To define an automatic update rule for contact types

Where the progression status of an agreement episode changes, say, following an assignment, an exchange or a succession, the contact type assigned to all responsible contacts as well as other household members can be automatically updated, using custom rules triggered by these discrete events. Configured within a dedicated form, the spectrum of rules applicable to the lifecycle of an agreement also cover its initial creation or termination, an alteration to the end date, and the related processing of an allocation application. For instance, where a successful allocations application results in the creation of a new rent agreement, the responsible contact type might be updated from, say, 'applicant' to 'tenant'. Similarly, for other household members included on the application form, their contact type might be updated from, say, 'applicant' to 'occupier'. Whilst entirely at the discretion of the end user, the opportunity to automatically update contact types (as well as the overarching contact groups) in this way, using a controlled event trigger, introduces a further layer of data management efficiency to these routine processes and functions. The prescribed list of events for which a contact type (or contact group type) update rule can be automatically applied are shown in the table below.

Where the processing of an event invokes two actions that are inextricably linked, an end user would define separate update rules to manage the desired outcome. So, for instance, where a person inherits a tenancy as a result of the original tenant's death, both agreement episodes relating to the succession need to be considered: firstly, the correct contact type to be mapped to the original episode and then secondly, the contact type appropriate for the commencing episode.

The procedure to define an automatic update rule for contact types is as follows:

1. Navigate to Quick Menu > System > Configuration > Contact Type Update Rules. The Contact Type Update Rules window is displayed.
2. Click on New Rule 1. All fields are activated ready for data entry.
3. Enter a Description for the contact type update rule into the field provided 2.
4. Using the Companies drop-down field, multi-select all companies for which this contact type update rule is relevant, or choose the All option, as required 1.
5. Using the Update trigger event drop-down field, select the combined event and action scenario to match the specific application or agreement progression status.
6. Where an application-focused event is selected, activate the Only update if no other live applications tick box provided, as required.
7. Where the event is triggered by the conclusion of a rent agreement episode, activate the Only update if no other live agreement episodes tick box provided, as required.
8. Using the Update type drop-down field, select the corresponding 'create' or 'remove' action to be applied to the associated contact (or contact group); the relevant Responsible contact type and Household member contact type (or Contact group type) parameter values must also be specified, as appropriate.
9. Alternatively, where a bespoke SQL stored procedure has been created to execute more complex update rule actions, enter the procedure name into the Complex rule SQL function field provided 3.
10. Choose an Effective from date for this contact type update rule i.e. the date on which it came into effect 4.
11. Choose an Effective to date if the contact type update rule is to be reviewed on a specific date or to capture a change of circumstances; a blank field means the rule will never expire.
12. Click on Save 5.

Tip

1 Where only a small number of parameter values are not required, activate the All tick box first and then deselect individual items from the full list, as appropriate; the All tick box will be automatically removed once an item is deselected.

Note

1 Upon first access, all fields are automatically activated ready for data entry; hence the New Rule button is inactive.

2 System validation rules ensure that the description entered for each new contact type update rule is unique for the effective period.

3 Where a SQL function is used to steer the update rule outcomes, the standardised contact type (or contact group type) fields become inactive.

4 The Effective from date defaults to the current system date and cannot be left blank.

5 To amend the details of an existing contact type update rule, expand a trigger event heading and select a corresponding rule from the alphabetical list (or enter its name into the Search Rule field) and repeat steps 3 through 12. By default the list is filtered to show Current contact type update rules. An alternative filter can be applied using the Select view drop-down field: Expired, Future or All combinations.

See related topics...

Rents configuration management overview

To perform a rent agreement assignment

To perform a rent agreement succession

To perform a rent agreement exchange