Automating the Person Status
- 01 Aug 2024
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Automating the Person Status
- Updated 01 Aug 2024
- 10 minute read
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Person Status enables high-level classification of a person record. This singular status uses underlying rules to categorize records based on attributes about the person, and is a mechanism to merge qualities about an individual into a single data point that you can use for efficient querying and reporting. Generally, person statuses are configured to be mutually exclusive; a person can only meet the criteria for one of the statuses.
The available person statuses, along with the rules that automate them, vary depending on your database type.
📄 Admissions
The three default statuses are Prospect, Inquiry, and Applicant. You can customize these rules based on your organizational needs. When a person record is created in the system, the default set of Person Status Rules assigns a status to the record. For example, if a record is created from a request for information form, the Person Status Rules will assign a status of "Inquiry.”
Your institution can customize its Person Status Rules to reflect its own unique needs. For example, an organization can add a new " Enrolled" status and rules that set it. Person Status Rules are an essential part of any organization’s CRM strategy and are a great way to ensure that all records in the system are categorized correctly.
Rule 01 - Keep Applicant
Rule 05 - Set Applicant
Rule 10 - Keep Inquiry
Rule 15 - Set Inquiry (Form Response)
Rule 20 - Set Inquiry (Test Score)
Rule 999- Set Prospect
Rule 01 - Keep Applicant
If a record currently has the status of Applicant, do nothing to that record and skip all remaining rules in the person status exclusivity group.
Click Database in the main navigation and select Rules.
Click New Rule.
Enter the following configurations in the popup window:
Name - Person Status - Keep Applicant
Base - Person
Type - Person Status
Folder - Person Status
Exclusivity Group - Person Status
Non-deterministic - Rule is deterministic and has an exclusive priority.
Priority - 1
Status - Active
Click Save.
Filters - Status IN Applicant
Action - No Action Rule: Select the 'do nothing' check box as your action. This will ensure that records that have a status of applicant will not change from that status.
Rule 05 - Set Applicant
If a record has an application (either submitted or unsubmitted) then set the Person Status to Applicant; then stop evaluating the remaining person status rules.
Click Database in the main navigation and select Rules.
Click New Rule.
Enter the following configurations in the popup window:
Name - Person Status - Set Applicant
Base - Person
Type - Person Status
Folder - Person Status
Exclusivity Group - Person Status
Non-deterministic - Rule is deterministic and has an exclusive priority.
Priority - 5
Status - Active
Click Save.
Filters - Subquery Filter for "Has Application"
Status - Applicant
Rule 10 - Keep Inquiry
If a record currently has the status of Inquiry, do nothing to that record and skip all remaining rules in the person status exclusivity group.
Click Database in the main navigation and select Rules.
Click New Rule.
Enter the following configurations in the popup window:
Name - Person Status - Set Inquiry
Base - Person
Type - Person Status
Folder - Person Status
Exclusivity Group - Person Status
Non-deterministic - Rule is deterministic and has an exclusive priority.
Priority - 10
Status - Active
Click Save.
Filters - Status IN Applicant
Action - No Action Rule: Select the 'do nothing' check box as your action. This will ensure that records that have a status of applicant will not change from that status.
Filter - Status IN Inquiry
Status - No Action Rule: Select the 'do nothing' check box as your action. This will ensure that records that have a status of applicant will not change from that status.
Rule 15 - Set Inquiry (Form Response)
If a record has a form/event registration, then set the person status to Inquiry.
Click Database in the main navigation and select Rules.
Click New Rule.
Enter the following configurations in the popup window:
Name - Person Status - Set Inquiry (Form Response)
Base - Person
Type - Person Status
Folder - Person Status
Exclusivity Group - Person Status
Non-deterministic - Rule is deterministic and has an exclusive priority.
Priority - 15
Status - Active
Click Save.
Filters - Subquery Filter for "Has a Form Response"
Status - Inquiry
Rule 20 - Set Inquiry (Test Score)
If a record has a verified test score, then set the person status to Inquiry.
Click Database on the Slate navigation bar. The Database page appears.
In the Automations section select Rules. The Rules summary page appears.
Click New Rule. An Edit Details popup appears.
Enter the following configurations:
Name: Person Status - Set Inquiry (Test Score)
Base - Person
Type - Person Status
Folder - Person Status
Exclusivity Group - Person Status
Non-deterministic - Rule is deterministic and has an exclusive priority.
Priority - 20
Status - Active
Click Save.
Filters - Subquery Filter for "Has a Verified Test Score"
Status - Inquiry
Rule 999 - Set Prospect
Set the person status to Prospect for all records that failed to match the filter criteria for any other person status rules.
Click Database in the main navigation and select Rules.
Click New Rule.
Enter the following configurations in the popup window:
Name - Person Status - Set Prospect
Base - Person
Type - Person Status
Folder - Person Status
Exclusivity Group - Person Status
Non-deterministic - Rule is deterministic and has an exclusive priority.
Priority - 999
Status - Active
Click Save.
Filters - NO FILTERS A rule with no filters in an exclusivity group allows you to set a default assignment. Since all records that are not applicant or inquiry records should have the prospect status, do not include filters for this rule.
Status - Prospect
🤝 Advancement
The standard Person statuses, along with their status rules, are as follows:
Rule Name | Exclusivity Group | Type | Priority |
|---|---|---|---|
Person Status - Current Donor | Person Status | Person Status | 5 |
Person Status - LYBUNT | Person Status | Person Status | 10 |
Person Status - SYBUNT | Person Status | Person Status | 15 |
Person Status - Prospect | Person Status | Person Status | 20 |
Follow the steps below to create donor statuses within your institution's database.
