Explorer/State Machine Docs/Intake

Intake State Machine

Domain: intake · API spec: intake-openapi.yaml

Application

States

State	Description	SLA clock
draft	Created but not yet filed; regulatory clock has not started	stopped
submitted	Formally filed; regulatory clock starts; caseworker task and automated screening initiated	running
under_review	Caseworker is actively reviewing; clock is running toward the 30/45-day deadline	running
pending_approval	Determination awaiting supervisor approval; clock paused per agency policy	stopped
withdrawn	Household withdrew; open tasks cancelled and household notified. Terminal.	stopped
closed	Intake complete; case management creates a benefit case if approved. Terminal.	stopped

Actions

Action	Actors	Transition	Steps
submit API → Formally submits a draft application, starting the regulatory processing clock	Applicant, Case Worker	draft→submitted	Record when the application was formally submitted `sets submittedAt` Emit intake.application.submitted — starts the regulatory clock; triggers caseworker task creation, confirmation notice, and person matching
open API → System marks a submitted application as under active caseworker review	System	submitted→under_review	Emit intake.application.opened — signals caseworker has begun active review
complete-review API → Caseworker signals data collection is complete and the application is ready for determination	Case Worker, Supervisor	no state change	Emit intake.application.review_completed — signals data collection is complete; triggers eligibility determination
submit-for-approval API → System routes the application to supervisor review when state-configured approval thresholds are met	System	under_review→pending_approval	Emit intake.determination.approval_needed — triggers supervisor approval task creation; states configure approval thresholds via rules overlay
approve-determination API → Supervisor approves the determination; closes the application and triggers NOA and case creation	Supervisor	pending_approval→closed	Record when the intake phase closed `sets closedAt` Emit intake.application.closed — signals intake is complete; triggers case creation
reject-determination API → Supervisor rejects the determination and returns the application to the caseworker for revision	Supervisor	pending_approval→under_review	Emit intake.determination.rejected — signals the determination was rejected; workflow returns the caseworker task to in_progress via return-to-worker
close API → Marks a reviewed application as closed after all determinations are complete	Case Worker, Supervisor, System	under_review→closed	Record when the intake phase closed `sets closedAt` Emit intake.application.closed — signals intake is complete; triggers case creation
withdraw API → Applicant or caseworker withdraws the application before a decision is made	Applicant, Case Worker, Supervisor	submittedorunder_review→withdrawn	Record when the application was withdrawn `sets withdrawnAt` Emit intake.application.withdrawn — triggers open task cancellation and withdrawal notice

Event Subscriptions

Event	Emitted by	Handler steps
`workflow.task.claimed`	Workflow/Task	Transition the application from submitted to under_review when a caseworker claims the intake review task Create an Interview record when a caseworker claims an application_review task; SNAP requires an interview before determination (7 CFR § 273.2(e))
`intake.application.submitted`	Intake/Application	Create electronic Verifications per member (identity, citizenship, immigration) and per income source (income), and document Verifications at the household level for the given program. Residency is a SNAP-required household-level obligation (7 CFR § 273.2(f)(1)(iii)) — no electronic check exists, so it is created as document-type. Create electronic Verifications per member (identity, citizenship, immigration) and per income source (income), and document Verifications at the household level for the given program. Residency is a SNAP-required household-level obligation (7 CFR § 273.2(f)(1)(iii)) — no electronic check exists, so it is created as document-type.
`data_exchange.call.completed`	unknown	Transition the Verification based on the service call result; on inconclusive/partial/error, creates a document fallback per ex parte rules (42 CFR § 435.911)
`scheduling.appointment.scheduled`	unknown	Append the appointmentId to Interview.appointments when an appointment is scheduled against an interview subject. Non-interview appointments (subjectType != interview) are ignored.
`document_management.document_version.uploaded`	unknown	Satisfy the Verification and record the uploaded document version as evidence; trigger only fires when metadata.intake.verificationId resolves to a known Verification
`eligibility.determination.created`	unknown	For each:
`eligibility.application.decision_completed`	Eligibility/Decision	Write eligibility outcome to ApplicationMember.programDeterminations. Informational write-back only — does not trigger application close. Medicaid RTE results may arrive before intake closes; SNAP results typically arrive after.
`eligibility.application.determination_completed`	Eligibility/Determination	If `false`: Route to supervisor approval when state-configured thresholds are met; states replace this condition with their CEL threshold expression via rules overlay Else: Close the application when all determinations are in and no supervisor approval is required
`eligibility.application.expedited`	Eligibility/Determination	Set isExpedited on the application when eligibility screening confirms expedited criteria are met
`client_management.person.match_resolved`	unknown	Set personId and personMatch on ApplicationMember; personId is set only on confirmed matches
`intake.member_income.created`	unknown	If `$application.status is not "draft" and $application.status is not "withdrawn" and $application.status is not "closed"`: If `"snap" in $application.programsAppliedFor`: {"POST":"intake/applications/verifications","body":{"applicationId":"$application.id","sourceId":"$this.data.id","sourceType":"income","category":"income","verificationType":"electronic"}}
`intake.application_member.created`	unknown	If `$application.status is not "draft" and $application.status is not "withdrawn" and $application.status is not "closed"`: If `"snap" in $application.programsAppliedFor`: {"POST":"intake/applications/verifications","body":{"applicationId":"$application.id","sourceId":"$this.data.id","sourceType":"member","category":"identity","verificationType":"electronic"}} If `"medicaid" in $application.programsAppliedFor`: {"POST":"intake/applications/verifications","body":{"applicationId":"$application.id","sourceId":"$this.data.id","sourceType":"member","category":"citizenship","verificationType":"electronic"}} {"POST":"intake/applications/verifications","body":{"applicationId":"$application.id","sourceId":"$this.data.id","sourceType":"member","category":"immigration","verificationType":"electronic"}}
`communication.notice.sent`	unknown	{"PATCH":"intake/applications/verifications/$verification.id","body":{"documentRequests":{"$push":{"noticeId":"$this.subject","type":"$this.data.type","sentAt":"$this.time"}}}}

Verification

States

State	Description	SLA clock
pending	Verification item created; electronic check or document request not yet complete	stopped
inconclusive	Electronic check returned insufficient data; document fallback triggered (42 CFR § 435.940)	stopped
satisfied	Verified — via electronic check, document review, or interview. Terminal.	stopped
waived	Verification requirement waived by state policy. Terminal.	stopped
cannot_verify	Verification could not be completed after all attempts; caseworker decides next step. Terminal.	stopped

Actions

Action	Actors	Transition	Steps
satisfy API → System marks an obligation as satisfied after receiving conclusive service call or document evidence	System	pendingorinconclusive→satisfied	Emit intake.verification.satisfied — signals the obligation is fulfilled
mark-inconclusive API → System records that a service call returned inconclusive, triggering document fallback	System	pending→inconclusive	Emit intake.verification.inconclusive — triggers document fallback creation via intake rule subscription
waive API → Caseworker grants a waiver for an obligation that cannot be satisfied through normal means	Case Worker, Supervisor	pendingorinconclusive→waived	Emit intake.verification.waived — signals the obligation is resolved without evidence
mark-cannot-verify API → Caseworker closes an obligation when all available verification methods are exhausted	Case Worker, Supervisor	pendingorinconclusive→cannot_verify	Emit intake.verification.cannot_verify — signals all available verification methods are exhausted

Event Subscriptions

Event	Emitted by	Handler steps
`intake.verification.created`	unknown	Route each electronic Verification to its required service calls by category; document-type Verifications are skipped by initiateServiceCall