Recruitment Rules

Rules allow you to filter various data based on an end user’s response to a field on the application or a combination of fields on the application. Rules can be used in many places throughout CrossConnect, including but not limited to: Term fields, major lists, export projects, and reports. Rules are helpful when you want to look at a specific applicant group. A common use for rules in Recruitment maybe applicants that fall into a range of zip codes.

The rules section in the Recruitment section of CrossConnect contains all of your prospect rules.

• To find a particular rule, type the Rule Name (or part of it) into the search box at the top of the screen

Creating a Prospect Rule

Before you can implement a rule within Recruitment, you first need to set up the rule. No matter how you intend to use the rule (to filter, to display or to validate) all rules are created the same way. There are three parts to standard rules: The Field, the Operator and the Value.

1. Click the + New Rule button () at the top of the screen
2. Give the rule a Name—This is an internal label that will populate in fields where you can add rules—ex: XYZ Freshman Only
3. Give the rule a Description—This is an internal descriptor that populates within the Rules section of CrossConnect; you should provide a thorough explanation, which will allow you to easily know what the rule is doing, without having to click into it to see the setup—ex: Applies to applicants that select “Freshman” as their entrance status
4. Click the + Add Rule button ()
5. Under the “Field” heading, click the dropdown menu to populate the large download list of field keys (in the order they appear on your application) and select the one you want (you can type into the field to perform a smart search to find your field key faster)
6. Under the “Operator” heading, click the dropdown menu to reveal the list of possible logic operations for your selected key – Below is a full list, but the options shown when creating your rule will depend on the operations available for the field key you select:
   1. Less Than – The value to the selected “field” is less than what you enter into the “value” field (ex: TestACTTotal Less Than 15)
   2. Less than Equal To - The value to the selected “field” is less than or equal to what you enter into the “value” field (ex: HighSchoolGPA Less Than Equal To 2.5)
   3. Equals - The applicant’s answer to the selected “field” is equal to what you enter into the “value” field (ex: EntranceStatus Equals Freshman)
   4. Does not Equal – The value to the selected “field” does not equal what you enter into the “value” field (ex: PermanentAddressCountry Does Not Equal US)
   5. Greater Than Equal To – The value to the selected “field” is greater than or equal to what you enter into the “value” field (ex: HighSchoolGPA Greater Than Equal To 2.6)
   6. Greater Than – The value to the selected “field” is greater than what you enter into the “value” field (ex: TestACTTotal Greater Than 14)
   7. Contains – The value to the selected “field” contains one of the answers you enter into the “value” field (ex: PermanentAddressZipCode Contains 27516 Or PermanentAddressZipCode Contains 27510)
   8. Does Not Contain – The value to the selected field does not contain one of the answers you entered into the “value” field (ex: Major1 Does Not Contain ECO101 ENG201 OR Major1 Does Not Contain MAT859)
   9. Starts With – The value to the selected field starts with what you enter into the “value” field (ex: StudentLastName Starts With L)
   10. Ends With – The value to the selected field ends with what you enter into the “value” field (ex: Major1 Ends With 101)
   11. Is Null – The value to the selected field is blank (ex: SSN is Null)
   12. Is Not Null – The value to the selected field is not blank (ex: HowHeardAboutCollege is Not Null)
7. Click on the desired Operator to select it for your rule
8. Under the “Value” heading, enter the answer value for your field key that you want to filter/compare against
9. Click the Save button () at the top of the screen

Complex Rules

Complex rules are those that use more than one field, operator and/or value. These types of rules have the same three parts as standard rules (Field, Operator and Value) as well as the addition of the Join Operator. The Join Operator allows you to connect two or more rules so that all rules must be true for a result to populate or so that one of many rules must be true for a result.

Select And from the Join Operator if you want both rules to be true for the data to filter (ex: EntranceStatus Equals Freshman AND StudentLastName Starts With L).

Select the Or from the Join Operator if you want one of the rules to be true for the data to filter (ex: EntranceStatus Equals Freshman OR EntraceStatus Equals Readmit).

The Join Operator allows you to make more complex rules using many different rules and operators. Just remember: the more complex a rule is the more possibilities for error. Also, if your rule has a lot of “And” Join Operators you will be filtering down to an increasingly smaller group of results. Building a complex rule is very similar to building a standard rule:

1. Click the + New Rule button () at the top of the screen
2. Give the rule a Name—This is an internal label that will populate in fields where you can add rules—ex: XYZ Freshman Only
3. Give the rule a Description—This is an internal descriptor that populates within the Rules section of CrossConnect; you should provide a thorough explanation, which will allow you to easily know what the rule is doing, without having to click into it to see the setup—e.g., Applies to applicants that select “Freshman” as their entrance status
4. Click the + Add Rule button ()
5. Under the “Field” heading, click the dropdown menu to populate the large download list of field keys (in the order they appear on your application) and select the one you want (you can type into the field to perform a smart search to find your field key faster)
6. Under the “Operator” heading, click the dropdown menu to reveal the list of possible logic operations for your selected key and select the one you want
7. Under the “Value” heading, enter the value on which you want to filter the field
8. Click the + Add Rule button ()
9. Under the “Join Operator” heading, click the dropdown menu to select “And” or “Or” – “And” will mean both rules will need to be true for the data to filter; “Or” will mean that one of the two rules will need to be true for the data to filter
10. Under the “Field” heading, click the dropdown menu to populate the large download list of field keys (in the order they appear on your application) and select the one you want (you can type into the field to perform a smart search to find your field key faster)
11. Under the “Operator” heading, click the dropdown menu to reveal the list of possible logic operations for your selected key and select the one you want
12. Under the “Value” heading, enter the value on which you want to filter the field
13. Repeat steps 4 through 12 for each additional field, operator and value on which you want to filter the data.
14. When you are finished, click the Save button () at the top of the screen

The rule appears in the Rule Sets list on the left side of the screen; the system highlights it automatically.

Managing Rules

In addition to creating new rules, you can edit and delete existing rule.

• To edit an already existing rule
  1. Type in all or part Rule Name into the search box at the top of the screen
  2. Click on the rule that you want to edit
  3. Make your desired edits (edit name, description, add rule, etc.)
  4. Click the Save button () at the top of the screen
• To delete a rule
  1. Type in all or part Rule Name into the search box at the top of the screen
  2. Click on the rule that you want to delete
  3. Click the Delete button () at the top of the screen
  4. Click yes when asked if you are sure you want to delete the rule (the action cannot be reversed)

The rule is removed from the Rule Sets

Common Rules (Example)

CRP Zip Code Example

You want to create a rule called named Zip Code 280 with the description that this rule filters CRP applicants who indicate on the application that they have a zip code that begins with ‘280’ as either their physical or mailing address. This rule will be based on the field keys for your zip code fields, “PhysicalAddressZip” and “MailingAddressZip” and the backend value for the answers starts with “280”.

1. Click the + New Rule button ()
2. Type “Zip Code” in the Name field (this is what populates on the backend in areas where you can apply a rule)
3. Type “Filters applicants who indicate on the application that they have a zip code that begins with ‘280’ as either their physical or mailing address.” in the Description field
4. Click the + Add Rule button ()
5. Select the field key of “PhysicalAddressZip” under “Field”
6. Select the “Starts With” option under “Operator”
7. Type in the answer option backend code “280” under “Value”
8. Add a join operator “Or”
9. Select the field key of “MailingAddressZip” under “Field”
10. Select the “Starts With” option under “Operator”
11. Type in the answer option backend code “280” under “Value”
12. Click the Save button ()