Rules Analyzer Admin Overview

Execution & Audit Trend

This tab displays reports for rule run time, execution stats, and audit stats. At the top of the tab is a summary of rule executions for the current date. This summary displays the number of rules run, successful rules, partially successful rules, rule failures, and total amount of rule run time.

For each report, you can configure the time range using the dropdown menu in the top right. You can also hover over the datapoint of each report to view granular data. The type of data displayed depends on the report being viewed.

You can click any datapoint in each graphical report to display a more detailed break down of the data in a tabular report that’s immediately below. These tabular reports display the date of the data it is showing and includes an entry for each rule. You can export any of these tabular reports as .xlsx files by clicking the export button.

Rules Info

This tab displays rule data in the following reports:

• Number of Rules by Type: Displays the number of Bionic and Custom rules by active and scheduled status. You can click the labels for Bionic and Custom rules to hide or display the associated data.

• Number of Rules by Rule Chain: Displays an entry for each rule chain including the name of the chain and the number of rules associated with it. You can export this report as a .xlsx file by clicking the export button.

• Number of Rules by Source Object: Displays an entry for each rule source object including the name of the object, the data source of the object, and the number of custom and bionic rules built off of the object. You can export this report as a .xlsx file by clicking the export button.

• Number of Rules by Target Object: Displays an entry for each rule target object including the name of the object, the data source of the object, and the number of custom and bionic rules built to target the object. You can export this report as a .xlsx file by clicking the export button.

Schedule

Scheduling a rule at the right time is critical to its success. However, arriving at the right sequence of when to run a rule is difficult when an Org is running hundreds of rules. The Schedule feature analyses the rules based on several factors (such as runtime, prerequisite rules, etc) to arrive at the best sequencing possible for the best utilization. This can help the Admin know the right sequence in which the rules should be scheduled for reducing overall execution time.

The column on the left of the screen provides the order in which the rules can be scheduled for optimum performance.

Comparator

The Comparator feature provides a clear view of the difference between execution of rules on one day vs. another. This helps Gainsight Admins to analyze which Rules are broken and need debugging.  Admins can compare how a rule is performing by selecting two dates and comparing the rule run statistics on the selected dates.

Perform the following steps to compare:

1. Navigate to Rules Analyzer > DASHBOARD tab > Comparator tab

2. Select the Start Date and End Date
   Note: Ensure that Start Date is less than End Date.

3. Click GO. The Comparator window displays a table containing all rule statistics within the date range. This helps admins to see what has changed and which rules are increasing the overall execution time.

4. Click on the Rule Stats icon to see more details about the particular rule on the Company Data page.

This Company Data page provides granular information about the rule, including the success and failure rates.

The Comparator feature also shows when a rule is running perfectly and does not require any changes. Below is an example of a rule that is running without any changes on the two dates which indicates no debugging is required for this rule.

Rule Scan

The Rule Scan page displays a Rule 360 screen with a quick view summary of all your rules arranged in tiles at the top of the screen. The summary includes the following:

• Number of Total rules

• Number of Bionic Rules

• Number of Custom Rules

• Number of Rule Chains

• Number of Tasks 

• Number of Actions

Below the quick view summary is a list of all rules within the org. This list displays the following fields: Rule Name, Last Execution Time, Type, Rule For, Scheduled, Number of Actions, Number of Tasks, as well as a button to Scan the rule. You can click on the rule’s name to view it in the Rules Engine.

You can click on the Scan Rule icon to see a complete analysis of the particular rule as shown below. Clicking on the Scan Rule icon displays the Rule 360 screen, which includes the Scan Points for the rule, a 30 day trend analysis of how the rule has performed, and a detailed report on the rule.

The top of the Rule 360 screen contains a quick view summary of the type of rule (Bionic /Custom) and the tasks and actions associated with the rule, as well as the rule’s Scan Points. Scan Points are possible causes of rule failure or under performance. You can click on the expand icon for a deep dive on the cause and how it can be corrected.

In the example below, clicking on the expand icon for Rule with no date filter, shows how the rule is fetching unnecessary data due to a lack of filters. The Admin can then add appropriate filters to improve performance. For more information on specific scan points, refer to Scan Points.

The 30 day trend analysis report displays the rule’s run time and wait time in hours. Hovering over any date provides a bird’s eye view of the execution time and waiting time on that date as shown below.

The Rules 360 report displays detailed information about the rule, including an entry for each Task and Action within the rule. Each entry displays the Task or Action’s Name, Source Object, Target Object, Reads, Writes, Database Name, and Operation Type. You can download this report as a .xlsx file by clicking the export button in the top right.

