Users can create rules that will, in turn, automatically create email addresses for staff and/or students.
Required Permissions: Guru Admin
Where to Start
- Go to Rules.
- Select Add New Rule.
Automate Student and Staff Email Creation
- Enter a Name for the new Rule
- If desired, enter a Description.
- Select Student Email Address or Staff Email Address for Entity Type.
- Select a School.
- Select the appropriate Update Options: Overwrite or Skip. Overwrite populates empty target fields and overwrite the target field if it already has a value. Skip ignores records where the target field already has a value.
- Select Next to proceed to the Data Rules tab.
Data Rules
- Click Add Rule to build the logic that determines the conventions for creating an email address
- Select the Operation to be applied and the Field to which the Operation will be applied. If needed, specify any additional values by selecting Add Rule to define additional rules.
- Select Finish to save the rule.
Operations
The available operations are listed below, along with their functions:
- Concatenate: Add the value for the selected field to the derived value.
- Left: Select the left n character(s) from the field value. An additional field will appear in which the number of characters can be specified.
- Left Trim: Removes any leading spaces from the field value.
- Literal: Free-text character string to be applied to all updated values.
(e.g., “@myschooldistrict.com”) - Replace: Replace a specific text with another value. Specify the Search Value (required) and Replace With Value.
- Right: Select the right n character(s) from the field value (excludes spaces). An additional field will appear in which the number of characters can be specified.
- Right Trim: Removes any trailing spaces from the selected field.
- Substring: Select the text beginning at n position, for y character(s). Two additional fields will appear in which the user can specify the starting character position (e.g., 5 for fifth character) and number of characters.
Fields
Student Email Address
- (Previous Result)
- Student ID
- Student First Name
- Student Last Name
- Username
- Student Cohort
- Projected Graduation Year
Staff Email Address:
- (Previous Result)
- Staff Local IS
- Staff First Name
- Staff Last Name
- Username
- Primary Username
Sample Email Address Rule Set
The above set of Email Address rules will do the following:
- Start each Email Address with “esdqa_”
- Add the first letter of the student’s first name
- Add the student’s last name and remove any apostrophes
- Remove any hyphens from the previous result (i.e., from the student’s last name). Note: The Replace rules remove the apostrophes and hyphens, since no Replace With values have been specified.
- End with “@mailinator.com”
Example Student Name |
Example Email Address |
---|---|
Maggie Wallace |
esdqa_mwallace@mailinator.com |
Mollie O’Neill |
esdqa_moneill@mailinator.com |
D’oria Shimada-Addams |
esdqa_dshimadaaddams@mailinator.com |
Notifications
- Enter the email address for a user to be notified of a run.
- Toggle On (green) to only send notifications when there is a failure.
- Select the X to remove the user from notifications.
- Select Add Email Address to add additional recipients.
- Select Finish to save the Rule.