Skip to main content
Gainsight Inc.

Catch-up on Rules Engine Enhancements

December 2018: 5.21 Release

S3 Dataset Enhancements

  1. Ability to include multiple Date and Datetime formats in a single csv file: Rules Engine is the control room for business automation. It allows you to build business rules that help trigger CTAs (Calls to Action), update Scorecards, send emails, and do much more.

    S3 dataset task in Rules Engine allows you to create a dataset from a csv file in the S3 bucket. Previously, you could not use multiple Date and Datetime formats in a single csv file. You were restricted to use only a single format for Date and Datetime data, across your entire csv file.

    However, with this enhancement you can now use multiple Date and Date time formats in a single csv file. This is useful for example, in organizations that compile data from multiple departments, who in turn may be using different Date and Datetime formats in their sales data (like transaction date, transaction time, etc).
    The Columns section of the S3 Dataset is now enhanced with a settings icon. You can use this icon to select a Date or Date time format for each column, which uses a Date or Datetime data type. If you do not select any format for a Date or Datetime data type column, the format selected in the Default Date Configuration section will be applied to that column. For a detailed step by step procedure, refer the S3 Dataset task in Bionic Rules article.

    Note: A single Column of your csv file cannot have multiple Date or Datetime formats. All the entries of a column must have the same Date or DateTime format.

To use this enhancement:

  1. Create a rule with an S3 dataset task. To learn more about configuring S3 dataset, refer the S3 Dataset task in Bionic Rules article.
  2. In the S3 dataset task, perform the following tasks in the Columns section:
    1. Select the DATE or DATETIME option from the Data Type column, as per the S3 Dataset configuration.
    2. Click the settings icon for the Date or Datetime data type fields. The respective Column Properties - Date or Column Properties - DateTime window is displayed.
    3. Select the required format.
    4. Select the timezone for Column Properties - DateTime.
    5. Click SAVE.

C S3 - enhancement.gif

Note: If you do not select a format for Date, DateTime fields or Timezone, the format or Time Zone specified in the Default Date Configuration section is selected.

Defau;lt date time.png

November 2018: 5.20 Release

  1. Formula Field enhancements:
  • New “Case Expression” formula function:  With this release, Gainsight has launched a new Formula function called Case Expression. This formula function allows you to categorize data based on your requirements. You can use this Formula function to create a custom output Field. This output field has values for the records that match your specific set of requirements.  
    Note: Excel has a similar function expression called SWITCH.

     By using the “Case Expression” in the Data Transformation Task rather than using Action Criteria, you can improve the           efficiency of execution of the rule when the data update/action is executed.

  Business use cases for this function include:

  • You can use the Case Expression to Categorize customers based on the revenue generated by them, as Platinum, Gold, Silver, Bronze, etc.
  • You can categorize customers based on their NPS responses like Promoters, Passives, and Detractors.
  • You can categorize your Customers based on their geographical locations like Asia Pacific, Middle East, Europe, Australia, and so on.
  • You can categorize your customers based on the number of employees they have as Jupiter, Mars, Earth and so on.  

    The Customer Categorization with Case Expression tutorial provides you with step by step instructions, to configure the first use case. 

    Anatomy of Case Expression:

  • Case Expression function is made up of multiple cases (a maximum of 10).  

  • Every Case consists of multiple Criteria (a maximum of 5). Each criteria is a specific requirement that any record should match. For example, a Criteria for a customer to be classified as Detractor can be NPS score between 0-6.

  • Every Case has an associated Action when any record matches with the given criteria. A value (Ex: Detractor) is populated in the Output field. This value can be a custom value or fetched from another field in the source dataset.

1 nps_case-expressions.gif

  • Execution of the Case Expression in detail:
    • Execution of the Case Expression begins with the evaluation of the first case on a record. If all the criteria in this case are satisfied by the record, the action associated with this case is executed. The execution of Case expression halts here for this record and none of the other cases are evaluated.
    • However, if the first case is not satisfied, the system evaluates the second case on the same record, and so on. If none of the available cases are satisfied by the record, the default case is executed.

