Automate Hold Placement on Students

Build an automation flow by using invocable actions. Run the flow to run expression sets that evaluate students for hold violations and assign holds to a group of students.

Required Editions

Available in: Lightning Experience

Available in: Enterprise, Unlimited, and Developer Editions with Education Cloud license and Education Cloud Advanced Academic Operations for Experience Cloud add-on

User Permissions Needed
To use expression sets and invocable actions:	Education Cloud Full Access
To edit objects:	Education Cloud Advanced Academic Operations Admin Access
To create context definitions:	Context Service Admin
To create, update, and delete expression sets:	Rules Engine Designer
To run expression sets in Business Rules Engine:	Rules Engine Runtime
To configure flows:	Manage Flow

Create a context definition for your policy rule.
Define a node with attributes. The node requires the IsHoldApplicable attribute. Select OUTPUT as the attribute’s type and select BOOLEAN as the data type.
Add a context mapping for the node that you defined.
Map the node to the Contact sObject. Make sure that you also map the isHoldApplicable attribute to a corresponding boolean field on the Contact sObject.
Create a policy rule.
1. From the App Launcher, find and select Policy Rules.
2. Click New Policy Rule.
3. Enter a name.
  The API name populates automatically.
4. Select Student Information System as the usage type.
5. Select Default as the usage subtype.
6. Select the context definition that you created as the context definition.
7. Save your changes.
  This policy rule automatically creates a policy rule version.
Create an expression set that executes your policy rule.
1. From the policy rule record that you created, go to the Details tab, and then select the automatically created policy rule version.
2. In Policy Rule Builder, create an expression set.
Create a compliance control record.
1. From the App Launcher, find and select Compliance Controls.
2. Click New.
3. Enter a name and an API name.
4. Save your changes.
  Every compliance control that you create automatically creates a corresponding compliance control version.
5. In the New Compliance Control Version window, select Expression Set as the rule processor, and then select the policy rule that you defined earlier.
6. Select Default as the status.
7. Save your changes.
Map a regulation clause version record to this compliance control version record.
This mapping connects the regulation clause version record to an expression set that’s stored in the compliance control version record.
1. From the compliance control version record page, go to the Related tab.
2. In the Regulation Clause Compliance Control Versions section, click New.
3. Select the regulation clause version that you want to map to.
4. Save your changes.
Build a flow that suits your needs by using these invocable actions.
We recommend that you create one flow to evaluate and assign each hold definition.
- Get Related Policy Rules: This action gets expression sets from all regulation clause version records that are related to a regulatory code record. It generates expression set IDs.
- Run Expression Set with Context Definition: This action runs an expression set against each student ID. It generates context IDs that indicate whether a hold applies to a student.
- Assign Hold on Student: This action creates and places a hold on a student’s account based on the hold definition, reasons, and the context IDs that the Run Expression Set with Context Definition action generates. If a regulatory code violation is currently placed on a student’s account, this action doesn’t place the same hold twice.
- Get Restrictions Assigned To Person Account: This action checks a student's account and lists all regulatory code violations that are placed on the account.

Review the flow run results in the regulatory code violation records or in a student’s case records.