Scenario
As an admin or site owner, you have repetitive workflows for content assignments, event enrollments, and group management. You want to automate these processes to save you lots of time and effort while reducing the chances for user error.
Solution
Here are the typical steps for building automated rules:
Understand the rule you need to create, based on your repetitive workflows.
Identify the rule you want to create, based on your repetitive workflows.
You can automate group management, event enrollment, content assignments, and (coming soon) badge assignments. For example, you can automatically assign an onboarding track to any new engineering hires in your org. Understanding what repetitive workflow you want to automate allows you to build your automated rule effectively.
Create a People dashboard segment.
Every rule is designed for a particular group of people. If you have to repeatedly assign new engineering hires to a certain onboarding track, that is the group of people you should build your automated rule for. You do this by creating a segment on the People dashboard.
You can learn more about this at How to use dashboard segments.
Create an automated rule.
In this step, you define a rule name and description, a condition for the rule (which is the segment you created in step #2), and an action for the rule to take. When you're finished setting up your rule, the system runs a nightly evaluation to see if the condition you set up is true (for example, if there have been any new engineering hires that meet the condition), and it will execute the action you defined (for example, assigning an onboarding track to new engineering hires).
For more on this step, see How to create an automated rule.
Manage automated rules.
You can return to the Automated Rules dashboard to prioritize the order in which rules should be run, you can adjust the segments used for conditions, and you can update actions for a rule.
Special consideration - Organize your rules in a strategic order, as they execute sequentially from top to bottom. Each subsequent rule, positioned lower in the sequence, will not trigger until the rule above it completes execution. So you'll want to ensure that the order of your rules facilitates the desired flow and outcomes specific to your unique setup and intended actions.
Go deeper
Rule structure
Each rule is composed of three parts:
a name to uniquely identify the rule's function
a condition that designates who the rule should apply to (via dashboard segments)
an action the rule takes when conditions are met
Special considerations for rule frequency
The rules can take into account any employee data available at the time of people integration sync, both PlusPlus data and data supplied by your HRIS data source.
As default PlusPlus runs a daily People Integration data sync automatically starting at 00:00 UTC, which for perspective, is 7:00 Hours ahead of the PST time zone. Depending on your instance's interval setting of this automatic sync, which can be configured from every 24 to every 3 hours, your next sync may not trigger until the next day at 00:00 UTC.
This is configured here where they can be set as frequently as every 3 hours
https://{YourInstanceName}.plusplus.app/a/system-settings/integrations/#people
Note: As noted above, automated rules are triggered to run right after any "system initiated" PI sync completes, however, they are not triggered with manual PI sync from the PI Syncs dashboard. They can be manually trigged from the Automated Rules dashboard via the right side menu
Because rules run at least nightly, the conditions you set up are evaluated at least once per day. Rather than duplicating an action if conditions are met in consecutive runs of a rule, the system ignores the met condition. For example, if on a Monday, a new engineering hire meets the condition of a rule and is assigned to an onboarding track as result, the new engineer will not be assigned the same track when the rule runs on Tuesday, even if they meet the conditions of the rule.
See also