Step 1 - Create Person Status Prompts
Custom donor statuses may be created utilizing the person_status prompt key. To create the four donor statuses outlined above:
Click Database in the top navigation bar and select Prompts.
Click Insert.
Enter the following configurations in the popup window:
Key -
person_statusValue - Current Donor
Click Save.
Repeat steps three and four to create the remaining person statuses of LYBUNT, SYBUNT, and Prospect.
Step 2 - Create Current Donor Rule
Create the first rule in the series of person status rules - setting the record as "Current Donor." This rule can be created by following the steps outlined below:
Click Database in the top navigation bar and select Rules Editor.
Click Insert.
Enter the following configurations in the popup window:
Name - Person Status - Current Donor
Base - Configurable Joins Library (Preview) - Person
Type - Person Status
Folder - Person Status
Exclusivity Group - Person Status (defaulted)
Non-deterministic - Rule is deterministic and has an exclusive priority
Priority - 5
Status - Preview
Click Save.
The next step is to configure the appropriate filters to find records that meet the criteria of being a current donor. The example below identifies people who have made at least one gift within the previous 365 days as a "Current Donor":
Add a subquery filter and configure the settings as follows:
Status - Active
Name - Provide an easy to read name, such as "Gifts Made in the Past 365 days"
Type - Dependent subquery
Aggregate - Exists
Exports - N/A
Filters - Add a Join to the Gifts table. Once added, add a filter for a gift's date of ">= today - 365"
Click Save.
In the Action section of the rule, select Current Donor as the Status.
Click Save.
Step 3 - Create LYBUNT Rule
The next rule to create in the series of person status rules is the "LYBUNT" rule. This rule can be created by following the steps outlined below:
Click Database in the top navigation bar and select Rules Editor.
Click Insert.
Enter the following configurations in the popup window:
Name - Person Status - LYBUNT
Base - Configurable Joins Library (Preview) - Person
Type - Person Status
Folder - Person Status
Exclusivity Group - Person Status (defaulted)
Non-deterministic - Rule is deterministic and has an exclusive priority
Priority - 10
Status - Preview
Click Save.
The next step is to configure the appropriate filters to find records that meet the criteria of being a LYBUNT donor. The example below identifies people who have made at least one gift within the previous year, but not yet within the past 365 days:
Add a subquery filter and configure the settings as follows:
Status - Active
Name - Provide an easy to read name, such as "Gift Exists Last Year"
Type - Dependent subquery
Aggregate - Exists
Exports - N/A
Filters - Add a Join to the Gifts table. Once added, add at least the following two filters
Gift Date >= today - 730
Gift Date <= today - 365
Click Save.
Add a second subquery filter and configure the settings as follows:
Status - Active
Name - Provide an easy to read name, such as "But Not This Year"
Type - Dependent subquery
Aggregate - Not Exists
Exports - N/A
Filters - Add a Join to the Gifts table. Once added, add the following filter
Gift Date >= today - 365
Click Save.
In the Action section of the rule, select LYBUNT as the Status.
Click Save.
Step 4 - Create SYBUNT Rule
The next rule to create in the series of person status rules is the "SYBUNT" rule. This rule can be created by following the steps outlined below:
Click Database in the top navigation bar and select Rules Editor.
Click Insert.
Enter the following configurations in the popup window:
Name - Person Status - SYBUNT
Base - Configurable Joins Library (Preview) - Person
Type - Person Status
Folder - Person Status
Exclusivity Group - Person Status (defaulted)
Non-deterministic - Rule is deterministic and has an exclusive priority
Priority - 15
Status - Preview
Click Save.
The next step is to configure the appropriate filters to find records that meet the criteria of being a SYBUNT donor. The example below identifies people who have made at least one gift within the previous 5 year, but not yet within the past 365 days:
Add a subquery filter and configure the settings as follows:
Status - Active
Name - Provide an easy to read name, such as "Gift Exists Last 5 Years"
Type - Dependent subquery
Aggregate - Exists
Exports - N/A
Filters - Add a Join to the Gifts table. Once added, add at least the following two filters
Gift Date >= today - 1825
Gift Date <= today - 365
Click Save.
Add a second subquery filter and configure the settings as follows:
Status - Active
Name - Provide an easy to read name, such as "But Not This Year"
Type - Dependent subquery
Aggregate - Not Exists
Exports - N/A
Filters - Add a Join to the Gifts table. Once added, add the following filter
Gift Date >= today - 365
Click Save.
In the Action section of the rule, select SYBUNT as the Status.
Click Save.
Step 5 - Create Prospect Rule
The final rule in the series of person status rules is the "Prospect" rule. Individuals who do not meet any of the previous rule criteria will default to this person status. This rule can be created by following the steps outlined below:
Click Database in the top navigation bar and select Rules Editor.
Click Insert.
Enter the following configurations in the popup window:
Name - Person Status - Prospect
Base - Configurable Joins Library (Preview) - Person
Type - Person Status
Folder - Person Status
Exclusivity Group - Person Status (defaulted)
Non-deterministic - Rule is deterministic and has an exclusive priority
Priority - 20
Status - Preview
Click Save.
No filters need to be added as this rule comes last within the exclusivity group. The only additional configuration is to set the rule's action. In this example, the status should be set to Prospect.
Step 6 - Activate the Rules
Once the rules have been created, the final step is to activate them. To set the rules' statuses as active:
Navigate to each individual rule and select Edit.
While editing the details of the rule, change the status from "Preview" to Active.
Click Save.
Click Save, again, on the rule itself.
Once all of the rules are active, we recommend running a retroactive refresh on all of the records within the database. This will trigger the records to be evaluated by all of the rules, including the newly active Donor Status rules.
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