Applications: Rules (Overview)

Application Rules allow you to set up rules when candidates complete parts of your applications. These rules are used with Two-Step Applications, Knockout Questions, and Auto-Grading. In this article, we delve into how rules work and the logic behind them.

In this article:
What are application rules?
How are application rules used?
Application Rules Logic
Adding Rules to Applications
Application Rules F.A.Q.
Additional Resources

What are application rules?

Application rules are criteria set within the hiring process to streamline and enhance the application evaluation. These rules are used in conjunction with Two-Step Applications, Knockout Questions, and Auto-Grading to manage and assess candidates more efficiently. The primary functions of application rules include saving time for both recruiters and candidates, ensuring consistency, and adding an objective layer to the hiring process. Rules compare the answers provided by candidates to predefined correct answers using logical operators like "Contains All" or "Equals," determining whether candidates meet the necessary criteria to proceed in the application process.

How are application rules used?

Rules are used in an application process to:

1. Break an application into two stages.
2. Auto-grade and automatically assign workflow stages to your applicants.
3. Pre-screen (knock out) unqualified applicants.

Application Rules Logic

Rules are applied in the order they are listed. Rules at the bottom of the list will override those above. To get the correct outcome, users should arrange the rules in reverse order.

To best understand rules, think of mathematical comparison operators, like a > b (a is greater than b). "a" is the left operand, "b" is the right. The application rules compare two sets of answers: the answers the candidate selects (left operand, "a") and the "correct" answers selected during application setup (right operand, "b').

So you can think of them as "candidate answers (operator) correct answers".

Examples

Let’s say you want to quickly assess certifications and need applicants to have Certification A, and Certification B. Certification C is also an option, but it’s not required to be considered for the role.

If the operator "Contains All"

If the operator "Contains All"
Candidate Answers	Outcome
Certification A  Certification B  Certification C	This rule will Fail because the set does not include all answers in the set {Cert A, Cert B}
Certification A  Certification B  Certification C	This Rule will Run because the set does contain all answers in the set {Cert A, Cert B}
Certification A  Certification B  Certification C	This Rule will Run because the set does contain all answers in the set {Cert A, Cert B}. In this case, an applicant has an extra certification that is beneficial but not required for the role.

If the operator is set to "Equal"

If the operator is set to "Equal"
Candidate Answers	Outcome
Certification A  Certification B  Certification C	This rule will Fail because the set does not include the exact answers in the set {Cert A, Cert B}
Certification A  Certification B  Certification C	This Rule will Run because the set does the exact answers in the set {Cert A, Cert B}
Certification A  Certification B  Certification C	This Rule will Fail because the set does not contain the exact answers in the set {Cert A, Cert B}.

Note:

If you check ALL boxes, then Contains All will have the same effect as Equals: the candidate is required to check all the boxes.

Adding Rules to Applications

Before creating your rules, you will need to build out the application questions. To learn how to add questions to your applications, check out: Adding and Editing Application Questions. Note that rules can only be used for questions in which candidates are selecting an answer from a provided list of options. Once your desired questions are set up, follow the below steps to enable rules:

1. Navigate to Tools> Setup> Applications.
2. Click the Rules button in line with the application process you'd like to customize.
3. You can flip through application sections using the Section dropdown; rule-eligible questions will automatically display under "Individual Option Weighting" for each section.
4. After completing the sections below, click Save.
5. For more information check out: Applications: Autograding Questions.

There are five sections on the Rules Page

Condition

Select when the rules happen. The options will change depending on the section.

Operations

Apply logic regarding score total or responses.

Value

Select the values that will apply to the rule.

Action

Select how the system should respond. Options range from knocking the candidate out of the process entirely, grading them, or moving them to a workflow.

Individual Option Weighting

Assign weights to individual question responses so that scoring rules can be created.

Please Note:

We recommend testing your application to make sure the rules are correctly set.

Keep in Mind

Please note that the Knockout Questions & Auto-Grading article has some use cases and best practices listed.

1. Any user-initiated workflow change intentionally stops application rules from being able to update candidate workflows, specifically for situations where a user dispositions a candidate, so a candidate can’t un-disposition themself by completing or resubmitting their application.
2. If they’re moved by an application rule, further application rules can subsequently update their workflow again.
3. Any workflow change not caused by Application rules, regardless of whether it’s within the same macrostage, will disable workflow stage updates from Application rules.
4. As an alternative, you could have a rule that places new candidates into a “Pending Application Completion” workflow when they begin the app, with NO workflow update attached to the Incomplete Application email, and another rule at the end of the application to move candidates to Application Completed.

Application Rules F.A.Q.

How are auto-grading rules prioritized within applications?

If there are two rules, one saying to grade a candidate to an "X" if they require a work visa and another rule stating to grade a candidate to an "A" if they have more than 5 years of experience in Sales, and the candidate answers yes to both questions, the last grade given would be the grade of the experience.

Can Weighted Sections provide average grades using rules?

Yes, if Weighted Sections are not being used, the second or most recent question answered will be the grade that is given. If multiple questions within different sections of the application have been assigned weights, we can then add a single rule that will combine all weights from each section to give an overall grade.

Will auto-grading impact candidates who applied prior to the rule being set?

No, it will only impact candidates moving forward.

If a recruiter or hiring manager manually updates a candidate's workflow stage or ties a stage change to an email, will that prevent application rules from automatically changing the stage again?

Yes, as soon as you perform a manual workflow move (either by workflow move or email template), application rules related to workflow moves no longer apply.

Additional Resources

Introduction to Job Applications
Knockout Questions & Auto-Grading