This process is applied to all the records.  

The Default Case: The Case Expression also has a default case. This default case does not have any criteria. It only has an action; Default action. You cannot delete the default case. When a record does not match any of the specified criteria, the action associated with the default case is executed.    

Result of this execution is to create an Output field that is populated with values which display categorized records.

A detailed workflow of Case Execution is shown below for the NPS survey responses

NPS Case expression (2).png

  • Case Expression UI elements

3 Case Expression UI elements.png

  • Output Field Label: Enter a name for the output field.
  • Output Data Type: Select the Data Type for the output field. The available Data Types are Boolean, Number, and string. In the above example, String is selected
  • Case 1 and Case 2: These are the two cases present in the above image. You can add up to ten cases.
  • Advanced Logic: By default, AND logic is applied when you have multiple Criteria in a Case. You can change it to OR condition. However, the above example has only one criteria; hence Advanced Logic is not applicable here.
  • Then: Then is the Action field. In this scenario, either Renewal date missed, Renewal date not missed or Today is renewal date, output is populated.
  • Default: If the record does not match Case 1 or Case 2, the Default value is set. 

    To learn more about how to use this feature, refer the Formula Fields in Bionic Rules article.
  1. community icon.png Enhancement in Load to Relationship Action Type: If you use multiple relationship types in your org, previously you had to create multiple “Load to Relationship” actions in order to load data to each of the relationship types. Furthermore, you had to select the relationship type for each of the action types and also configure field mappings for each action. Also, rules with multiple actions require more execution time and you needed to reconfigure every action, whenever you add additional fields in your source dataset.

    With this release, Gainsight has enhanced the Load To Relationship Action type. The Relationship Type field is now moved into the Field Mappings section. You can now configure Relationship Type as a field mapping. This allows you to configure multiple Relationship types within a single Load to Relationship action, thus eliminating the requirement to create multiple actions. This enhancement greatly improves the rule execution time; Rules with single action execute faster as compared to rules with multiple actions. Also, when you add additional fields in your source dataset, you need not modify multiple actions, since you maintain only one action. You just need to update the single action.

    You can use the enhanced version of Load to Relationship Action type in two ways:

    1. Dynamic mapping: If the Relationship Type ID field is present in your source dataset, you can map it to the target Relationship Type field to dynamically populate Relationship Type.
      The following example demonstrates a use case where you could use the Dynamic mapping capability

  • You have defined a Relationship Type for each of the Products you sell in your organization and the Relationship Type name is the same as the Product Name.
  • You also have a subscriptions object where each Subscription has the details about the Product you sold and the company you sold that product to.
  • You can merge Subscriptions with Relationship Type object using a single merge task to get the Relationship Type ID field by using Name as the merge key.
  • You can then map this field from the source in the Load to Relationship action type, to dynamically create Relationships across multiple relationship types using a single action.

Prerequisite: To use the Load to Relationship Action type dynamically, ensure that Relationship Type ID is included in the Source dataset

To use Load to Relationship Action type dynamically:

  1. Click + ACTION.
  2. Select the Load to Relationship Action type.
  3. Map the queried Relationship Type ID field to the target Relationship Type (Picklist) field.
  4. Check the default value check box and choose a default Relationship Type if applicable for you use case.
  5. Select the Include in identifiers check box.
  6. Perform other mappings, as required.
  7. Click SAVE.

dynamic mapping.gif

  1. Manual Mapping: If you have not included the Relationship Type field in the Source Dataset, you can manually map the Relationship Type. 
    To use Load to Relationship Action type manually:
    1. Click + ACTION.
    2. Select the Load to Relationship Action type.
    3. Click Add Custom Field.
    4. Select the Relationship Type (string) field.
    5. Select a Relationship Type from the list of available relationship types.
    6. Select the Include in identifiers check box.
    7. Perform other mappings, as required.
    8. Click SAVE.

manual mapping_1.gif

 

  • Mapping the Relationship Type, Account Name, and Relationship Name fields is mandatory.
  • If the source dataset has Relationship Type field as null for a record, then the default value will be used for that record. If no default value is selected, then relationship is not created for that record and it would be marked as an error.

