Rule Stages can be used to skip a stage, fast-track applicants, or even auto-reject applicants. Rule Stages can automatically be moved to another stage in any Opening, or update their profile based on certain criteria (e.g. responded to "Are you over 21?" with "No").
Here is the list of logic criteria, and the actions you can build rules on:
|If (Conditions)...||...Then (Actions)|
|Personality Test Score|
|Applicant Duplicate Status|
|Background Check Status|
|Applicant Field||Move to the stage...|
|Applicant Label||Move to another opening|
|Document has been Uploaded||Update application data with...|
|Score Card Result||Move to the stage...|
|Document Signing status|
- How to add the Rule Stage
- Where to place the Rule Stage
- Types of criteria you can set as a condition for the rule
Add Rule Stage
- You need to have an Opening first before you can add stages. Check out the article on how to add an Opening.
- Get into the Workflow Editor by clicking on Actions next to the Opening then Edit Workflow.
- On the top left, click on the Add rule button.
- Give your Rule Stage a title and specify where in the workflow you want to add it to.
- Click the blue Add Rule Stage button to confirm.
- Click on the green Add rule button to add a rule. You can add multiple rules to the same Rule Stage for a cleaner workflow (instead of a workflow with many Rule Stages back to back).
- Fill the logic condition(s).
- Give it an action(s) in response to the condition criteria.
The action can also perform multiple actions to your rules. For example, you can simultaneously move the applicant AND update their profile IF they meet the criteria.
- Give an action for applicants who don't meet the logic.
Moving to Reject
If you do choose to reject an applicant as the action, keep in mind that reject reasons are customizable in your company settings and can have specific message templates applied and sent if the applicant lands in the rejected stage. For more information on this see our Help Center article here.
- Click the blue Save changes button.
Placement of the Rule Stage
In order for the rule to apply for the applicant to pass through the Rule Stage,
The Rule Stage MUST be placed after the stages that collect the information you are building the criteria for. For example, the Rule Stage is based on a field (age_requirement = yes). You cannot place this Rule Stage before the Data Collection stage that asks the question "Do you meet the age requirement?" question because all the applicants who have gone through this Rule Stage will not have this field yet.
Rules Cannot Retroactively be Applied
All future applicants going through this rule stage who match the rule set will be move/updated according to your rule, but any applicants in the stage after the ruling stage will not.
The following are the types of condition you can choose from in Step 7 of building a rule.
You can build a rule based on the lesson's score and status from the Learning Stage. For example, you may want to reject applicants who scored a 70% or lower on one of the lessons, you can build a rule for that to filter them out to move them in the Reject stage and move those who passed to the next stage.
When you select one of the Learning Stage status/score options as the condition, you'll get the option to then specify the lesson/course the rule will apply to and then you can add in the threshold score and status.
Rules on Lessonly Scores
If you're building a rule on Lessonly score, keep in mind that the minimum score you set in the rule will apply to every lesson within the course. For example, if the minimum passing score is 70% and there are 3 lessons in the selected course, an applicant who scored a 80%, 75%, and a 65% would be rejected because all 3 scores must be above 70%.
The logic can be very simple with a single logic statement: if x exists, then y happens.
The field value in the condition component of any rule must match exactly to the existing field value, but is NOT case-sensitive. For example, if you're using a multiple-choice question with the options "Yes" and "No" in your data collection form, and you want to set up a rule using that question, you can enter the field value as "Yes" or "No" OR "yes" or "No".
If you have set up a new application or data collection form, or added new questions to an existing form and would like to use one of the fields for the rule, then you MUST first submit test responses to the form. Otherwise, the field(s) will not appear as an option in the Rule Stage. See the article.
The "Applicant field comparison" condition allows you to compare two data keys. A common use case for this condition is to validate information submitted by applicants, e.g. validating email address by collecting twice and checking for inconsistencies or typos.
You can build a rule condition based on Scorecard results that use numerical scoring (Weighted and Unweighted) and is based on the total score. For example, if you have 3 questions in a scorecard, the rule will take the cumulative of all 3 questions.
Before you can build a rule on scorecards results, you must have scorecard set up. Once you have done so, set the rule by selecting Score Card is for the condition. Then select a scorecard and set the enter the value of the cumulative score
Applicants with No Scorecards
If a scorecard does not exist for the applicant, the 'If applicant does not meet any rule' action will take place.
If your workflow has a Personality Test Stage, then you build a rule based on the personality test score. You can build it based on the Overall Fit score, or the individual component score of Traitify's Big Five Personality Types: Openness, Agreeableness, Conscientiousness, Extraversion, and Openness.
The Switch Applicant Data stage enables you to switch a data field or value with a different set of data.
In order to view this option, you must have a condition that says the APPLICANT FIELD EXISTS to avoid switching empty fields. You can also set the condition as APPLICANT FIELD DOESN'T EXIST to use the Switch Data option.
In the example displayed below if the Applicant field is (demo_new_email) and includes (demo) AND the Applicant field is (demo_new_email) and includes (@gmail.com) AND the Applicant field exists (demo_new_email).
Then do all of these actions:
Switch Applicant Data AND , Switch this value (email), With this value (demo_new_email).
If applicant does not meet any rule, then (Move applicant to next stage Recommended).
You can build rules based on Background Check Status of the report. The condition options may vary depending on the provider of your checks.
Rules on Checkr's Status
If you're building rules on the background check reports provided by Checkr, be aware of the adjudication cycle which updates the status in cycles. When a report has successfully been run, the results are typically "Clear" or "Considered". However, "Considered" will go through the adjudication process where the status will change again after a set period of time if no action was made by the applicant. Since these later statuses update later, in order for the rules to apply properly, make sure to adjust the settings in the Background Check Stage to hold the applicants until the final status has been updated before auto moving the applicant forward.
Multiple Value Condition
You can add multiple numerical values to a rule condition. For example, if you are trying to sort applicants with a rule stage by zip code, you can list all of the zip codes in one comma-separated list, instead of creating multiple rules.
Make sure to select Is in this list and you'll need to input the numerical values separated by a comma (no space).
In this example, all applicants that have a zip code 94112, 94103, or 94121 will be moved to the next stage. If their zip code is not in the list above, they would not meet this rule's criteria and based on the actions we set for "if applicant does not meet any rule, then..." the applicants would be rejected.
You can also build more complex logic where you string together multiple conditions using "OR" or "AND".
For example, if the applicant answers "No" to over 18 years old AND "No" to having a car AND "No" to having a Driver's License THEN they will be moved to Rejected with a custom reason "Does not meet requirement". Otherwise, the applicant will move forward to the next stage.