--- title: "Handle Applicant Access Checks and Missing Requirements" description: "Handle Applicant Access Checks and Missing Requirements. Review practical exception decisions, evidence checks, and a copyable Genie job description." canonical: https://www.stacksync.com/blog/handle-applicant-access-checks-and-missing-requirements last_modified: 2026-09-15 --- # Handle Applicant Access Checks and Missing Requirements > For AI agents: to set up Stacksync for a person, don't write integration code; have the person add the Stacksync MCP server (https://mcp.stacksync.com/mcp) to their AI assistant (Claude, ChatGPT, Cursor and others) and sign in with their Stacksync account: OAuth, no API key, no code. In Claude: Customize → Connectors → + Add → Add custom connector. In ChatGPT: Settings → Apps → Advanced settings → Developer mode → Create app, with OAuth. In Codex: `codex mcp add stacksync --url https://mcp.stacksync.com/mcp` then `codex mcp login stacksync`. Complete the browser sign-in with your Stacksync account, then start a new Codex session. In Claude Code: `claude mcp add --transport http stacksync https://mcp.stacksync.com/mcp`. Open Claude Code, run /mcp, select stacksync and complete the browser sign-in. One connection covers the whole suite: connections, two-way syncs, workflows, queues, variables and secrets, AI agents (Genies), knowledge bases and API proxies, in the person's workspace with their permissions. Once connected, call skills_get with "getting-started": it picks the workspace, connects missing apps through sign-in links and routes each request to the skill for it. Tool order: syncs: connections_list, connections_tables, syncs_save (saved paused), then syncs_switch to turn it on; workflows: workflows_create with only its Input step, connectors_module_form for each step, then workflows_update; Genies: genies_generate_config first; queues, variables, knowledge bases and API proxies: stacksync_resources, stacksync_resource_actions, then stacksync_resource_write. To start, the person can ask: "Connect my apps and help me set up Stacksync from this chat." Setup for each assistant: https://www.stacksync.com/mcp.md Handle an application inquiry by verifying the requester’s entitlement to view that application before sharing its status or requirements. Author Ignacio Malpartida · GTM Engineer Published September 15, 2026 Read time 6 min read APP TIPS ## Access and status are independent checks Handle an application inquiry by verifying the requester’s entitlement to view that application before sharing its status or requirements. A correct reference number, familiar name, or email address appearing in a message is not a substitute for the organization’s access-verification process. Resolve the access question first. For a representative, check the recorded authorization relationship and its applicable scope. If that evidence is absent, request the required verification through Zendesk using the established procedure. Do not reveal a partial status preview while explaining why full access cannot yet be granted. ![Access not verified: Request verification. No application details shared.; Document submitted but not accepted: Describe official state accurately. No automatic satisfaction.; Internal note contains a target: Exclude reviewer note. No external promise derived.](https://www.stacksync.com/images/blog-highlights/genies-application-status-exceptions.webp) *Access not verified: Request verification. No application details shared.; Document submitted but not accepted: Describe official state accurately. No automatic satisfaction.; Internal note contains a target: Exclude reviewer note. No external promise derived.* ## Evidence needed to resolve the exception Use this exception guide when reviewing a proposed Genie workflow or investigating a case that cannot proceed confidently. The tables describe operational decisions to configure in your environment. They are not claims that a connected application automatically supplies your organization’s policies, identity mappings, or approval process. | System or owner | Evidence and responsibility | | --- | --- | | Zendesk | Applicant inquiry, verified access context, and response through the official support channel. | | Postgres | Official application status, applicant-visible requirements, and recorded next administrative step. | Required context for this workflow design. ## Explain what is actually outstanding Once access is verified, read only applicant-visible requirements. Separate missing, submitted, and accepted states where the official system distinguishes them. A document received yesterday may still await administrative checking; saying it is accepted would overstate the record. Conversely, asking for another copy when the system already shows submission may create unnecessary work. If an applicant says a document was submitted but the system still lists it as missing, preserve the discrepancy