Following a qualifying change to a person, application or dataset record, the record will be added to rule queue to be processed the next time rules run, usually within 15 minutes.

Rules are triggered to run when a record is changed, not when a rule is changed. After editing rules or building new ones, you can use a query with an output of retroactive refresh to add records to the rule queue rather than waiting for them to qualify through an eligible update.

When one rule has been added or updated:

1. From the new or updated rule, select New Query, add exports, and run the Query.

2. Select Output > Retroactive Refresh.

3. Click Export.

4. Click Submit.

When multiple rules have been added or updated:

1. Open the Query Builder and create a Query that will return all records requiring a Retroactive Refresh. For example, return all records who do NOT have a staff assignment. Add at least one export to run the query. You may want to use multiple exports to confirm which records are being updated.

2. Select Output > Retroactive Refresh.

3. Click Export.

4. Click Submit.

Rules are not executed instantanously once the retroactive refresh is initiated. Rules with a trigger of Upon update (deferred) will run on those records, typically within 15 minutes depending on database activity at the time. Rules with a trigger of Upon update (Overnight processing) will run in the next overnight window. Form rules and rules with a trigger of Upon application submission will only run when triggered by form or application submission and are excluded from retroactive refresh.

Planning for Large Retroactive Refreshes

Running a retroactive refresh on a query will add all of those records to the rule queue. Rules can process a maximum of 100,000 records from the queue in a single run. There is seldom a time when it is necessary for all records in your database to run through a retroactive refresh, so filters should typically be added to a retroactive refresh query before it is run to avoid updating a large volume of old and inactive records. If it is necessary to run a retroactive refresh on your entire database, or on tens of thousands of records, consider doing so at the end of the business day or week when database activity may be lower.