Automate the Person Status

Person Status rules set the status for a record as Prospect, Inquiry, or Applicant. These rules can be added from the Slate Template Library. Initial Person Status Rules include the following, but can be customized:

  • Rule 1 - Keep Applicant
  • Rule 2 - Set Applicant
  • Rule 3 - Keep Inquiry
  • Rule 4a - Set Inquiry (Form Response)
  • Rule 4b - Set Inquiry (Test Score)
  • Rule 5 - Set Prospect
Rule 1 - Keep Applicant

If a record currently has the status of Applicant, do nothing to that record and skip all remaining rules in the person status exclusivity group.

  1. Click Database in the top navigation bar and select Rules Editor.
  2. Click New Rule.
  3. Enter the following configurations in the popup window:
    • Name - Person Status - Keep Applicant
    • Base - Prospects
    • Type - Person Status
    • Folder - Person Status
    • Exclusivity Group - Person Status
    • Non-deterministic - Rule is deterministic and has an exclusive priority.
    • Priority - 5
    • Status - Active
  4. Click Save.

Configure the appropriate filters:

  • Prospect Status - Returns prospect records with the student/person status IN/NOT in the status selected.
Prospect Status IN Applicant

Configure the appropriate action:

  • No Action Rule - Select the 'do nothing' check box as your action. This will ensure that records that have a status of applicant will not change from that status.
Rule 2 - Set Applicant

If a record has an application (either submitted or unsubmitted) then set the Person Status to Applicant; then stop evaluating the remaining person status rules.

  1. Click Database in the top navigation bar and select Rules Editor.
  2. Click New Rule.
  3. Enter the following configurations in the popup window:
    • Name - Person Status - Set Applicant
    • Base - Prospects
    • Type - Person Status
    • Folder - Person Status
    • Exclusivity Group - Person Status
    • Non-deterministic - Rule is deterministic and has an exclusive priority.
    • Priority - 5
    • Status - Active
  4. Click Save.

Configure the appropriate filters:

Application Exists - Returns prospects who have submitted/not submitted an application

(
Application Exists = EXISTS Not Submitted
OR
Application Exists = EXISTS Submitted
)

Configure the appropriate action:

  • Status - Set the status to Applicant.
Rule 3 - Keep Inquiry

If a record currently has the status of Inquiry, do nothing to that record and skip all remaining rules in the person status exclusivity group.

  1. Click Database in the top navigation bar and select Rules Editor.
  2. Click New Rule.
  3. Enter the following configurations in the popup window:
    • Name - Person Status - Set Inquiry
    • Base - Prospects
    • Type - Person Status
    • Folder - Person Status
    • Exclusivity Group - Person Status
    • Non-deterministic - Rule is deterministic and has an exclusive priority.
    • Priority - 10
    • Status - Active
  4. Click Save.

Configure the appropriate filters:

  • Prospect Status - Returns prospect records with the student status IN/NOT in the status selected.
Prospect Status IN Inquiry

Configure the appropriate action:

  • No Action Rule - Select the 'do nothing' check box as your action. This will ensure that records that have a status of applicant will not change from that status.
Rule 4a - Set Inquiry (Form Response)

If a record has a form/event registration, then set the person status to Inquiry.

  1. Click Database in the top navigation bar and select Rules Editor.
  2. Click New Rule.
  3. Enter the following configurations in the popup window:
    • Name - Person Status - Set Inquiry (Form Response)
    • Base - Prospects
    • Type - Person Status
    • Folder - Person Status
    • Exclusivity Group - Person Status
    • Non-deterministic - Rule is deterministic and has an exclusive priority.
    • Priority - 15
    • Status - Active
  4. Click Save.

Configure the appropriate filters:

  • Has Form/Event Registration - Returns prospects that have or do not have a form/event registration that is not canceled.
Has Form/Event Registration = Yes

Configure the appropriate action:

  • Status - Select the status of Inquiry.
Rule 4b - Set Inquiry (Test Score)

If a record has a verified test score, then set the person status to Inquiry.

  1. Click Database in the top navigation bar and select Rules Editor.
  2. Click New Rule.
  3. Enter the following configurations in the popup window:
    • Name - Person Status - Set Inquiry (Test Score)
    • Base - Prospects
    • Type - Person Status
    • Folder - Person Status
    • Exclusivity Group - Person Status
    • Non-deterministic - Rule is deterministic and has an exclusive priority.
    • Priority - 20
    • Status - Active
  4. Click Save.

Configure the appropriate filters:

  • Has Verified Test Score - Returns prospect records with a verified test score. 
Has Verified Test Score = Yes

Configure the appropriate action:

  • Status - Select the status of Inquiry.
Rule 5 - Set Prospect

Set the person status to Prospect for all records that failed to match the filter criteria for any other person status rules.

  1. Click Database in the top navigation bar and select Rules Editor.
  2. Click New Rule.
  3. Enter the following configurations in the popup window:
    • Name - Person Status - Set Prospect
    • Base - Prospects
    • Type - Person Status
    • Folder - Person Status
    • Exclusivity Group - Person Status
    • Non-deterministic - Rule is deterministic and has an exclusive priority.
    • Priority - 999
    • Status - Active
  4. Click Save.

Configure the appropriate filters:

  • N/A - A rule with no filters in an exclusivity group allows you to set a default assignment. Since all records that are not applicant or inquiry records should have the prospect status, do not include filters for this rule.

Configure the appropriate action:

  • Status - Select the status of Prospect.
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