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Staff Assignments

Staff Assignments are made through an automated process. Exceptions to these may be managed through workflow rules that typically run overnight.

By default, Enrollment Manager assigns staff based first on Geomarket, then on High School. If a client wishes to have assign staff based on other criteria, workflow rules can update to these initial assignments. Below is a general overview of the Staff Assignment process followed by a more detailed look at which data is used to run the routines. 

Staff Assignment Process (Overview)

Trigger: A new Opportunity is created or the Zip Code (Person Record) is updated.

Step 1: Is there a value for Geomarket in the primary address on the Person Record?

If Yes, the Opportunity Owner is set to the Staff Assigned to the Geomarket.
If No, the Opportunity Owner is set to the Staff Assigned to the State.

Step 2:  Is there a Staff Assigned to the Person Organization (High School)?

If Yes, the Opportunity Owner is changed to the Staff Assigned to the Person Organization.
If No, the Opportunity Owner remains from Step 1.

Step 3: Workflow

Upon client request, workflow rules can change the Opportunity Owner to a specific staff member based on a given set of criteria. For example, students can be assigned to a staff member based on an Opportunity Type of “Transfer”.

Staff Assignment Process (Detail) 

Trigger: The Staff Assignment routine is triggered if a new Opportunity is created or if the Zip Code is modified in the primary address of the Person record.

Step 1 - Assignment by Geomarket or State

Geomarket

The Geomarket designation is based upon the Zip Code of the primary address on the Person Record. The process finds the Staff Assigned to the Geomarket in the corresponding table and makes that person the Owner of the Opportunity.

State

If there is not a Geomarket identified (usually because the Zip Code is incorrect or isn’t a listed value in the Zip Code table) the process finds the Staff Assigned to the State in the corresponding table. This becomes the Owner of the Opportunity. 


Step 2 - Assignment by Organization

After assignments are made by Geomarket or State, the process goes to the Person Organization table and looks for Person Organizations that have a Staff Assigned. If it finds any, it re-assigns corresponding Opportunities to the Staff Assigned to the Person Organization.
 

Step 3 – Assignment by Workflow

If clients wish to have assignments other than by Geomarket, State or Person Organization, a workflow rule can be created to make these assignments. The Opportunity Owner will first be set as described above, then the Workflow rule will re-assign the Opportunities based on the desired criteria.

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