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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.
System Action Configuration
New system actions may be created by clicking Add New System Action from the System Action List screen. A configuration screen is displayed that is separated into the base system action Configuration Details and Actions.
The Configuration Details allows specification of the name, description and instructions for 'triggering' the they system action such as identification of data (filters) which triggers the System action.
The Actions Section provides the ability to specify of one or more actions to be performed when the system action is triggered.
Configuration Details Section
The following table lists the fields available on the Evaluation Details page:
Field | Description |
|---|---|
| System Action Name | A user defined name for the system action. |
| Description | Detailed description of the system action, such as a description of the purpose for the system action. |
| Functional Area | Functional Area categorization is used to determine the various options that are available for the system action such the System Action Trigger Types as well as options when defining individual System Actions. Certain Functional Area options are only available for real time triggering. |
System Action Trigger Types
System Action notifications can be triggered based on a System Event (Real Time) or part of a Batch Nightly process. These are specified in the Trigger field.
- System Event 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.
Depending upon the trigger type selected, the screen will change, displaying different fields (controls) that may be entered.
Controls displayed for a System Event
The following table lists the fields available on the Evaluation Details page:
Field | Description | ||
|---|---|---|---|
| Event | The system event that triggers the actions specified in the Actions section of the system action. | ||
| Program Areas | The program areas to which the system action applies. For example, if Application Request is specified as the functional area, and Air is specified as the program area, the listed Actions will only be triggered for Air Application Requests. One or more program areas may be selected or it may be left unassigned.
| ||
| Target Statuses | May be available specified if the selected event is related to a record status. One or more statuses may be selected or it may be left unassigned.
| ||
System Action Filters (Labeled as System Action Entity Types in 2020.3 and earlier) | Provides further specification to apply the system action to a subset of data (e.g. a specific form type). This is an additional filter. One or more entity types may be selected or it may be left unassigned.
| ||
| Always Send Email | nVIRO users have the ability to specify their notification delivery preference as Deliver in nVIRO Only, or Deliver in nVIRO and Email. If Always Send Email is checked, notification actions triggered will always send an email regardless of the user preference specified, overriding the system preference |
Controls displayed for a Batch Nightly Event
The following table lists the fields available on the Evaluation Details page:
Field | Description |
|---|---|
| Program Areas | The program areas to which the system action applies. For example, if Application Request is specified as the functional area, and Air is specified as the program area, the listed Actions will only be triggered for Air Application Requests. |
| Interval | Works in conjunction with Time Span and Trigger Date. Specifies the interval value for the related time span (days, months, weeks, years). For example:
|
| Time Span | Works in conjunction with Interval and Trigger Date. Specifies the time span for the interval as Days, Months, Weeks or Years |
| Trigger Date | Works in conjunction with Time Span and Interval. Specifies the relative date that the batch event should be triggered. For example:
|
| Always Send Email | nVIRO users have the ability to specify their notification delivery preference as Deliver in nVIRO Only, or Deliver in nVIRO and Email. If Always Send Email is checked, notification actions triggered will always send an email regardless of the user preference specified, overriding the system preference |
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.
