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:

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:

Controls displayed for a Batch Nightly Event

The following table lists the fields available on the Evaluation Details page:

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. 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.

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.

Controls displayed for a Generate Document Action

The following table lists the fields available on a Generate Document Action

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

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:

1. Submission Status Change Notification - Program Area =  Unassigned, Action Type filters = Unassigned (most generic) - Priority = 3
2. Submission Status Change Notification - Program Area = "Air Quality",  Action Type filter =  Unassigned (more specific) - Priority = 2
3. 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.