October 2018: 5.19 Release

  • Custom Rule Retirement Plan: With this release, all new rules must be created as Bionic Rules. You cannot create new Custom Rules, but your existing Custom Rules will continue to run and still be editable.

1 Custom Rule Retirement Plan.png

Although Gainsight is developing a utility to migrate Custom Rules to Bionic Rules, Gainsight recommends that Admins begin reviewing their Custom Rules to look for opportunities to combine multiple rules into a single Bionic Rule. For more information, refer Custom Rule Deprecation FAQs.

Please see this series of articles for assistance in creating Bionic Rules. Gainsight also offers a free e-learning course on Bionic Rules. If you are not familiar with Bionic Rules, watch this 2-min. video to learn how they're more powerful than custom rules, but not that different in terms of how to configure them.

  1. New Rule Filters: Gainsight is introducing four new options to filter rules. The new filter options are:
  • Created Date: You can use this option to filter the rules based on the date of their creation. This option provides you with following seven matching criteria to filter the rule:

    • Last Month: This criteria displays all the rules which were created in the last month.
    • Last N days: In this criteria, you can enter a numerical value between 1 and 5000. The rules created from the specified day until today, are displayed. For instance, consider today’s date to be 1 Oct. 2018. if you enter 365, rules created between 2 Oct 2017 to 1 Oct 2018, are displayed.
    • Last Week: This criteria displays all the rules which were created in the last week.
    • This Month: This criteria displays all the rules which were created in the current month.
    • This Week: This criteria displays all the rules which were created in the current Week.
    • Today: This criteria displays all the rules created today; after 12 am and before 11:59 pm.
    • Yesterday: This criteria displays all the rules created yesterday; before 12 am today and after 12 am yesterday.

  Notes:

  • Definition of a Month is 1st of any month to last day of the month. (Ex: 1st Jan to 31st Jan)
  • Definition of a Week is Sunday to Saturday of any week.

32 Created Date.gif

  • Last Updated Date: You can use this option to filter the rules based on the date on which they were last updated. This option provides you with the following seven matching criteria to filter the rule:
    • Last Month: This criteria displays all the rules which were created in the last month.
    • Last Month: This criteria displays all the rules which were updated in the last month.
    • Last N days: In this criteria, you can enter a numerical value between 1 and 5000. The rules which were last updated from the specified day until today, are displayed. For instance, consider today’s date to be 1 Oct. 2018. if you enter 365, rules updated between 2 Oct 2017 to 1 Oct 2018, are displayed.
    • Last Week: This criteria displays all the rules in which the latest  updates were made in the last week.
    • This Month: This criteria displays all the rules which were last updated in the current month.
    • This Week: This criteria displays all the rules which were last updated in the current Week.
    • Today: This criteria displays all the rules updated today; after 12 am and before 11.59 pm.
    • Yesterday: This criteria displays all the rules updated yesterday; before 12 am today and after 12 am yesterday.
  •  Execution Type: You can use this option to filter rules based on their execution schedules. This option provides you with the following three criteria to filter rules:

    • Event: This criteria displays all the rules which have the Schedule type field set to Event, in the Schedule page.
    • Scheduled: This criteria displays all the rules which have the Schedule type field set to either Basic or Advanced, in the Rule Schedule page.  
    • None: This criteria displays all the rules which have not been scheduled and which are executed manually with the RUN NOW option.
  • Rule Chain: You can use this option to filter rules which are part of rule chains. The matching criteria for this option is dynamic and vary based on the following details:

    • If you have not created any Rule Chain, then you can only view one matching criteria; None. This is because none of your rules are part of any Rule Chain.