| Functional Area | Trigger Type | Trigger Description |
|---|---|---|
| Application/Request | Batch (Nightly) Trigger | Submission Admin Complete Determination Deadline Date |
| Application/Request | Batch (Nightly) Trigger | Submission Processing Deadline Date |
| Application/Request | Real-Time Trigger | Submission Assigned (also fires for schedules and DMRs) |
| Application/Request | Real-Time Trigger | Submission Reassigned to Another User (also fires for schedules and DMRs) |
| Application/Request | Real-Time Trigger | Submission Event Added |
| Application/Request | Real-Time Trigger | Submission Received (New) |
| Application/Request | Real-Time Trigger | Submission Received (Revision) |
| Application/Request | Real-Time Trigger | Submission Status Change |
| Complaint/Incident | Batch (Nightly) Trigger | Complaint/Incident Processing Deadline Date |
| Compliance Action | Real-Time Trigger | Compliance Action Event Added |
| Evaluation | Batch (Nightly) Trigger | Evaluation Scheduled Date |
| Evaluation | Real-Time Trigger | Evaluation Event Added |
| Evaluation | Real-Time Trigger | Evaluation Status Change |
| Permit | Batch (Nightly) Trigger | Permit Expire Date |
| Permit | Real-Time Trigger | Permit Event Added |
| Permit | Real-Time Trigger | Permit Status Change |
| Public Notice | Batch (Nightly) Trigger | Public Notice End Date |
| Public Notice | Batch (Nightly) Trigger | Public Notice Start Date |
| Receivable | Real-Time Trigger | Charge/Adjustment/Late Fee/Write off added |
| Receivable | Real-Time Trigger | Payment Received |
| Schedule | Batch (Nightly) Trigger | Schedule Due Date |
| Schedule | Real-Time Trigger | Submittal Received (New) |
| Schedule | Real-Time Trigger | Submittal Received (Revision) |
| Schedule | Real-Time Trigger | Submittal Review Decision |
| Site | Real-Time Trigger | Site Event Added |
| Task | Batch (Nightly) Trigger | Task Due Date |
| Task | Real-Time Trigger | Task Assignee Set or Changed |
| Task | Real-Time Trigger | Task Status Change |
| User | Batch (Nightly) Trigger | User Password Expire Date |
| User | Real-Time Trigger | User Account Active/Inactive Status Change |
| User | Real-Time Trigger | User Password Changed |
| User | Real-Time Trigger | User Site Level Access Active/Inactive Status Change |
| User | Real-Time Trigger | User Verification Request Status Change |
System Action Entity Types (Filters)
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) Form Names |
| Evaluation Evaluation - Event | Evaluation Types |
| Compliance Action Compliance Action - Event | Compliance Action Types |
| Permit Permit - Event | Permit Categories or Permit Categories + Permit Types |
| Schedule | Schedule Types |
| Financial Instrument | Financial Instrument Types |
| Receivable | Fee Categories |
Actions
One or more actions may be performed when the specified system action is triggered. These include sending a Notification or (for batch triggers), generating a document. Actions may be created by clicking Add Action.
Depending upon the trigger type selected, the different fields (controls) are available for entry:
- System Event trigger types only support Notification actions.
- Batch Nightly trigger types support Notification or Generate Document actions.
Controls displayed for a Notification Action
A notification action generates a notification based upon a Notification Template. Notification templates are defined a a MS Word document with embedded merge fields that are populated at run-time. The notification may be sent to one or more of the following:
- standard notification recipients defined in the action
- contacts based upon their contact affiliations
- specified email addresses
The following table lists the fields available on a Notification Action.
Field | Description |
|---|---|
| Notification Template | Specifies the notification template that will be used to generate the notification and email. |
| Notification Recipients | One or more standard recipients who will be sent the notification (see Notification Recipients below). |
| Contact Affiliation Recipients | One or more affiliation types to direct the notification to. If a contact exists with the specified affiliation type they will be sent the notification. |
| Additional Emails | One or more specific emails that will be sent the notification. If multiple are specified, separate the email addresses by a semicolon. |
Controls displayed for a Generate Document Action
The following table lists the fields available on a Generate Document Action