Bulk Scan

The Bulk Scan page displays options to scan all active and scheduled rules to give a summary report of errors, warnings and information to improve rule configuration. You can then send this report to one or multiple email addresses.

Admins can select from a list of Scan Points for the Bulk Scan to check for. By default, all Scan Points are selected. The list of Scan Points is divided into three segments that you can expand to select/unselect specific data points:

• Data Quality: These scan points look for configuration errors that can cause data quality issues along with recommendations to improve data quality. This segment includes the following scan points:

  • Action is having permission issue

  • Identifiers Mismatch

  • More updates than reads

  • Partial Failures

  • Rule scheduled early

  • Rule using insert operation

  • Task is fetching 0 records

• Performance: These scan points look for configuration errors that can cause performance issues along with recommendations to improve the performance. This segment includes the following scan points:

  • Apply to Gainsight customer filter not applied

  • Consolidate actions by using additional criteria

  • Dimension Id and Name are used

  • Duplicate Actions

  • Filter on ID/Name/GSID

  • Long Execution

  • No date filter

  • No fetch task

  • No Filter

  • Use Pivot to optimize

  • Using Account object

• Maintainability: These scan points look for ways to improve manageability of rules. This segment includes the following scan points:

  • Duplicate rule name exists

  • No failure email is configured

  • Rule can be consolidated

  • Rule is scheduled to execute on missing days

  • Schedule is ending soon

  • Schedule start date is in future

  • Schedule with end time

  • Scheduled for multiple times a day

  • Scorecared 1.0 rule

  • The object not found

  • The rule is part of multiple rule chains

  • Unscheduled Rule

  • Unused tasks

  • Use Case Expression

  • Using Scorecard 1.0

  • No Action

For more information on specific Scan Points, refer to Scan Points.

After configuring the list of scan points, click either the BULK SCAN button to scan all rules for the selected scan points, or a specific segment’s SCAN button to scan all rules for the selected scan points in that segment.

When you click one of the scan buttons, the Trigger Bulk Scan screen displays.

The results of the scan will be sent as a .xlsx file to any valid email address entered in the text box. By default, the logged in user’s email address will be entered. Click CONFIRM to complete the scan or CANCEL to navigate back to the Bulk Scan configuration screen.

After a Bulk Scan is completed, the Scan History page is displayed.

Scan History

The Scan History page displays a report with an entry for each completed scan. Each entry includes the name of the user who triggered the scan, the date and time the scan was triggered, and the scan results. You can take the following actions on this page:

1. Scan Filter: Click this field to select the following filter options for the Scan History page:

   • Bulk Scan: Displays an entry for each Bulk Scan.

   • Rule Scan: Displays an entry for each individually scanned rule. The name of the rule is also displayed.

   • All: Displays an entry for each scan. The Scan Type and name of the rule are also displayed.

2. Refresh: Refresh the data displayed in the Scan History report.

3. In Progress: This will display if the scan results are not yet ready to view. You can click the Refresh button to update this.

4. View Details: Click this to display the scan results page. For Bulk Scans, this is a report with an entry of every rule scanned. For individual rules, this is the Rule 360 page. For more information, refer to Bulk Scan and Rule Scan.

Best Practices

The Best Practices page displays guidelines to adhere to when creating rules. You can click options displayed in the Outline column on the left to navigate the documentation.

Scan Points

Currently, Scan checks the rules in your Org for the following 19 Scan points. Each of these has a similar message (similar to the example above) which you can expand to know more details.

Consolidate

The Consolidate page displays widgets for each source object with rules that can be optimized. Each widget displays the name of the source object as well as the number of custom and bionic rules built off of the object.

Click the GO button for any widget to view a report of each rule built off of the object that can be optimized.

Each entry in the report displays the rule’s name, type, scheduled cron, associated rule chain name, and optimized rule names.

You can compare rules side-by-side by selecting the rules you wish to compare, and then clicking the COMPARE button. This opens the Rules Compare page where you can view the Rule Info, Rule Setup, and Rule Actions for each rule you’re comparing. After you compare the rules, you can select to merge them into a single rule by clicking the OPTIMIZE button. 

The newly created rule will be inactive. Navigate to the Rules Engine to make it active. For more information on this process, refer to Schedule and Execute Rules under the Additional Resources section.

Other recommendations

This page displays optimization recommendations for individual rules based on their tasks or actions. You can filter the list of recommendations by scheduled rules, unscheduled rules, or all rules using the rule run type selector field.

You can expand each recommendation to see a report of applicable rules. Each entry of the report displays the rule’s Name, Type, Created Date/Time, Modified Date/Time, Process Result, and Execution Time. Click the name of the rule to open it in the Rules Engine. You can download this report as a .xlsx file by clicking on the export button.