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Overview
System Actions perform bulk actions when when trigger events take place. Currently, system actions can be used to generate email notifications and/or documents. System administrators can specify the trigger event, filters for specific types of records, and which actions should take place when the trigger event occurs.
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. Notifications are often but not always triggered by system actions. 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.
Documents generated by a system action can be viewed on the Admin > Document Sets screen. The document set description will contain the name of the system action used to generate the documents, if applicable
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 Filters section allows for filtering the types of records that are triggered by the system action. The available options depend on the selected functional area.
The Actions Section provides the ability to specify of one or more actions to be performed when the system action is triggered, such as create notifications or documents.
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 triggers 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. An example of a system event would be changing the status of a compliance action.
- Scheduled triggers execute on a user-specified date and time. For example, an email could be generated to all external users to update their password.
- Batch Nightly triggers happen as part of a nightly batch process that checks date values on specific records. For example, a batch nightly trigger could be specified to execute when a certain category of permit is within 180 days of expiration.
Depending upon the trigger type selected, the screen will change, displaying different fields (controls) that may be entered.
Controls displayed for a System Event trigger
The following table lists the fields available when configuring a System Event trigger:
Field
Description
Controls displayed for a Batch Nightly event trigger
The following table lists the fields available when configuring a Batch Nightly event trigger:
Field
Description
Works in conjunction with Time Span and Trigger Date. Specifies the interval value for the related time span (days, months, weeks, years).
For example:
- an interval of -20 with time span of Days translates to 20 days before the specified trigger date
- an interval of 1 with a time span of Months translates to 1 month after the specified trigger date
- an interval of 0 with a time span of Days translates to On the specified trigger date
Works in conjunction with Time Span and Interval. Specifies the relative date that the batch event should be triggered.
For example:
- an interval of -10 with time span of Weeks and a trigger date of Submission Processing Deadline translates to 10 weeks before the Submission Processing Deadline
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.
System Action Entity Types (Filters)
System Actions can be filtered to trigger on only a subset of data. When a system action trigger is set to System Event, the following events are available:
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Note: All Application/Request triggers also fire for Schedule submissions.
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Controls displayed for a Batch Nightly event trigger
The following table lists the fields available when configuring a Batch Nightly event trigger:
Field | Description |
|---|---|
| Interval | Works in conjunction with Time Span and Trigger Date. Specifies the interval value for the related time span (calendar days, months, weeks, years). For example:
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| 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:
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When a system action trigger is set to Batch Nightly, the following trigger dates are available:
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Note: All Application/Request triggers also fire for Schedule submissions.
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System Action Filters
Depending on the selected Functional Area and Trigger Event, up to three different filters may be available. Filters allow for restricting system actions to only execute for a certain subset of data.
| Field | Description |
|---|---|
| Program Area | Allows for filtering a system action for only records for one or more program areas. Leave blank to execute for all program areas. This setting is hidden for Site, User, and User-Account functional areas. |
| Target Statuses | Allows for filtering a system action to only execute for records currently in a certain status (for Schedules system actions) or when transitioning to a specific target status (for System Event system actions that trigger on a status change). |
| System Action Filters | The available filters for each functional area are listed in the table below. If a functional area is not listed below, |
no filters are available.
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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 and Scheduled 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.