penelope SET UP AN ACTION TRIGGER FOR A DOCUMENT ATHENA SOFTWARE Last updated: November 13, 2015

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Amelia Ford
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1 penelope SET UP AN ACTION TRIGGER FOR A DOCUMENT ATHENA SOFTWARE Last updated: November 13, 2015

2 about action triggers THE BASICS There is set of Action Triggers specific to Documents that are available to those workers who have access to the Document List. These Action Triggers operate in the same manner as the standard set of Action Triggers in that they enable you to send automated messages to your staff members in Penelope based a set of parameters that you define. The key differences include where the Action Triggers are set up (on the user side in the Setup Sidebar in the Document List), and the Action Triggers are set up on a document-bydocument basis. This type of set up allows you to customize the Action Triggers to the specific document (for example, you can flag specific questions in a document or monitor the change in score).

3 types of action triggers ACTION Action Triggers categorized as Action are messages that are sent when a user initiates a process. Initiating a process can include adding a new record to Penelope (create a new Case, etc.); adjusting a record (rescheduling an event, etc.); or changing the status of a record (closing a Service File, etc.). TIME-BASED Action Triggers categorized as Timebased (by day or by hour) are messages that are sent after the passage of a specified period of time (1 hour, 24 hours, 30 days, 90 days, etc.).

4 process flow: setting up an action trigger CREATE THE ACTION TRIGGER CONFIGURE WHAT ACTION TO TAKE CONFIGURE WHO RECEIVES THE ACTION ENABLE THE ACTION TRIGGER

5 create the action trigger

create the action trigger Complete this setup to configure which Rule Category (i.e. the type of record in Penelope; for example, Case, Referral, Policy, etc.

6 create the action trigger Complete this setup to configure which Rule Category (i.e. the type of record in Penelope; for example, Case, Referral, Policy, etc.) and Action Trigger you d like to enable as well as the Rule Name and Defining Parameters as applicable. STEP 1 You must be logged into Penelope using a worker account that has access to the Document List. In the Setup sidebar, click Document List.

7 create the action trigger STEP 2 In the Results list, under Title, click the name of the Document that you want to add an Action Trigger to.

8 create the action trigger STEP 3 In the Revision section, click Action Trigger. STEP 4 Click Add.

9 create the action trigger STEP 5 In the Action Trigger drop-down list, select an Action Trigger.

10 create the action trigger STEP 6 In the Rule Name field, type a name for the Action Trigger. STEP 7 If required, in the Defining Parameters section, specify any additional parameters for the Action Trigger.

11 create the action trigger STEP 8 Click Save.

12 configure what action to take

13 configure what action to take You can determine what type of message should be sent to staff: an alert, a notification, or a workflow task. STEP 1 In the What Action to Take section, click Edit.

14 configure what action to take STEP 2 In the Action Type section, select which type of action you want to send. STEP 3 In the Title field, type a name for the Action Trigger.

15 configure what action to take STEP 4 In the Priority drop-down list, select a priority. STEP 5 If applicable, in the Attach Action To section, select which layer the Action Trigger is attached to.

16 configure what action to take STEP 6 If you selected the Alert or Notification Action Type, proceed to step 7. If you selected the Workflow Action Type, complete the remaining fields. a. In the Workflow Type drop-down list, select which type of workflow task to create. b. In the Assigned To drop-down list, select who the task should be assigned to. c. In the Due field, type the number of days in which the task is due.

17 configure what action to take STEP 7 If required, in the rich text field, type any additional information you want to include in the message.

18 configure what action to take STEP 8 Click Save.

19 configure who receives the action

20 configure who receives the action You can determine who receives the message. Depending on which Action Trigger you are configuring, you will have the option of sending the action to a worker category, a specific worker, the reports of a specific worker, etc. STEP 1 In the Who Receives the Action section, click Edit.

21 configure who receives the action STEP 2 If applicable, in the Worker Category drop-down list, select a worker category. STEP 3 If applicable, in the Other section, specify individual workers who should receive the message.

22 configure who receives the action STEP 4 Click Save.

23 enable the action trigger

24 enable the action trigger STEP 1 Click Enable. STEP 2 Click Save.

25 to view more tutorials, visit

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