-color:#f4f4f4;padding:40px 0;"> <tr> <td align="center"> <table width="600" cellpadding="0" cellspacing="0" style="background-color:#ffffff;border-radius:8px;overflow:hidden;"> <tr> <td style="background-color:#1a1a2e;padding:32px 40px;text-align:center;"> <p style="margin:0;color:#ffffff;font-size:18px;font-weight:bold;letter-spacing:0.5px;">Insurance Application Review Portal</p> </td> </tr> <tr> <td style="padding:40px;"> <p style="margin:0 0 16px;font-size:15px;color:#333333;">Dear @applicant_name,</p> <p style="margin:0 0 16px;font-size:15px;color:#333333;line-height:1.6;">Thank you for submitting your application for <strong>@project_title</strong>. We appreciate the time and effort you put into your submission.</p> <p style="margin:0 0 16px;font-size:15px;color:#333333;line-height:1.6;">After careful review by our evaluation panel, we regret to inform you that your application has not been selected for this intake period.</p> <p style="margin:0 0 24px;font-size:15px;color:#333333;line-height:1.6;">This is not a reflection of the quality of your work. We received a high volume of applications and the selection process was highly competitive.</p> <table width="100%" cellpadding="0" cellspacing="0" style="background-color:#fff4f4;border-left:4px solid #d9534f;border-radius:4px;margin-bottom:24px;"> <tr> <td style="padding:16px 20px;"> <p style="margin:0;font-size:13px;color:#d9534f;font-weight:bold;text-transform:uppercase;letter-spacing:0.5px;">Application status</p> <p style="margin:6px 0 0;font-size:15px;color:#333333;">Not selected — @application_type</p> </td> </tr> </table> <p style="margin:0 0 16px;font-size:15px;color:#333333;line-height:1.6;">We encourage you to apply again in our next intake period. If you have any questions or would like feedback on your application, please don't hesitate to reach out.</p> <p style="margin:0 0 8px;font-size:15px;color:#333333;">Thank you again for your interest.</p> <p style="margin:0;font-size:15px;color:#333333;">The Review Panel</p> </td> </tr> <tr> <td style="background-color:#f9f9f9;padding:20px 40px;border-top:1px solid #eeeeee;text-align:center;"> <p style="margin:0;font-size:12px;color:#999999;">This is an automated message. Please do not reply directly to this email.</p> </td> </tr> </table> </td> </tr> </table> </body> </html>
Add the PDF template
The PDF template generates a clean application summary for each submission — useful for reviewers to reference offline and for admins to archive final decisions.
1. Click your profile icon → Apps & integrations → PDF templates → + Add new template. Name it "Application summary."
2. Switch to HTML view → paste the code below → save the template.
3. In Advanced logic → On submit → + Add action → Generate PDF → select "Application summary." The generated PDF will appear on each submission row in the responses view.
<!DOCTYPE html> <html lang="en"> <head> <meta charset="UTF-8"/> <title>Application summary — @project_title</title> <style> body { font-family: Arial, sans-serif; font-size: 13px; color: #333333; margin: 0; padding: 40px; background: #ffffff; } .header { border-bottom: 3px solid #1a1a2e; padding-bottom: 20px; margin-bottom: 30px; } .header h1 { margin: 0 0 4px; font-size: 20px; color: #1a1a2e; } .header p { margin: 0; font-size: 12px; color: #999999; } .badge { display: inline-block; background-color: #f0f4ff; color: #4a6cf7; border: 1px solid #4a6cf7; border-radius: 4px; padding: 4px 10px; font-size: 11px; font-weight: bold; text-transform: uppercase; letter-spacing: 0.5px; margin-bottom: 24px; } .section { margin-bottom: 28px; } .section-title { font-size: 10px; font-weight: bold; text-transform: uppercase; letter-spacing: 0.8px; color: #999999; border-bottom: 1px solid #eeeeee; padding-bottom: 6px; margin-bottom: 14px; } .field-row { display: flex; margin-bottom: 10px; } .field-label { width: 200px; min-width: 200px; font-weight: bold; color: #555555; font-size: 12px; } .field-value { flex: 1; color: #333333; font-size: 12px; line-height: 1.5; } .long-text { background-color: #f9f9f9; border-radius: 4px; padding: 12px; line-height: 1.6; font-size: 12px; color: #333333; margin-top: 6px; } .footer { margin-top: 40px; border-top: 1px solid #eeeeee; padding-top: 16px; font-size: 11px; color: #aaaaaa; text-align: center; } </style> </head> <body> <div class="header"> <h1>Application summary</h1> <p>Insurance Application Review Portal</p> </div> <div class="badge">@application_type</div> <div class="section"> <div class="section-title">Applicant information</div> <div class="field-row"><div class="field-label">Full name</div><div class="field-value">@applicant_name</div></div> <div