Overview

System actions allow the system to perform bulk tasks when specific trigger events occur. Currently, they can be used to generate documents or notifications. System administrators can configure system actions by defining the trigger event, applying filters to target specific record types, and selecting which actions should occur.

To manage system actions, navigate to Admin > System Actions.

Notifications sent by nVIRO can be viewed under Admin > User Notifications. Although not all notifications are triggered by system actions, this page can be filtered to show only those linked to one. This can be useful for auditing whether a system action is working as intended.

Documents generated by system actions appear under Admin > Document Sets. The Document Set Description field indicates the system action that produced the documents, if applicable.

Configuring System Actions

To create a new system action, click the Add New System Action button on the System Actions page. This opens the New System Action page, which has three sections:

Configuration Details: Defines the name, description, functional area, and trigger criteria for the system action.
System Action Filters: Applies filters to narrow the types of records affected. Available options vary depending on the selected functional area.
Actions: Specifies tasks for the system to perform when the action is triggered.

The three sections of the New System Action page

Configuration Details

Fields in the Configuration Details section are described below.

Field	Description	Notes
System Action Name	The name of the system action.
Description	A description of the system action, such as its purpose.
Functional Area	The functional area to which the system action relates.	The selected functional area is used to determine which options are available for the system action, including trigger types and filters.
Trigger	When the action is triggered. Up to three trigger types are available, depending on the selected functional area: Batch Nightly: Runs as part of a nightly process that checks date values on records—for example, triggering when a certain permit category is within 180 days of expiration. Scheduled: Runs at a user-specified date and time—for example, sending an email to all external users to update their password. System Event (Real Time): Runs immediately when a user adds or updates a record (or completes some other action).	Additional fields display in this section depending on the functional area and trigger type selected. For more information, see the following sections.

Additional Fields for Batch Nightly Triggers

When Batch Nightly is selected in the Trigger field, the following additional fields are available.

Field

Description

Notes

Interval

The interval value, used with Time Span and Trigger Date to define when the action occurs.

The interval is the number of days, weeks, months, or years relative to the trigger date. For example:

-20 days = 20 days before the trigger date
2 months = 2 months after the trigger date
0 days = On the trigger date

Time Span

The unit of time for the interval value (days, hours, months, weeks, or years).

Trigger Date

The reference date for triggering the system action.

The trigger date is not a specific calendar date but an event reference. For example, an interval of -10 weeks with a trigger date of “Submission Processing Deadline” means 10 weeks before that event.

For a list of available trigger dates by functional area, see the table below.

Trigger date options for Batch Nightly triggers are listed below by functional area.

Functional Area	Trigger Date
Application/Request	Submission Admin Complete Determination Deadline Date
Application/Request	Submission Processing Deadline Date
Complaint/Incident	Complaint/Incident Processing Deadline Date
Evaluation	Evaluation Scheduled Date
Permit	Permit Expire Date (In Effect permits only)
Public Notice	Public Notice End Date
Public Notice	Public Notice Start Date
Receivable	Receivable Date
Schedule	Schedule Due Date
Schedule - DMR	DMR Due Date (Unstarted and Draft v1 DMRs only)
Subscription User	Subscription Updated Date
Task	Task Due Date
User	User Password Expire Date
User	User Updated Date
User	User Last Login Date

All Application/Request triggers also fire for Schedule submissions.

Additional Fields for Scheduled Triggers

When Scheduled is selected in the Trigger field, a new Scheduled Execution Date field appears. Enter the date and time when the action should be triggered in the designated controls.

Note the appearance of a scheduled system action on the System Actions page depends on its status and scheduled date:

Green: Active and scheduled for a future date
Yellow: Active and scheduled to run now or in the past
Grey: Inactive

When a scheduled system action runs, it automatically updates to an Inactive status upon completion, and its description is updated with the date and time of execution.

Scheduled system actions run as part of a background process, so execution may begin several minutes after the scheduled time. It may also take several minutes or even hours for all actions to finish running, depending on the number of notifications or documents involved.

Additional Fields for System Event (Real Time) Triggers

When System Event (Real Time) is selected in the Trigger field, a new Event field appears. Available events are listed below by functional area.

Functional Area	Event
Application/Request	Submission Assigned Submission Reassigned to Another User Submission Received (New) Submission Received (Revision) Submission Status Change Submission Event Added
Application/Request/Complaint/Incident - Event	Submission Event Added
Complaint/Incident	Complaint/Incident Assigned Complaint/Incident Reassigned to Another User Complaint/Incident Received Complaint/Incident Received (Revision) Complaint/Incident Status Change
Compliance Action	Compliance Action Status Change Compliance Action Assigned/Reassigned
Compliance Action - Event	Compliance Action Event Added
Environmental Projects	Project Status Update
Evaluation	Evaluation Status Change
Evaluation - Event	Evaluation Event Added
Permit	Permit Status Change
Permit - Event	Permit Event Added
Project - Event	Project Event Added
Receivable	Adjustment/Late Fee/Write Off Added (Initial Charge Excluded) New Charge Added Payment Received
Schedule	Submittal Received (New) Submittal Received (Revision) Submittal Review Decision
Schedule - DMR	DMR Submitted DMR Review Decision
Site - Event	Site Event Added
Submission Version	Submission Version Ready to Sign Submission Correction Requested
Task	Task Assignee Set or Changed Task Status Change
User	User Account Locked/Unlocked User Active/Inactive Status Change User Password Changed User Security Role Change User Verified Status Change
User - Account	User Account Active/Inactive Status Change User Account Role Added User Account Certifier Status Change User Account Role Change User Account Role Submission Assigned User Account Role Submission Unassigned
User - Account Access Request	Account Access Request Received Account Access Request Approved/Denied

All Application/Request triggers also fire for Schedule submissions.