Field | Description |
|---|---|
| Document Category | The category to which the document template belongs. Selecting document category allows selection of templates within that category. |
| Template | The document template that will be used to generate the document. |
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
| CODE | Functional Area | New Description |
|---|---|---|
| ACR_REQUESTER | User - Account Access Request | External - Account Access Requestor |
| APP_FORM_SBMTR | Application/Request Complaint/Incident, Application/Request/Complaint/Incident - Event | External - App/Request Form Submitter |
| CA_ASGN_SPVSR | Compliance Action Compliance Action - Event | Internal - Compliance Action Assigned User's Supervisor |
| CA_ASGN_USER | Compliance Action Compliance Action - Event | Internal - Compliance Action Assigned User |
| DMR_SBMTR | Schedule - DMR | External - DMR Submitter |
| EVAL_ASGN_SPVSR | Evaluation, Evaluation - Event | Internal - Evaluation Assigned User's Supervisor |
| EVAL_ASGN_USER | Evaluation, Evaluation - Event | Internal - Evaluation Assigned User |
| EVAL_ICONTCT | Evaluation, Evaluation - Event | Internal - Evaluation's Permit Compliance Manager |
| PN_ASGN_USER | Public Notice | Internal - Public Notice's Submission Assigned Processor |
| PRMT_CMPL_MGR | Permit, Permit - Event | Internal - Permit Compliance Manager |
| PROJ_ASGND_USER | Environmental Projects Project - Event | Internal - Project Manager |
| RCVBL_BILL | Receivable | External - Billing Contact |
| RCVBL_CA_CNCT | Receivable | Internal - Penalty/Stipulation Fee - Compliance/Action Assigned User |
| RCVBL_PRMT_CNCT | Receivable | Internal - Annual Invoice Fee - Permit Compliance Manager |
| RCVBL_SUBM_CNCT | Receivable | Internal - Application/Schedule Fee - Submission Processor |
| SCHD_FORM_SBMTR | Schedule | Schedule Form Submitter |
| SCHD_INTCMPLACT | Schedule | Internal - Related Compliance Action Assigned User |
| SCHD_INTPRMTMGR | Schedule - DMR Schedule | Internal - Related Permit Compliance Manager |
| SCHD_PROJMGR | Environmental Projects Project - Event | Internal - Schedule's Project Activity Manager |
| SCHD_SITE_MGR | Schedule - DMR Schedule | Internal - Submittal Site Manager |
| SCHD_SUBM_CNCT | Schedule | Internal - Schedule/Submission Assigned Processor |
| SITE_EXT_ADMIN | User - Account Access Request User - Account Application/Request Compliance Action; Compliance Action - Event Complaint/Incident Schedule - DMR Evaluation; Evaluation - Event, Permit; Permit - Event Environmental Projects; Project - Event Site, | External - Site Administrators |
| SITE_EXT_CERT | Submission Version | External - Site Certifiers |
| SITE_EXT_USER | Application/Request, Compliance Action, Compliance Action - Event, Complaint/Incident, Schedule - DMR, Evaluation, Evaluation - Event, Permit, Permit - Event, Environmental Projects, Project - Event, Site, Site - Event, Application/Request/Complaint/Inc | External - Active Site Users |
| SITE_MGR | User - Account Access Request, User - Account, Site, Site - Event | Internal - Site Managers |
| SUBM_ASGN_SPVSR | Application/Request, Complaint/Incident, Application/Request/Complaint/Incident - Event | Internal - Submission Assigned User's Supervisor |
| SUBM_ASGN_USER | Application/Request, Complaint/Incident, Application/Request/Complaint/Incident - Event, Submission Version | Internal - Submission Assigned Processor |
| SUBM_PRMTECNTCT | Application/Request, Application/Request/Complaint/Incident - Event | External - Permittee (for submissions related to a permit) |
| TASK_ASGN_USER | Task | Internal - Task Assignee |
| TASK_PARENT_USR | Task | Internal - Task Parent Item Processor |
| USER_SELF | User - Account, User | User Account Holder |
System Action Priority Ranking
On 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 = Unassigned, Action Type filters = Unassigned (most generic) - Priority = 3
- Submission Status Change Notification - Program Area = "Air Quality", Action Type filter = Unassigned (more specific) - Priority = 2
- Submission Status Change Notification - Program Area = "Air Quality", Action Type filter = "Renewal" (most specific) - Priority = 1
Recalling that Unassigned is equivalent to any or all...
- If a submission's status is updated for an Air Quality permit whose Action Type = "New" then #2 will be sent since it does not meet the criteria of #3.
- If a submission's status is updated for a NPDES permit then #1 will be sent since it does not meet the criteria of #2 or #3.