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Intelligent Admissions: Decision Rules + Automation
Intelligent Admissions: Decision Rules + Automation

Streamline your application process with Intelligent Admissions, automating tasks and enhancing decision-making efficiency.

Michael Stephenson avatar
Written by Michael Stephenson
Updated over a week ago

Overview

Intelligent Admissions (IA) is a powerful automation tool designed to enhance the efficiency of the application evaluation process in various ways. Beyond simply advancing applications through different stages, IA can execute various actions based on customized conditions, streamlining routine tasks and complex workflows. This lets your admissions team focus on strategic decision-making and personal interactions with applicants.

IA rules are triggered to run whenever decisions are created or updated. As a result, rules do not apply to decisions that already exist.

Accessing Intelligent Admissions

To access IA settings where you add new and manage existing rules:

  1. Navigate to Applications > Decisions > Decision Settings.

  2. Click on the Intelligent Admissions tab.
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How Intelligent Admissions Works

IA utilizes a combination of Conditions and Actions to automate processes and ensure that each application is handled precisely according to your institutional policies:

Conditions

Conditions act as the criteria that trigger IA to perform specific actions. These are set based on a variety of application details and evaluation requirements:

  • Evaluations such as tests and scores

  • Decision-making criteria like stages, statuses, tags, cohorts

  • Specifics of the application, such as type, term, major, or checklist items

  • User segments or references

Actions

Actions are performed once an application meets the specified conditions. These can vary widely to cover all aspects of application processing:

  • Changing the status of an application

  • Moving applications to a different stage

  • Assigning applications to a team member

  • Adding or removing tags and watchers

  • Enabling or disabling packages

  • Setting specific criteria for further processing

Example Workflow

For instance, if an application is flagged as 'ready for review' and it indicates the applicant's citizenship status as non-US, IA can be set to automatically route the application to the International Review stage and update its status to "in review," thereby ensuring the appropriate team handles the application.

Important Considerations

  • Mutually Exclusive Rules: Ensure that your rules do not overlap to prevent the system from becoming stuck in a loop between conflicting actions. We recommend regularly reviewing your IA configurations to keep them current and prevent overlapping with other rules.

  • Detailed Conditions: The more detailed your conditions, the more predictable and secure the outcomes will be, reducing the chance of errors.


Managing Intelligent Admissions Rules

List of Rules

On the Intelligent Admissions Settings page, you'll see a table listing all the rules you've created. This table is designed to give you a quick overview of key details for each rule, helping you manage and review them efficiently.
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Here’s what you can expect to find in the table:

  • Rule Name

  • Rule Description

  • Action

  • Active Status

  • Date Rule was Last Modified

  • Name of Rule Creator

Creating a New Rule

When creating a rule, it's important to remember that they are triggered to run whenever decisions are created or updated. As a result, rules do not apply to decisions that already exist.

  1. Navigate to Applications > Decisions > Decision Settings.

  2. Click on the Intelligent Admissions tab.

  3. Click on the circle plus sign button in the bottom right corner of the screen.

  4. Give your Cohort a Name and Description.
    ​

  5. Click Create.

    • Choose Condition Type: Select a condition from the dropdown menu. Available options encompass standard choices such as User Segment and User Segment Reference. Additionally, you can access Decision-specific options tailored to your needs, including stages, statuses, tests, and cohorts. This variety allows you to create targeted rules based on diverse criteria.

    • Click Add Condition' to add any additional filters.
      ​

  6. Set Action:

    • Select an action from the dropdown menu. Depending on your choice, you will be prompted to provide further details. For example, if you select 'Move to' as your action, you must specify both the stage and the status to which the decision should be updated.
      ​

  7. Click Done. Your rule will be added to the list.

  8. Toggle Active to Yes: By default, your new rule is inactive. You must make it active for it to run.
    ​

Editing + Deleting Rules

  1. Navigate to Applications > Decisions > Decision Settings.

  2. Click on the Intelligent Admissions tab.

  3. Locate the rule you wish to edit/delete:
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    • To edit the rule name or description, click the pencil icon.

    • To edit the condition(s) or action, click on the filter icon.

    • To activate/deactivate a rule, use the Active toggle.

    • To delete a rule, click the three vertical dots and select Delete. You will be asked to confirm your action.

Organizing Rules in Folders

Consider organizing your IA rules into folders to enhance navigation and quickly access them.
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Creating Folders

  1. Navigate to Applications > Decisions > Decision Settings.

  2. Click on the Intelligent Admissions tab.

  3. In the lefthand panel, click + Add Folder.

  4. Give your folder a Name.

  5. Click Create.

Editing + Deleting Folders

  1. Navigate to Applications > Decisions > Decision Settings.

  2. Click on the Intelligent Admissions tab.

  3. In the lefthand panel, locate the folder you wish to edit/delete.

  4. Click the three vertical dots next to the folder name.

    • To edit the folder name, click Edit.

    • To delete a folder, click Delete.

Moving Rules to Folders

  1. Navigate to Applications > Decisions > Decision Settings.

  2. Click on the Intelligent Admissions tab.

  3. Locate the rule you wish to add to a folder.

  4. Click the three vertical dots at the end of the row.

  5. Click Move to Folder and select the folder of your choosing.

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