Welcome to our FAQ section! Here, you’ll find quick answers to the most common questions about how assignment rules work, why appraisals aren’t being assigned to staff or employees, or how to manage assignment rules, we’ve got you covered. If you don’t see your question listed, feel free to contact us directly.
📝 | For information on setting up assignment rules for appraisals, see our article here - Automatically Assign Appraisals using an Assignment Rule |
This article covers the following topics:
Overview of Fixed and Relative Appraisal Start Dates
Assignment rules set the start date of appraisals based on fixed or relative dates, depending on the Appraisal Duration Type Settings.
What is the Fixed Appraisal Start Date?
Phases in fixed appraisal templates have specific start and end dates. The start date of the first phase is used as the appraisal start date.
What is the Relative Appraisal Start Date
Phases in relative appraisal templates are dynamic, meaning the start date can vary across employees. Options for relative start dates include:
User Start Date: The employee’s start date (from the employee profile).
Assignment Date: The date the assignment rule is applied to the employee.
Service Start Date: The date the employee began working for the company (from the Service Start Date field, if enabled).
When the Assignment Rule Does Not Assign Appraisals
Why has the assignment rule not assigned appraisals to employees?
If appraisals are not assigned as expected, review these conditions:
No Manager: Employees without a manager are not assigned appraisals. Add a manager to their profile to trigger assignments.
Start Date Not Populated: Ensure the employee’s Start Date is entered in their profile.
Service Start Date Not Populated: If this field is enabled, ensure it is filled in.
Previously Assigned Appraisal: Employees already assigned an appraisal, either manually or via the current rule, will not be reassigned to the same template. If the appraisal was deleted after being assigned through the rule, it cannot be reassigned via the same rule. To allocate the appraisal, please manually assign it to these employees.
📝 | Assignment rules automatically assign appraisals overnight. To have the appraisal to be assigned immediately, you can unlock and re-save the assignment rule. |
Assignment Rule Scenarios
What happens when the user conditions in the assignment rule are changed?
New Employees: Appraisals are assigned to new employees meeting the rule’s conditions.
Existing Employees Meeting New Conditions: No impact; appraisals remain unchanged.
Existing Employees No Longer Meeting Conditions: Appraisals are not automatically deleted. Admins must manually delete them if needed.
What happens when the appraisal template is changed?
Assigning New Templates: Eligible employees are assigned the new templates.
Retaining Previous Assignments: Existing appraisals are not deleted; manual deletion is required.
Changes in Both Template and Conditions: The system handles these scenarios as outlined above.
Why do appraisals remain after deactivation or if the employee no longer meets the conditions?
Automatic deletion could disrupt ongoing appraisals. Admins must manually delete appraisals to ensure control and continuity.
Can we assign multiple appraisals within one Assignment Rule?
No, only one appraisal per rule is allowed due to varied start dates for different appraisals. To assign multiple appraisals, create separate rules for each template.
How to delete appraisals assigned via the assignment rule?
Appraisals assigned via assignment rules cannot be manually deleted until the rule conditions no longer apply.
Follow these steps to delete appraisals:
1. Navigate to Administration > Performance > Appraisal Setup
2. Open the Assigned List.
3. Hover over the tick mark to view the rule name associated with an appraisal.
✔️ | Appraisals assigned through an assignment rule stand out with a tick mark. |
4. Edit the user conditions of the rule so that it no longer applies to the user. See this article on how to edit assignment rules - Automatically Assign Appraisals using an Assignment Rule
📝 | For example, applying a condition for start date to equal 30/12/1968 (assuming no users will meet this condition). This will exclude all users from the rule if they don't apply. |
5. Once the conditions are not met, the rule will show as Inactive and the user will be excluded from the rule. At this point, the appraisal can be deleted.
6. Click the Delete icon to remove the appraisal.
7. You can edit your assignment rule settings to reapply the rule with the previous conditions. Manually deleted appraisals will not be reassigned to users via the rule.
For bulk deletion, see our article on bulk deleting appraisals - Bulk Delete Appraisals.
Still have questions? Feel free to reach out to our Support team here.