Using automated rules to create recurring review cycles based on an employee's start date
Let's say your organization wants to run a review cycle for every employee a month before their yearly work anniversary. You could use our Org Chart reviews, but you'd have to manually create a new review cycle for each employee every year. Fortunately, you can create "Automated Rules" to automatically generate review cycles for each employee at recurring intervals based on their start date.
In this example, we'll run a yearly review starting on the employee's 11th month and every 12 months after that. Let's create an automated rule that repeatedly generates review cycles according to this criteria.
Viewing, managing, and creating automated rules
You can view, manage, and create automated rules for review cycle creation by first going to the Discovery Navigation panel and clicking on the admin icon. After that, navigate to the "Auditing" section of the Reviews page. Once in the "Auditing" section, you will want to navigate to the "Automated Rules" tab.
Click "Create new automated rule" to begin.
Giving a name to your automated rule and configuring the trigger
Let’s name our “Yearly Anniversary Reviews.” In the next section, we'll set when we want review cycles to be automatically generated. We want this review cycle to be generated every year, so we'll select "Repeating” instead of “One-time.”
From here, you will select how often you want this review cycle to be triggered and when you want the first cycle to be initiated. In our example, we will choose the first review to be created 11 months after the employee's start date and will repeat every 12 months after that. The automation then will trigger on the 11th month, the 23rd month, the 35th month, and so on, one month before the employee's yearly anniversary dates.
In the next section, we can configure which groups of employees this trigger will apply to. As in standard review cycles, you can elect to include all employees or specific individuals based on filters. You can use filters to select employees by department, manager, or any custom fields you have configured for your organization (Custom Field examples here of Office Location and employee Level). You can apply multiple filters to make the trigger as specific as necessary to meet your needs.
In this example, we will select “all employees” to receive anniversary reviews. You will be presented with a preview of the following 10 employees that the rule will be triggered for.
For all steps after Reviewees other than scores*, you can refer to the normal process of how to create a review cycle.
*The difference with scores being that there can be no calibration and no weighted scores included in an automated review cycle*
Note: When setting an automatic sequence, you will set the number of business days each phase will stay open for. Each preceding phase will end at the same time the next phase begins.
Use automated rules to streamline review cycle generation
In this instance, we created an automated rule to generate recurring review cycles starting on the 11th month and recurring every 12 months after that. If an employee started on January 5th, 2020, the draft review cycle will be created on December 6th, 2020, at 12am.
Using an automated rule can help streamline the review process when reviews need to be done on an employee-by-employee basis.