System Action Filters

System action filters restrict system actions to a specific subset of data. Depending on the selected functional area and trigger, up to three filters may be available.

Filter

Description

Notes

Program Areas

Filter for limiting a system action to specific program areas.

This setting is hidden for Site, User, and User - Account system actions.

If the system action applies to all program areas, leave this filter blank (“Unassigned”).

Target Statuses

Filter for limiting a system action to records in a specific status (for Schedule actions) or to those transitioning to a specific target status (for System Event actions triggered by a status change).

If the system action applies to all target statuses, leave this filter blank (“Unassigned”).

System Action Filters

Filters specific to the functional area.

For a list of available filters by functional area, see the table below.

Available system action filters for each functional area are listed below. If a functional area is not listed, no filters are available.

Functional Area	System Action Filters
App/Request/Complaint App/Request/Complaint - Event	Form Names
Compliance Action Compliance Action - Event	Compliance Action Types
Evaluation Evaluation - Event	Evaluation Types
Financial Instrument	Financial Instrument Types
Permit Permit - Event	Permit Categories or Permit Categories + Permit Types
Receivable	Fee Categories
Schedule	Schedule Types
Site	Site Types
Users	User Type (Internal or External)

Actions

One or more actions may be performed when a system action is triggered. To add an action, click the Add Action button. Then, select either Generate Document or Notification from the System Action Type dropdown menu.

The Add Action button

Additional fields on the New Action Type page vary based on the selected trigger type and system action type.

Fields for Generate Document Actions

Fields available for Generate Document actions are described below.

Field	Description	Notes
Select a Document Category	The category to which the document template belongs.	Templates available in the next field are determined by the document category selected.
Select a Template	The document template that will be used to generate the document.	For more information on document templates, see the Document Templates page.

If a Generate Document action should run at the same time as a Generate Notification action, both can be added to a single system action to reduce clutter on the System Actions page.

A Generate Document action and Notification action on a single system action

When generating documents, Batch Nightly and System Event (Real Time) actions also allow the security classification (e.g., Public, Internal) to be set and automatically update the document status to Final.

Fields for Notification Actions

Fields available for Notification actions are described below.

Field	Description	Notes
Notification Template	The notification template that will be used to generate the notification.	For more information on notification templates, see the Notification Templates page.
Notification Recipients	Roles that will receive the notification.	For more information on notification recipients, see the next section.
Contact Affiliation Recipients	Affiliation types that will receive the notification.	The contact affiliation must be linked directly to the functional area record to receive a notification. For example, if a system action in the Permit functional area is set to notify contacts with a Contractor affiliation type, only Contractor contacts on the permit record itself will receive the notification; Contractor contacts on the permit’s site will not. An exception exists for the Schedule functional area, which also checks contact affiliations on the schedule’s parent permit, compliance action, or project.
Additional Emails	Email addresses for specific individuals that will receive the notification.	Multiple email addresses must be separated by a semicolon.

Notification Recipients

The Notification Recipients field allows notifications to be sent to contacts based on their roles.

For scheduled actions, users can download a preview CSV of the notification recipient list, though actual recipients are determined when the system action runs.

Available recipient roles for each functional area are listed below.

Functional Area(s)	Role
User - Account Access Request	External - Account Access Requestor
Application/Request Application/Request/Complaint/Incident - Event Complaint/Incident	External - App/Request Form Submitter
Compliance Action Compliance Action - Event	Internal - Compliance Action Assigned User's Supervisor
Compliance Action Compliance Action - Event	Internal - Compliance Action Assigned User
Schedule - DMR	External - DMR Submitter
Evaluation Evaluation - Event	Internal - Evaluation Assigned User's Supervisor
Evaluation Evaluation - Event	Internal - Evaluation Assigned User
Evaluation Evaluation - Event	Internal - Evaluation's Permit Compliance Manager
Public Notice	Internal - Public Notice's Submission Assigned Processor
Permit Permit - Event	Internal - Permit Compliance Manager
Environmental Projects Project - Event	Internal - Project Manager
Receivable	External - Billing Contact
Receivable	Internal - Penalty/Stipulation Fee - Compliance/Action Assigned User
Receivable	Internal - Annual Invoice Fee - Permit Compliance Manager
Receivable	Internal - Application/Schedule Fee - Submission Processor
Schedule	Schedule Form Submitter
Schedule	Internal - Related Compliance Action Assigned User
Schedule Schedule - DMR	Internal - Related Permit Compliance Manager
Environmental Projects Project - Event	Internal - Schedule's Project Activity Manager
Schedule Schedule - DMR	Internal - Submittal Site Manager
Schedule