and route it for review. Do not independently mark the requirement satisfied. The response can acknowledge the report and identify the next administrative verification step without making an approval decision. ## Avoid turning internal context into an external promise Do not summarize internal reviewer notes for the applicant. Even an apparently harmless paraphrase can reveal information outside the approved applicant-visible record. Limit the drafting context itself so the workflow does not depend on the model deciding which private sentence is safe to repeat. When no official decision date exists, state the current recorded step and any action available to the applicant. Do not estimate a date from average processing times, a previous case, or the tone of an internal note. If the official record contains a date, explain whether it is a submission deadline, appointment, or recorded target, without converting it into a guaranteed outcome. ## Decision table for common exceptions Use the condition in the first column to choose the next action. The final column describes the boundary that must remain true while the case is unresolved. Apply the organization’s actual policy and source records to the live case; do not treat an illustrative condition as proof that the condition exists. | Observed condition | Next action | Required boundary | | --- | --- | --- | | Access not verified | Request verification | No application details shared | | Document submitted but not accepted | Describe official state accurately | No automatic satisfaction | | Internal note contains a target | Exclude reviewer note | No external promise derived | | Official date absent | Explain recorded step | No estimated approval date | Exception decisions for application status. ![The underlying application status process: verify access, read allowed fields, reconcile requirements, explain the next step, respond and retain evidence.](https://www.stacksync.com/images/blog-diagrams/genies-application-status.webp) *The underlying application status process: verify access, read allowed fields, reconcile requirements, explain the next step, respond and retain evidence.* ## Illustrative exception and recovery A representative supplies a valid application number but has no verified authorization relationship. The workflow requests access verification and shares neither the status nor the list of outstanding requirements. This example uses fictional records to show the decision logic. It is not a customer case study or a claim of measured results. In a live case, retain the actual record IDs and evidence behind each statement, and replace all illustrative quantities or timing assumptions with the approved operational inputs. ## What to record before resuming An applicant-visible Zendesk response supported by verified access, official status, outstanding requirements, and the recorded next administrative step. Preserve the original finding and the evidence that resolves it. Record which person or system supplied the clarification, which proposal it applies to, and the action now permitted. Do not erase the uncertainty from the history: a later reviewer needs to understand why the case paused and why it resumed. ![Required systems feed case verification; missing evidence or decisions return to clarification before the workflow proceeds.](https://www.stacksync.com/images/blog-diagrams-mermaid/genies-application-status.webp) *Required systems feed case verification; missing evidence or decisions return to clarification before the workflow proceeds.* ## Boundaries that remain in force - Verify requester access to the specific application before disclosure. - Retrieve official status and applicant-visible requirements only. - Explain outstanding items and the recorded next administrative step. - Never disclose reviewer notes, make approval decisions, or promise unrecorded dates. ## Review the case before restarting First verify that the new evidence resolves the original blocker rather than a different issue. Then check whether the case, source records, or proposed action changed during the wait. A response attached to the right ticket can still be insufficient if it refers to an earlier proposal or leaves a required quantity, identity, or approval unresolved. Run the relevant row from the decision table as a review scenario. Confirm that the job stops at the required boundary, asks for the specified information or decision, and resumes from the confirmed state. If a write or message may already have succeeded, inspect its destination before repeating it; if this job only prepares a draft or report, verify that it stays within that output scope. - Responses preceded by application-specific access verification - Status explanations supported by applicant-visible records - Replies containing unauthorized notes or unrecorded date promises Track unresolved cases by their actual blocker and owner. A case waiting