Overview
System Actions allow for configuring email notifications. Notifications are triggered based on a specific trigger event and can be configured to be sent to different recipients.
System Actions are configured under Admin > System Actions in the navigation menu.
Notifications that have been sent by nVIRO can be viewed on the Admin > User Notifications screen. This screen can be filtered to only view notifications sent by a specific System Action. This can be useful for auditing whether a system action has been configured to send notifications correctly under the desired scenarios.
Trigger Types
System Action notifications can be triggered in either Real Time or part of a Batch Nightly process.
- Real Time triggers happen immediately as records are added or updated by a user, or some other user-initiated action.
- Batch Nightly triggers happen as part of a nightly batch process that checks date values on specific records.
The image below show an example of a Batch Nightly system action that has been set up to send a notification 5 days before a submission's processing deadline date is reached:
See the Trigger Events section below for more information.
Priority Ranking
In the System Actions List screen, each system action will display a Priority ranking. Priority is a system calculated value. The notification generation logic will always select the highest ranked notification that matches the criteria of the entity to which the notification relates (e.g. program area, entity type, etc).
Imagine three scenarios:
- Submission Status Change Notification - Program Area = (none) , Action Type filters = (none) (generic) - Priority = 3
- Submission Status Change Notification - Program Area = "Air Quality", Action Type filter = (none) (more specific) - Priority = 2
- Submission Status Change Notification - Program Area = "Air Quality", Action Type filter = "Renewal" (very specific) - Priority = 1
So if a submission's status changes for a Resources permit whose Action Type = "New" then #2 will be sent since it does not meet the criteria of #3.
So if a submission's status changes for a NPDES permit then #1 will be sent since it does not meet the criteria of #2 or #3
Trigger Events
System Action notifications can be set up to trigger on any of the following events
Note: All Application/Request triggers also fire for Schedule submissions.
| Trigger Type | Functional Area | Trigger Description |
|---|---|---|
| Batch (Nightly) Trigger | Application/Request | Submission Admin Complete Determination Deadline Date |
| Batch (Nightly) Trigger | Application/Request | Submission Processing Deadline Date |
| Real-Time Trigger | Application/Request | Submission Assigned |
| Real-Time Trigger | Application/Request | Submission Event Added |
| Real-Time Trigger | Application/Request | Submission Reassigned to Another User |
| Real-Time Trigger | Application/Request | Submission Received (New) |
| Real-Time Trigger | Application/Request | Submission Received (Revision) |
| Real-Time Trigger | Application/Request | Submission Status Change |
| Batch (Nightly) Trigger | Complaint/Incident | Complaint/Incident Processing Deadline Date |
| Real-Time Trigger | Compliance Action | Compliance Action Event Added |
| Batch (Nightly) Trigger | Evaluation | Evaluation Scheduled Date |
| Real-Time Trigger | Evaluation | Evaluation Event Added |
| Real-Time Trigger | Evaluation | Evaluation Status Change |
| Batch (Nightly) Trigger | Permit | Permit Expire Date |
| Real-Time Trigger | Permit | Permit Event Added |
| Real-Time Trigger | Permit | Permit Status Change |
| Batch (Nightly) Trigger | Public Notice | Public Notice End Date |
| Batch (Nightly) Trigger | Public Notice | Public Notice Start Date |
| Real-Time Trigger | Receivable | Charge/Adjustment/Late Fee/Write off added |
| Real-Time Trigger | Receivable | Payment Received |
| Batch (Nightly) Trigger | Schedule | Schedule Due Date |
| Real-Time Trigger | Schedule | Submittal Received (New) |
| Real-Time Trigger | Schedule | Submittal Received (Revision) |
| Real-Time Trigger | Schedule | Submittal Review Decision |
| Real-Time Trigger | Site | Site Event Added |
| Batch (Nightly) Trigger | Task | Task Due Date |
| Real-Time Trigger | Task | Task Assignee Set or Changed |
| Real-Time Trigger | Task | Task Status Change |
| Batch (Nightly) Trigger | User | User Password Expire Date |
| Real-Time Trigger | User | User Account Active/Inactive Status Change |
| Real-Time Trigger | User | User Password Changed |
| Real-Time Trigger | User | User Site Level Access Active/Inactive Status Change |
| Real-Time Trigger | User | User Verification Request Status Change |
Filters (System Action Entity Types)
System Actions can be filtered to trigger on only a subset of data. The available filters for each functional area are listed in the table below. If a functional area is not listed, there are no filters available.
| Functional Area | Available Entity Type Filters |
|---|---|
| App/Request/Complaint App/Request/Complaint - Event | (None) Planned: Form Name |
| Evaluation Evaluation - Event | Evaluation Type |
| Compliance Action Compliance Action - Event | Compliance Action Type |
| Permit Permit - Event | Permit Category or Permit Category + Permit Type (added on v2021.1) |
| Schedule | Schedule Type |
| Financial Instrument | Financial Instrument Type |
| Receivable | Fee Category |
Notification Recipients
Each notification can be set to be sent to a different recipient based on the recipient's role.
The table below lists the available recipient types for each different functional area
| Functional Area | Recipient Type | Description |
|---|---|---|
| Application/Request | Contacts with 'notification recipient' role | |
| Application/Request | Submission Assigned Processor | |
| Application/Request | App/Request Form Submitter (External Users Only) | |
| Application/Request | Permittee (for submissions related to a permit) | |
| Application/Request | Submission Assigned User's Supervisor | |
| Compliance Action | Compliance Action Assigned User | |
| Compliance Action | Compliance Action Assigned User's Supervisor | |
| Compliance Action | Compliance Action Responsible Party | |
| Compliance Action | Compliance Action Notification Recipient Contacts | |
| Evaluation | Evaluation Assigned user | |
| Evaluation | Evaluation Assigned User's Supervisor | |
| Evaluation | Inspection Contact | |
| Evaluation | Evaluation Notification Recipient Contacts | |
| Permit | Permittee | |
| Permit | Permit Active External Users | |
| Permit | Permit Notification Recipient Contacts | |
| Permit | Permit Compliance Manager | |
| Public Notice | Contacts with 'Public Notice communications recipient' role | |
| Receivable | Application/Schedule Fee - Submission Processor | |
| Receivable | Annual Invoice Fee - Permit Compliance Manager | |
| Receivable | Penalty/Stipulation Fee - Compliance/Action Processor | |
| Schedule | Related External Users | Any active external users associated with the parent site who are either Editor or Admin role |
| Schedule | Related Internal Permit Manager | |
| Schedule | Project Activity Manager | The Activity Manager assigned to the Project Activity to which the schedule relates |
| Schedule | Internal Compliance Action Assignee | |
| Schedule | Schedule Form Submitter | |
| Schedule | Submittal Site Manager | |
| Site | Site Owner Contact | |
| Site | Site Manager(s) | |
| Site | Site Notification Recipient Contacts | |
| Task | Task Parent Item Assignee | |
| Task | Task Assignee | |
| User | User Account Holder |