33 Rule Chain.gif

  • When you create Rule chains, you can find the names of your rule chain, appearing as matching criteria. You can select the required Rule Chain and rules which are part of the selected Chain are displayed. If you have created a Rule chain, but not added any rules to it, the Rule Chain is not displayed as a matching criteria.

34 Rule Chain is not displayed as a matching criteria.gif

  • If all of your rules are part of some Rule Chain, the None matching criteria is not displayed.

35 None matching criteria is not displayed.gif

2. Enhancements in the S3 Dataset Task

  • Ability to edit the “S3 File Configuration” section in S3 Dataset task: You can now edit the S3 file configuration section. Previously, this section was not editable once the S3 dataset task was saved. To make changes in the S3 File Configuration:
  1. Click the EDIT button.
  2. You can change the csv/tsv file, switch to another S3 bucket or make any other changes in the S3 File configuration.
  3. Click Load Column Details when you are done with your changes. The fields in the Columns section are automatically updated based on the columns in the new csv/tsv file.
  4. Click SAVE to save changes in the latest S3 File Configuration.

36 Edit S3 Config..gif

IMPORTANT

  • If you make changes to an S3 dataset task before Rule execution starts, the rule is executed successfully.
  • If you make changes to the S3 File Configuration section during Rule execution, execution fails at that point. Records which were processed before the changes, remain intact. But no further records are processed after you change the csv/tsv file or S3 bucket. To learn more about how to view successfully ingested records and records which are failed to ingest, refer the enhancement “Partial Success” Execution Status for S3 dataset.
  • If you make changes to the S3 File Configuration section when the rule  execution has just started or is in the execution queue, system displays an error message stating that file not found or Bucket not found, based on the changes made. The rule execution fails.
  • Once you ingest data through S3 dataset, you can create an Action on the Rule to load data. If a csv/tsv file column is part of Rule Action and you wish to delete this column, from the Columns section, the system sends an error message. You must first remove the required column from the Rule Action page and then remove it from the Columns section of the S3 Dataset task.
  • “Partial Success” Execution Status for S3 dataset: During the rule execution using an S3 dataset task, if some records fail to ingest due to any reason, rule is executed partially and status appears as Partial Success in the Execution History.

    In a Partial Success rule, you can find two downloadable files for the S3 dataset. The first download link (grey in colour) contains the file that has records which were successfully ingested. The second download link (red in colour) contains the file that has records which failed to ingest. When you click the red download link, error csv file is downloaded and you can see the list of errors and records that are failed to ingest.

37 “Partial Success” Execution Status for S3 dataset.png

  • Automapping of Data types in column section: In an S3 dataset task after you complete configuration in the S3 File Configuration section, you can now see that the Data types between the csv/tsv headers and output columns are automatically mapped. You can check the mappings of data types and change them as required.

38 Automapping of Data types in column section.png

  • Ability to load Dropdown list items either via labels or GSID from CSV file to an S3 Dataset: If you have dropdown list items in either labels (Ex: Active, Inactive, etc.) or their corresponding GSIDs in a CSV header, system allows you to store these values in the columns of an S3 dataset. You can use these values to match with dropdown list items in MDA (Ex: Company > Status) in the action types: Load to Gainsight objects.

  • Introduction of GSID data type: Previously, the Data Type column in the Columns section contained five data types. Now the sixth Data Type GSID has been introduced. Previously, GSID fields were mapped as String data types. Now these can directly be mapped as fields of GSID Data type.

39 Introduction of GSID data type.png

  • Enhanced Support for Date and DateTime formats: Previously, only a few Date and DateTime formats were supported in an S3 Dataset task. Support has been extended to include many more Date and Datetime formats.

