UA Eligibility: Changes to Questions and Rules

Written by Lauren Neulinger

Last published at: September 16th, 2021

If you delete or edit an application question used in one or more eligibility rules, it's important to adjust and test the rules as well. Additional steps should be taken if the change is made after opening the universe to applicants. 


Scenarios and Best Practices

If you find a question that needs to be deleted or edited, you'll need to check and likely adjust your eligibility rules. Below are some common scenarios and best practices for handling them.

Changing a Question Type

For example, let's say you originally created a "High School Name" question as a text box, but your CSM explained why a drop-down list is best practice for collecting that info. You'd need to follow the steps below to make the necessary adjustments.

  1. In order to change the question type of a particular question, you'll need to build a new version of the question. 
    • If the original question hasn't been used by applicants yet, you can delete it. 
    • If it has been used, you can change the visibility of the original question (to internal or administrator visibility) and edit the question label to indicate that it's an old version.
  2. After addressing the question edits, navigate to the Eligibility tab of your universe to check the eligibility rules and adjust as needed. 
    • Click the pencil icon next to a rule group that needs adjusting. 
      • You'll see a "Question Not Found" error (visible in the image below) if you deleted a question used in a rule. If you changed the visibility of the original question instead, scan the rules to find that question.
    • Edit the affected rule, then click Save Rule Group.
  3. After making any changes to your eligibility rules, it's best practice to do more testing to ensure they're working as expected. Click Test Eligibility to access the testing page.


Delete

If you're making these changes after opening your universe to applicants, refer to the If Editing After Opening the Universe section at the bottom of this article for the next steps.


Deleting a Duplicate Question

For example, let's say you realize you have two identical "Intended College Major" questions on the application. You'd need to follow the steps below to make the necessary adjustments.

  1. If you realize that you have a duplicate question on the application, you can delete one of the duplicates if it hasn't been used. 
    • If both questions have been used, you can change the visibility of one of the questions (to internal or administrator visibility) and edit the question label to indicate that it's an old version.
  2. After addressing the question edits, navigate to the Eligibility tab of your universe to check the eligibility rules and adjust as needed. 
    • Click the pencil icon next to a rule group that needs adjusting. 
      • You'll see a "Question Not Found" error (visible in the image below) if you deleted a question used in a rule. If you changed the visibility and label of one of the questions instead, scan the rules to find that question.
    • Edit the affected rule, then click Save Rule Group.
  3. After making any changes to your eligibility rules, it's best practice to do more testing to ensure they're working as expected. Click Test Eligibility to access the testing page.


Delete

If you're making these changes after opening your universe to applicants, refer to the If Editing After Opening the Universe section at the bottom of this article for the next steps.


Editing List Items

For example, let's say you found a typo in one of the list options in your "County of Residence" question on the application. You'd need to follow the steps below to make the necessary adjustments.

  1. To edit list items in a list type question (e.g. radio button list), add the corrected list item and delete the old item. 
    • Once applicants are working on the application, you can add but not delete list items. Reach out to the Support team in that scenario for further assistance.
  2. The changes will be reflected after you click Save Question.
  3. After addressing the question edit, navigate to the Eligibility tab of your universe to check the eligibility rules and adjust as needed. 
    • Click the pencil icon next to a rule group that needs adjusting.
      • You'll see a "List Item Not Found" error (visible in the image below) if you deleted a list item used in a rule.
    • Edit the affected rule to select the new list item, then click Save Rule Group.
  4. After making any changes to your eligibility rules, it's best practice to do more testing to ensure they're working as expected. Click Test Eligibility to access the testing page.


Delete

If you're making these changes after opening your universe to applicants, refer to the If Editing After Opening the Universe section at the bottom of this article for the next steps.


Deleting or Changing Eligibility Rules

  1. To edit an eligibility rule, navigate to the Eligibility tab of your universe, then click the pencilicon next to the rule group containing that rule.  
  2.  Within the rule group pop-up, you can make several changes: 
    • Click the X icon to delete a rule. 
    • Edit a rule by changing the selected question, comparator, or value. 
    • Add a new rule or subgroup of rules. 
  3. Click Save Rule Group when you're done making your changes. 
  4. After making any changes to your eligibility rules, it's best practice to do more testing to ensure they're working as expected. Click Test Eligibility to access the testing page.

Delete

If you're making these changes after opening your universe to applicants, refer to the If Editing After Opening the Universe section at the bottom of this article for the next steps.



If Editing After Opening the Universe

Sometimes a scenario occurs where you realize you need to edit or delete a question or eligibility rule, and you've already opened the universe to applicants. In addition to the best practices listed above for adjustments to questions and rules, in this scenario you'll need to also account for the effect on your applicants. 

After making the necessary question and/or rule adjustments, you'll need to retest applicants' eligibility results. This is an important step to understand if the changes caused any applicants who were previously found ineligible for an opportunity to now be eligible, and vice versa. 

For step-by-step guidance: 

The following walk-thrus are available in the WalkMe Help Menu: 

  • UA - Retest Eligibility for Multiple Applicants
  • UA - Retest Eligibility for a Single Applicant