Staff Assignment Exclusion Rule

Exclusion Rules are used to lock a staff member to a particular record and override all other staff assignment rules. Also used to retain the staff assignments made during previous terms.

  • Exclusion Rule Option 1 - Staff Assigned Lock
  • Exclusion Rule Option 2 - Exclude Previous Term Assignments
Staff Assigned Lock

Create a Staff Assigned Locked Field

Be sure to create a Staff Assigned Locked field.

  1. Click Database in the top navigation bar and select Fields.
  2. Click Insert.
  3. Enter the following configurations in the popup window:
    • Status- Set the status to Active.
    • Scope - Set the scope to Person.
    • ID -The ID must be user_locked.
    • Name - Name the field Staff Assigned Locked.
    • Prompt - Important: The Prompt must be bit.
    • Value - If the field will store free-text data, if it is a related dataset field, or if it is using one of the following prompt lists: bit; language; state; or country, then configure this setting to Store Value (bit/language/state/country/user prompts and text fields only).
    • Multiple - Set this to Single Value.

Both the Staff Assigned field, as well as the Staff Assigned Locked field should be added to a Custom Tab on the Student Record. A staff assignment can be set for a record and locked it from student record view. 

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Create your Exclusions rule, make sure it belongs to the Staff Assignment exclusivity group, give it a priority of 1, and add the Staff Assigned Locked filter: 

  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 - Staff Assignment - Locked (Do Nothing)
    • Type - Field
    • Base - Prospects
    • Folder - Staff Assignments
    • Priority - Set a # that prioritizes this rule before rules looking to actually set the staff assigned field.

Configure the appropriate filters:

  • Staff Assigned Locked - Select IN Yes

Configure the appropriate action:

  • No Action Rule - Since this is rule #0, any record that has Staff Assigned Locked set to Yes will match and no action will be taken on the record. Those records will no longer be eligible for matching when Slate runs the remaining staff assignment rules. 

    Check Do nothing and skip processing of other lower-priority rules in this Exclusivity Group when filter criteria are met
Exclude Previous Term Assignments

Exclude records that have staff assignments from a previous term by adding an additional filter. Use Add Filter operators (e.g., if the record meets this criteria OR that criteria). For more complex logic, add parentheses as well.

Be sure to check Do nothing and skip processing of other lower-priority rules in this Exclusivity Group when filter criteria are met.

  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 - Staff Assignment - Locked Previous Term (Do Nothing)
    • Type - Field
    • Base - Prospects
    • Folder - Staff Assignments
    • Priority - 0
  4. Click Save.

Configure the appropriate filters:

  • Field Prompt Exists (Entry Term) - When prepping for a new year, inactivate past entry term prompts associated with an Entry Term field. By adding the 'Field Prompt Exists' filter and isolating records with an inactive prompt (i.e., Fall 2017), records will be excluded from current staff assignment rules.
  • Staff Assigned Locked - IN Yes
(
Fields Prompt Exists Field EXISTS Other - Entry Term, Active IN Inactive
OR
Staff Assigned Locked IN Yes
)

Configure the appropriate action:

  • No Action Rule - Since this is rule #0, any record that has Staff Assigned Locked set to Yes will match and no action will be taken on the record. Those records will no longer be eligible for matching when Slate runs the remaining staff assignment rules.

    Check Do nothing and skip processing of other lower-priority rules in this Exclusivity Group when filter criteria are met
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