40 Enhanced Support for Date and DateTime formats.png

The list of newly supported Date formats is given below (Click here to expand the list):
yyyy/MM/dd
M-dd-yyyy
M-dd-yyyy
MM-d-yyyy
MM/d/yyyy
MM-d-yy
MM/d/yy
M-d-yy
 
The list of newly supported DateTime formats is given below (Click here to expand the list):
M-d-yy HH:mm
M-d-yyyy HH:mm
HH:mm
M-dd-yy HH:mm
M-dd-yyyy HH:mm
HH:mm
M/d/yy HH:mm
M/d/yyyy HH:mm
M/dd/yy HH:mm
M/dd/yyyy HH:mm
MM-d-yy HH:mm
HH:mm
MM-d-yyyy HH:mm
MM-dd-yy HH:mm
MM-dd-yyyy HH:mm
HH:mm
MM-dd-yyyy HH:mm:ss
MM/d/yy HH:mm
MM/d/yyyy HH:mm
MM/dd/yy HH:mm
MM/dd/yyyy HH:mm
MM/dd/yyyy HH:mm
MM/dd/yyyy HH:mm:ss
yyyy-MM-dd HH-mm-ss
yyyy-MM-dd HH:mm:ss
yyyy-MM-dd HH:mm:ss.S
yyyy-MM-dd HH:mm:ssZ
yyyy-MM-dd'T'HH:mm:ss.SSS'Z'
yyyy-MM-dd'T'HH:mm:ss.SSSZ
yyyy-MM-dd'T'HH:mm:ss.SSS
yyyy-MM-dd'T'HH:mm:ssz
yyyy-MM-dd'T'HH:mm:ssZ
yyyy-MM-dd:HH-mm-ss
 

3. Formula Fields enhancements

  • Rule Date Function in Formula Field: A new function called Rule Date has been added to the Date Formulas. This function returns the Date on which the rule is being executed. This function does not accept any arguments. This function provides you the capability to directly use the current date as a new column.

41 Rule Date Function in Formula Field.gif

  • community-icon.png Support for negative results in Date Diff function: Date Diff function subtracts the start datetime field value from the end datetime field and it returns the difference in number of days. Previously, even if the end datetime field had a lower value than start datetime field, the result (number of days) was converted to a positive value. Now, the Get Signed Value checkbox is introduced. If you select this checkbox, negative values are not converted to positive values in the result.

42 Support for negative results in Date Diff function.png

For example, if your start datetime value is 5 Jan 2018 and end datetime value is 2 Jan 2018, Date Diff function subtracts start datetime from end datetime. So in this case, the output would be -3 days. Previously, this negative value was converted to a positive value and the output was displayed as 3 days. However, now if you select the Get signed value checkbox, the negative value is returned as -3.  

DateDiff Negative value.png

 

  • Ability to use Rule Date in “end datetime” field of Date Diff function: You can now use the Rule Date (current date) in the end datetime (minuend) field of the Date Diff function. Previously, only the Date and Datetime data type fields in the Show section of the dataset could be used as arguments in Date Diff function. Now you can use Rule Date as the minuend of this function, from which the subtrahend start datetime would be subtracted and the difference is returned in number of days.

    In the image below, Closed Date and Created Date are displayed because they are used in the Show section of the Source dataset; MyCTAs. However, Rule Date is not part of the source dataset. But as a result of this enhancement, Rule Date is displayed in the end datetime field.

43 Ruledate-datediff.gif

4. Pause and Resume capabilities in Rule Schedule:

  • community-icon.png Rule Schedule pause: Previously, if a rule execution fails, the rule moved to the inactive state and any schedule associated with the rule was deleted.

    Now, if a rule becomes inactive due to either:
    • execution failure
    • Abrupt interruption
    • Rule status is changed manually, 

the schedule associated with the rule is not deleted. The schedule is paused. Once you make the rule active again, the schedule associated with the rule also becomes active.

Note: If your Rule schedule type was set to Event, the event is deleted, if the rule execution fails. Rule Schedule is paused only when Schedule type is either Basic or Advanced.

