Automated rules

Let's say your organization wants to run a one-time review cycle for every new employee 3 months after their start date. You could use our normal "Create Review Cycle" tool, but you'd have to manually create a new review cycle for each individual employee at their 3-month mark.

Fortunately, you can create Automated Rules to automatically generate new review cycles for each employee based upon their start date.

In this example, we want to launch a review cycle for each employee belonging to a specific department after 90 days.  We'll walk you through creating an Automated Rule for this scenario below.

Viewing, managing, and creating automated rules

You can view, manage, and create automated rules for review cycles creation within the "Automation" tab of the Reviews page.

Click "Create a new rule" to begin creating your automated rule.

The "Create a new rule" form

You should now see the "Create a new rule" form. This form will allow you to set when review cycles get created. You may also pre-configure different settings that will be present on your generated review cycles.  Give your rule a clear and relevant name, and press the blue button to "Continue" creating your review.

Configuring the rule trigger

In the next panel, we'll set when we want review cycles to be automatically generated. In this case, we want a review cycle to be generated for an employee 3 months after her or his starting date, so we'll enter "3" in the "Trigger if employee started at least X months ago" input.

We only want this review cycle to be generated once for this employee, so we'll select "One time."

Finally, we can configure whether we want these review cycles to be created across our entire organization, by department, or custom attribute. In this example, we only want review cycles created for employees in the "Sales and Customer Success" department who work out of the "San Francisco" office, so we'll select that in the "Department" and "Custom" dropdown menus.  You can add multiple filters to increase the specificity of your trigger, as seen below.

Type and Template

In the next panel, we'll select the participants who will be writing a review of the employee for whom this review cycle is generated. The four types of reviewers are:

  • Manager - the reviewee's manager writes a review of the reviewee
  • Direct Report - the reviewee's direct reports write a review of the reviewee
  • Peer - the reviewee's peers write a review of the reviewee
  • Self - the reviewee writes a review of themself

A "Manager Review" consists of a Manager review and a Self review.
A 360º Review consists of a Manager, Direct Report, Peer, and Self review.
A custom review can be any configuration of reviewer types.

For each reviewer type, select a "review template" that will guide the writing of reviews for that reviewer type.

In this case, we'll be doing a Manager Review, so we'll need to select review templates for both the Manager and the Self Review reviewer types.

Deliverables

The "Deliverables" panel allows you to determine what the reviewee sees at the end of their review process.  

For 360 degree reviews that include peer and upward feedback, you may choose to anonymize the names of the reviewers, or only allow the reviewee to see a summary written by their manager that synthesizes all of the reviews about that employee.

In this case, since the only reviews come from the manager and the reviewee, we'll select "Share all feedback with reviewers' names attached".

Scored Attributes

In the "Scored Attributes" section, we'll select whether we want the reviewee's manager to provide numerical scores on values such as Performance and Behavior. This score may be used to help admins better analyze performance across the organization and can be used in Lattice engagement survey analytics.
 
In this case, we'll enable final scores.

Launch Settings

First, you'll have the option to toggle a button to have the Automated Rule review automatically launch once the conditions of the configuration have been met.  If enabled, you can then choose the length of the review writing stage.

If this setting is toggled "off" a review cycle will still be generated based upon your automation rule, but it will remain in a draft state for you to launch at your convenience.

Lastly, we'll write a launch email that will be sent to all participants of the review cycle once the review cycle has been launched.

In the email body, it's helpful to highlight a couple of useful tips, including:

  • Why reviews are done
  • What the feedback should focus on
  • Deadlines and next steps

After we're done writing our launch email body, click "Create rule" to create the automated rule and you'll be greeted by the confirmation below.

Launching the review cycle

For those of you who choose not to have the reviews launch automatically, you'll be notified via e-mail whenever a new review cycle is generated.

When the review cycle is generated, you can find it in the Administration panel under "Reviews." 

Clicking "Finish setup" will allow you to finalize and launch your review cycle as you would in the normal review cycle creation and launch process.

From here, you can review your review cycle settings and click "Create Review Cycle" to launch your review cycle.

Use automated rules to streamline review cycle generation

In this instance, we created an automated rule to generate a one-time review cycle 3 months after each employee in single department at a specific office location starts at our organization. If an employee starts on January 5th 2018, the draft review cycle will be created on April 6th 2018 at 12am.

Using an automated rule can help streamline the review process when reviews need to be done on an employee-by-employee basis. 

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