Creating Auto-Assignment Rules.
A step-by-step guide to creating a Job Auto-Assignment Ruleset to automatically match inbound job names with Berke jobs. This will eliminate manually assigning your ATS jobs to Berke jobs via an email notification process. If you regularly open a large number of requisitions, this feature will save you significant time and ensure jobs in your ATS and jobs in Berke are synchronized and immediately available.
Please note: This tutorial requires you to already have an active ATS connected to your Berke account that is not CATS.
How it works:
- Log in to your Berke account.
- In the upper right of your screen is a "Settings" menu. Click to open, then go down to the "Applicant Tracking" section and select "Assign Jobs."
- If you have any unassigned jobs in your ATS, they will appear in a list here. To begin the auto-assignment rules, click the "Auto Job Assignment Rules" button on the upper right.
- A window will open with a textarea for writing rules in will appear. If you have no existing rules, this will be blank. The lines are numbered for easy reference once you have rules in place. You can revert back to previous rules versions by clicking on the timestamped dropdown of saved versions in the upper right of this window. Any time you have unsaved changes, the dropdown will read "Unsaved Rule Set."
Rules are processed starting from the top of the list. The first rule to create a successful match between an inbound job and an active job will be used.
If a match is NOT found, the email notification process to manually perform the job assignment will be used. This means the Technical Contact for your Berke account will be emailed with unmatched jobs.
All rules use the following format:
The Inbound Name and Berke Job must be separated by two tildes ~~. For example, the following rule matches an inbound Sales Manager to the Berke Sales Criteria job:
Rules are not case-sensitive, so Leadership matches LEADERSHIP and leadership.
You can leave a comment anywhere by putting it on a separate line and beginning that line with a # symbol. Comments are ignored by the ruleset parser. For example, the following line will be ignored:
Comments must be on their own line. Do not add comments to the end of rule lines.
You can give your rules a little breathing room with empty lines between them. Empty lines (whitespace) are ignored.
An example of how your rules might look:
Assignment Rule Types
There are three rule types you can use to match Inbound Job Names with Berke Jobs or SourceJobId values:
- Exact Match Rule
Inbound Name must exactly match the left side of the rule.
- Starts With Rule
Inbound Name must match a prefix value on the left side of the rule.
- Catch All Rule
Assigns anything the prior rules did not match. Each ruleset can have one Catch All rule.
Exact Match Rule
To create an Exact Match rule, use this format:
For example, when the Inbound Name is Vice President, Sales the following rule will select the Leadership Berke Job.
The previous example will not match Vice President Sales (missing comma). The Inbound Name must exactly match the left side of the rule to perform an assignment. Note that the previous example will match vice president, sales because matching is not case-sensitive.
The following example demonstrates how to match the Inbound Name Vice President, Sales to the Berke Leadership job assuming the Leadership job's SourceJobId is LeaderAsmt:
Starts With Rule
To create a Starts With rule, add the wildcard symbol * to the end of an Inbound Name phrase to match. For example, setting the Inbound Name to Vice President* will match Vice President, Vice President, Sales, and Vice President of Sales to the Leadership Berke job.
The previous example will not match Inbound Names like VP, Sales or Associate Vice President.
The previous example will match vice president of sales because matching is not case-sensitive.
Catch All Rule
To create a Catch All rule, use a single wildcard * symbol on the left side of your last rule to match everything that prior rules did not match. A ruleset can have a single Catch All rule at the end of the ruleset. For example, the following Catch All rule will match any Inbound Name to the Sales Manager Berke job.
If used, the Catch All rule will disable the job assignment email notification process. The Catch All rule is optional.
# The following four rules demonstrate
# rule order, exact match rules, starts with rules,
# the catch all rule, and using comments
# to document processing logic.
Sales Manager ~~ Sales Leadership
# when a job name Sales Manager is inbound,
# assign it to the Berke job named Sales Leadership
TeleSales ~~ Outbound Sales
# when a job named TeleSales is inbound,
# assign it to the Berke job named Outbound Sales
Sales* ~~ Inbound Sales
# when a job not previously matched by prior rules
# arrives prefixed by Sales, assign it to the Berke job
# Inbound Sales. For example, this will match
# Sales, Inbound and Sales Lead to Inbound Sales.
# It will not match Sales Manager because rule 1 (above)
# already matched on Sales Manager.
* ~~ General Assessment
# Catch all rule to match all other inbound names
# to the General Assessment Berke job. This
# rule will match on names such as Vice President of Marketing
# and Administrative Assistant. It will not match
# Sales Manager, TeleSales, or anything prefixed by Sales
# because names those were matched by the prior
# three rules. The catch all rule is optional. If used,
# the manual job assignment email notification process
# is disabled.
Rules Assignment Controls
There are several buttons along the bottom of the rules writing window.
- Generate Rules Set - makes a set of rules from existing jobs
- Validate Rules Set - verifies the script
- Test Name - opens another popup where you can type a name to test against a ruleset to see if any rules apply to it for assignment
- Test Unassigned Jobs - checks your current ruleset to see if there are still any unassigned jobs
- Save Rules Set - for saving any changes to the rules in the editing window. You can revert back to previous rules versions by clicking on the timestamped dropdown of saved versions in the upper right of this window. Any time you have unsaved changes, the dropdown will read "Unsaved Rule Set."