Creating a recommendation rule

What are rules and why should you create them?

The rules allow the recommendation wizard to suggest which reviews should be carried out. For this, you need to tell the recommendation wizard when reviews should be conducted, according to your company's policy and the legal framework that you adhere to.

There are two types of rules:

• one-off rules which enable recommendations to be made for reviews that should only be completed by the employee once. For example, a review at the end of the trial period, or a discovery report to be completed 3 months after an employee joins the company. 
• recurring rules which enable recommendations to be made for reviews that should be carried out several times by the same employee, at specific intervals. For example, professional reviews every two years or 6-year reviews. 

For example, I create a rule for professional reviews every two years from the contract start date. Marie already had a professional review three weeks ago, but this campaign was not assigned a category. In this case, the recommendation engine will not be able to detect that Marie has already had a professional review recently, and she will be incorrectly recommended.

Creating a recurring rule

Let's take the example of the 6-year review. Open the "recommendations" tab and click on the "Rules" tab.

Next, complete the fields to set up the rule which will identify who needs to carry out the 6-year reviews and by what deadline. If no review has been completed in this category, then the engine will use the reference date selected (e.g. "contract start date"), otherwise it will use the date of the last review in this category. 

Filters will help you to refine the population concerned.

Creating a one-off rule

A one-off rule is set up in the same way, just with one additional piece of information: the activation date.

For example, if you implement a new discovery report policy and you don’t want your former employees who haven't completed a discovery report to be recommended to you, then you should use the current date instead of a date in the past. Alternatively, if you want to make sure that all your employees (including former employees) have indeed completed their discovery report, you can select an activation date in the past.

If an employee arrived before the rule's activation date, the engine will still take them into account. The engine doesn't compare the rule's activation date with the employee's contract start date, and instead compares it with the theoretical date on which their review should have been completed. 

For example: if Valentin arrived on January 1, 2022, and according to your rule, he is due for a review 3 months after his contract start date, and your rule has an activation date of February 1, 2022, then Valentin will still be recommended for April 1, 2022.

Editing and deleting a rule

• The title, filters, dates and category for a rule can be edited, but you can't change its type. You can't switch a one-off rule to a recurring rule, and vice versa. 

• If you want to delete a rule, any reviews that have already been scheduled won't be deleted, but you will lose any recommendations associated with the rule.

What do I do if the rule displays employees without a seniority date?

You'll need to add the seniority date in your employees' HR files, either manually or via an import, as explained on this help page, so that the recommendation wizard can take them into account for its calculations.  

Good practices for creating rules

• Do not create more than one rule for the same use scenario. If you have administrators in different establishments who follow the same rule, you can create one rule and for that rule each administrator will only see the employees who are within the scope of their "Create a campaign and administer the campaigns whose owner is within the scope" permission. You can create up to 25 rules. 
  
  
• Manage the 6-year review and the third professional review as two separate reviews. We recommend creating two different rules for the 6-year review and professional reviews, and to clearly separate the content for the two use scenarios into two reviews, so that the recommendation wizard can identify which employees need to complete their 6-year review.

A few examples of rules

Here are a few examples of rules that you can adapt to your company. 

For one-off rules:  

• End of trial period review - 3 months after the contract start date 
• Offboarding review - 1 month before the contract end date
• Discovery report - 1 month after the contract start date

For recurring rules: 

• Professional review - every 2 years from the seniority date
• 6-year review - every 6 years from the seniority date
• Annual review - every year from the seniority date

Now that you've created your rules, you can track the associated recommendations.