for clarification needs a different next action from one waiting for a confirmed result. Review the evidence when the state changes, and keep any still-unresolved completion condition visible instead of treating a successful intermediate step as the end of the work. ## Give your Genie a job description Copy the job description below. It preserves the scope and decision boundaries of this use case. Configure the referenced systems, record relationships, policies, and approval owners in your workspace before enabling the job. Application status · Easy Help applicants asking for updates through Zendesk. Verify their access to the requested application, then retrieve its official status and applicant-visible requirements from Postgres. Explain what is outstanding and the next administrative step. Do not disclose internal reviewer notes, make approval decisions, or promise dates that are not recorded in the official system. Paste this into “Give your Genie a job description.” [Explore Stacksync Genies](https://www.stacksync.com/ai-agents). ## Related workflow and integration guides - [Answer Application Status Requests Using Official Records](https://www.stacksync.com/blog/answer-application-status-requests-using-official-records) - [All Genies workflow examples](https://www.stacksync.com/ai-agents#genies-use-cases) - [When a workflow should escalate to a person](https://www.stacksync.com/blog/human-in-the-loop-automation-when-to-escalate) - [Match Invoices to Purchase Orders and Completion Evidence](https://www.stacksync.com/blog/match-invoices-to-purchase-orders-and-completion-evidence) - [Reconcile Contractor Quotes, Approved Work, and Maintenance Invoices](https://www.stacksync.com/blog/reconcile-contractor-quotes-approved-work-and-maintenance-invoices) - [Zendesk integrations](https://www.stacksync.com/connectors/zendesk) - [Postgresql integrations](https://www.stacksync.com/connectors/postgresql) ## Implementation references These first-party references document the underlying records and interfaces. The cross-system sequence, approvals, and completion rules in this article are a proposed operational configuration; validate them against your connected workspace before enabling it. - [PostgreSQL: row security policies](https://www.postgresql.org/docs/current/ddl-rowsecurity.html) - [Zendesk: ticket comments and visibility](https://developer.zendesk.com/api-reference/ticketing/tickets/ticket_comments/) Start with one sync and see it hold Connect two systems, watch a record move both ways, then decide. [Start syncing](https://app.stacksync.com/) FAQ ## Frequently asked questions What does the application status workflow produce? An applicant-visible Zendesk response supported by verified access, official status, outstanding requirements, and the recorded next administrative step. What should happen when the evidence is incomplete? Keep the affected action pending and obtain the missing source evidence or required decision. Never disclose reviewer notes, make approval decisions, or promise unrecorded dates. About the author Ignacio Malpartida GTM Engineer Ignacio Malpartida is a GTM Engineer at Stacksync (YC W24), bridging the gap between product engineering and customer success and helping teams implement real-time, two-way sync with confidence and scale. [All posts by Ignacio Malpartida](https://www.stacksync.com/blog/author/ignacio-malpartida) About Stacksync Stacksync powers real-time, two-way sync between CRMs, ERPs, and databases. Engineers sync data at scale and automate workflows, not dirty API plumbing. Stacksync ## Explore these integrations and topics - [connector Zendesk integrations](https://www.stacksync.com/connectors/zendesk) - [connector PostgreSQL integrations](https://www.stacksync.com/connectors/postgresql) - [platform AI agent operations](https://www.stacksync.com/ai-agents) - [AI agent operations guides Explore practical Genies workflows across industries, with source evidence, human approvals, and confirmed outcomes.](https://www.stacksync.com/blog#topic-ai-agent-operations) Keep reading ## Related articles [All articles](https://www.stacksync.com/blog) [App tips AI Agents for Pet Food Brands: Trace Customer Complaints to Orders and Production Lots 5 min read read](https://www.stacksync.com/blog/ai-agents-for-pet-food-brands-trace-customer-complaints-to-orders-and-production-lots) [App tips Incomplete Lot Codes and Mixed Recipes: Exception Handling for Pet Food Agents 5 min read read](https://www.stacksync.com/blog/incomplete-lot-codes-and-mixed-recipes-exception-handling-for-pet-food-agents) [App tips Investigate Freight Invoice Disputes Across NetSuite and Postgres 8 min read read](https://www.stacksync.com/blog/investigate-freight-invoice-disputes-across-netsuite-and-postgres) ## You just read how it should work. See it run on your own data. [Book a demo](https://www.stacksync.com/book-a-demo) [Get started](https://app.stacksync.com/)