1.10 Triggers and Automations
Triggers, provides email notifications when a certain transaction has occurred. Eg, a Plan has changed status and the members of the plan are notified.
Automations, provides email notifications when an event is overdue or a schedule event is soon approaching. Eg, a reminder that a scheduled review of a plan is in two days time.
Step 1: Go to settings, and select “System Processes” and then click the “Create System Process”
Step 2: A “Create Process” input pane will appear as displayed below.
Step 3: Insert the process name.
Step 4: Select the process type, Trigger or an Automation
Step 5: Select the object: Plan, Objective, Action or KPI
Step 6: Enter the condition(event) that will trigger or automate an email response. These events are predetermined and it is a case of selecting an option. The condition can be multi layered as is shown in the example below.
Step 7: Then go to the “Transaction” section of the pane and click “Add a transaction to this process”
Transaction type will default to “send email”.
Step 8: Complete the User section. These are the Users who will receive an email notification of the event. The Users are from the drop down section circled below. Additional Users can be added by clicking the “+add recipient’ icon.
Step 9: Complete the email header and the body of the email. The “add metatag” function can be used to insert static data such as plan name, email recipients based on their status, such as owner etc. and once all the information for the trigger is completed then click the “ Create” icon. See example below.
The creation of an Automation is very similar to a trigger. When you are in the “Create Process” pane the select Automation in the “Process type” look up.
Step 10: Enter the object and then the conditions. In the example below, we want an email to be sent two days prior to the result due date, so we select “KPI Result Days until due date” then select “is” then the number of days from the due date, in this case 2 days. For notifications that are overdue, select the “KPI Result Days since due date” and then “is” and the number of days after the date for the email notification.
Step 11: Complete the transactions section in the same way as triggers.
Step 12: The Automation function is brilliant when it comes to the notification of reviews.