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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 page. Notifications are often but not always triggered by system actions. This page 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 page. 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 Actions List page. A configuration page is displayed that is separated into the base system action Configuration Details, Filters, and Actions.
The Configuration Details allows specification of the name, description, and instructions for "triggering" the system action, such as identification of data (filters) that 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 one or more actions to be performed when the system action is triggered, such as create notifications or generate documents.
Configuration Details Section
The following table lists the fields available in the Configuration Details section:
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 as system action trigger types and options for defining individual system actions. Certain functional area options are only available for real-time triggering. |
| Trigger | Up to three trigger types are available, based on the selected functional area:
See the following sections for the options available for each trigger type. |
System Action Triggers
Depending upon the trigger type selected, the page will change, displaying different fields (controls) that may be entered.
Controls displayed for a System Event trigger
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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Batch Nightly Event Trigger Settings
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 | ||||||||||||||||||||
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| 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 Schedule 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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Scheduled Event Trigger Settings
When a system action trigger is set to Scheduled, the user may specify a date and time when the scheduled system action will execute.
Depending on the status and scheduled date of the scheduled system action, the scheduled date will appear differently on the system actions list.
- When a system action is scheduled in the future and is active, it will appear in green on the system action list
- When a system action is scheduled to execute now or in the past and is active, it will appear in yellow on the system action list
- When a system action is inactive, it will appear in grey on the system action list
When a scheduled system action runs, it inactivates itself upon completion and the system action description is updated to record the date and time of execution. Note that scheduled system actions run as part of a background process. It may take several minutes or more for a scheduled action to begin execution, and it may take several minutes or even hours more before all the actions are fully generated, depending on the quantity of notifications and/or documents to be generated.
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, 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.
Scheduled actions allow the user to download a preview CSV file of the notification recipient list. Note that the actual recipients are determined in real time when scheduled system action runs.
Controls displayed for a Notification Action
A notification action generates a notification based upon a Notification Template. A notification templates is defined as an 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 on the functional area record, they will be sent the notification. Note: the contact affiliation must be associated with the functional area record itself to be a recipient. For example, if a System Action in the Permit functional area is set to notify an Contractor contact affiliation, and a contact with a Contractor affiliation exist on the permit's site, the site Contractor contact will not receive a notification. |
| Additional Emails | One or more specific emails that will be sent the notification. If multiple emails 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 a 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 configured 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 page, 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.