class="field-row"><div class="field-label">Email address</div><div class="field-value">@applicant_email</div></div> <div class="field-row"><div class="field-label">Organization</div><div class="field-value">@organization</div></div> <div class="field-row"><div class="field-label">Professional designation</div><div class="field-value">@designation</div></div> <div class="field-row"><div class="field-label">Years of experience</div><div class="field-value">@years_experience</div></div> <div class="field-row"><div class="field-label">Area of practice</div><div class="field-value">@practice_area</div></div> </div> <div class="section"> <div class="section-title">Project details</div> <div class="field-row"><div class="field-label">Project title</div><div class="field-value">@project_title</div></div> <div class="field-row"><div class="field-label">Amount requested (CAD)</div><div class="field-value">$@requested_amount</div></div> <div class="field-label">Project description</div> <div class="long-text">@project_description</div> </div> <div class="section"> <div class="section-title">Strategic alignment</div> <div class="field-label">Alignment with IIC goals</div> <div class="long-text">@alignment_statement</div> </div> <div class="footer">Generated by the Insurance Application Review Portal | Confidential</div> </body> </html>
What you now have
You now have a fully automated insurance application review system. Applicants submit through a clean, structured form and immediately receive a branded confirmation email. Each reviewer sees only their assigned applications and logs their decision directly on the submission record. As reviewers submit their decisions, Formaloo calculates the weighted total score in the background — and the moment the last reviewer decides, the application status is set automatically and a decision email goes out to the applicant. Admins can track every application across the pipeline from a single Kanban view, without ever needing to chase reviewers or update statuses manually.
What's next
Add a portal so reviewers can log in securely Right now the reviewer pages are part of an open project. Adding a portal gives each reviewer a login — so they can access their assigned applications from any device and your admin controls who sees what. → How to create a portal and manage users' access
Collect reviewer feedback directly from email If your reviewers prefer to respond by email rather than logging into Formaloo, CC Formaloo lets you collect their decisions from email threads and record them directly on the application submission. → How to use CC Formaloo to collect data from email threads
Re-engage past applicants with a targeted email campaign Once an intake period closes, use Formaloo's email campaign tool to reach out to unsuccessful applicants, announce the next intake period, or follow up with approved applicants who haven't responded. → How to send an email campaign and collect data with AI agents in Formaloo
Ready-to-use templates
Don't build this from scratch — we've already put it together for you.
Insurance application multi-reviewer scoring portal, A complete ready-to-use system with the application form, weighted reviewer decision fields, auto-scoring logic, reviewer pages, Kanban pipeline, and all three applicant emails pre-configured. Customize the fields, weights, and thresholds to fit your organization's review process.
Learn more how-tos
How to build a dual-approval request workflow If you need a simpler two-reviewer sign-off — without weighted scoring — this guide walks through a lightweight approval workflow that works for internal requests, procurement, or HR processes. → How to build a dual-approval request workflow in Formaloo
How to collect event registrations, manage capacity, and send automated confirmations The same automated email and status logic used in this portal applies directly to event registration — with per-tier capacity limits, waitlisting, and branded confirmation emails. → How to collect event registrations, manage capacity, and send automated confirmations in Formaloo
How to build a score-based learning style quiz with personalized results Uses the same weighted variable and calc logic from this portal — applied to a quiz that assigns personalized outcomes based on how users answer. → How to build a score-based learning style quiz with personalized results in Formaloo
Ready to build this?
💬 Get help from our concierge team Our team will help you set this up for your specific use case.
📅 Book a demo for Team/Enterprise setup See how teams use Formaloo at scale with advanced permissions and integrations.