Automate Email Address Creation

Where to Start

1. Go to Rules. 
2. Select Add New Rule. 

Automate Student and Staff Email Creation

3. Enter a Name for the new Rule 
4. If desired, enter a Description.
5. Select Student Email Address or Staff Email Address for Entity Type. 
6. Select a School.
7. 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.
8. Select Next to proceed to the Data Rules tab.

Data Rules

9. Click Add Rule to build the logic that determines the conventions for creating an email address 
10. 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.
11. 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”

Notifications

12. Enter the email address for a user to be notified of a run.
13. Toggle On (green) to only send notifications when there is a failure.
14. Select the X to remove the user from notifications. 
15. Select Add Email Address to add additional recipients. 
16. Select Finish to save the Rule.