Rule Schedule pause.gif

  • community-icon.png State preservation for cloned rules: Now if you clone an active rule, the cloned rule is also active by default. Similarly when you clone an inactive rule, the cloned rule is also inactive. After a rule is cloned, schedule of the source rule is not applied to the target rule. You must schedule it manually.

    In the below image you can see that the Source Rule Account Rule has a schedule (10/1/2018 12.00am) and is active. However, the cloned rule Copy of Account rule is active, but does not have a schedule.

45 Rule Clone.gif

August 2018: 5.17 Release

  • Custom Rule deprecation plan: After Gainsight's October 2018 release, all new rules must be created as Bionic Rules. Your existing Custom Rules will continue to run and still be editable. Although Gainsight is developing a utility to migrate Custom Rules to Bionic Rules, Gainsight recommends that Admins begin reviewing their Custom Rules to look for opportunities to combine multiple rules into single Bionic Rules. You will have plenty of time for this process which is outlined in this FAQs.

    Please see this series of articles for assistance in creating Bionic Rules. Gainsight also offers a free e-learning course on Bionic Rules.

    If you are not familiar with Bionic Rules, watch this 2-min. video to learn how they're more powerful than custom rules, but not that different in terms of how to configure them!

July 2018: 5.16 Release

  • Community icon for RN.png In Rules > Setup Action > Action type dropdown list, Load to MDA Subject Area is now renamed Load to Gainsight Object.

Load to GS Object.png

  • *Custom Rule deprecation plan*: After Gainsight's October 2018 release, all new rules must be created as Bionic Rules. Your existing custom rules will continue to run and still be editable. Although Gainsight is developing a utility to migrate custom rules to Bionic Rules, we recommend that Admins begin reviewing their custom rules to look for opportunities to combine multiple rules into single Bionic Rules. You'll have plenty of time for this process which is outlined in this FAQ

    Please see this series of articles for assistance in creating Bionic Rules. We also offer a free e-learning course on Bionic Rules. 

    If you aren't familiar with Bionic Rules, watch this 2-min. video to learn how they're more powerful than custom rules, but not that different in terms of how to configure them!

June 2018: 5.15 Release

  1. Community icon.png SFDC.png Load Null Values to Fields using Load to Actions: You can now load null values into any field using the Load to Action types in Bionic Rules. This enhancement is supported in the following action types:
  • Load to Usage
  • Load to Customers
  • Load to SFDC Object
  • Load to MDA Subject Area
  • Load to Company
  • Load to Relationship
  • Load to User
  • Load to Company Person
  • Load to Relationship Person

To see this enhancement:

  1. Navigate to Administration > Bionic Rules > Setup Action page.
  2. Select any Load to Action and click ADD CUSTOM FIELD.
  3. Select Set to Null to ingest null values into the target field.

20-Load Null Values to Fields using Load to Actions.png

 

  1. SFDC.png Delete a Bionic Rule Schedule: You can now delete the existing schedule of any Bionic rule in all of the schedule types (Basic, Advanced, and Event). To delete the schedule of a Bionic rule, click DELETE in the schedule page as shown below:

21-Delete a Bionic Rule Schedule.png

You can now delete the schedule of any Rule chain in the Basic and Event schedule types with the DELETE button:

22-Basic and Event schedule types with the DELETE button.gif

Note: In previous versions, the option to delete a basic rule chain scheduler was available in the bottom right corner of the Schedule page as a Delete icon.

  1. SFDC.png Basic type Rule chain scheduler is now similar to Rule scheduler: You can now see more options in the basic type rule chain scheduler with an enhanced UI and it’s similar to the basic rule scheduler. New options include:
  • Schedule for Yearly
  • Selection of flexible Start Time in Minutes and Timezone

To see this enhancement, navigate to Administration > Bionic Rules > Rule Chain > [Click SCHEDULE] > [Select Schedule type Basic].

23-Basic Rule Chain Scheduler.gif

  • Was this article helpful?