Understanding Exit Strategy in Access Automate
Exit Strategy controls how participants move through your automations based on live data from Vincere. This article explains how it works, how it responds to Vincere updates, and how to get the best results especially when using date-based criteria.
How Exit Strategy works
Exit Strategy checks each participant's eligibility in real time using data from Vincere. If a participant no longer matches the criteria set in your automation's search, they are marked as Exited and stop progressing through the automation. Important: once a participant exits, they will not re-enter the same automation even if their data later changes to match the criteria again.
How Vincere updates affect automations
Vincere sends data updates via API to a repository that Access Automate reads from in real time. As soon as a participant's record no longer meets your search criteria, they are immediately marked as Exited and removed from the automation. This keeps your automations responsive and up to date as data changes in Vincere.
Best practices
Follow these recommendations to get the most out of Exit Strategy:
Use stable criteria. Exit Strategy works best when your search criteria are unlikely to change frequently - for example, "candidate is active" rather than a narrow date window. Stable criteria reduce the risk of participants exiting before they've completed the automation.
Use a broader date window for date-based automations. If your automation uses date-based criteria, set a wider, bounded date range - for example, a "Days before (range)" condition of 1 to 5 days. This gives participants enough time to progress through the automation without being exited prematurely.
Limitations to be aware of
Widening your date window helps, but there are a couple of trade-offs to keep in mind:
Participants will still exit if the automation runs longer than the date window as once the window closes, they are marked as Exited.
A wider window can pull in older records. These participants may enter the automation late and then exit again when they fall outside the range.
Keeping these trade-offs in mind will help you configure your automations to get the outcomes you're looking for.
By using stable criteria and thoughtfully configuring date ranges, you can keep your automations running smoothly and ensure participants progress as expected.