You can build new Action Triggers through one of two processes:

Building a new Action Trigger allows you to choose any Category and Action Trigger while using an Action Trigger as a template means you inherit the Rule Category and Action Trigger (keeping in mind that these components cannot be modified once an Action Trigger is created).

Copying an existing Action Trigger is a great option if you have several similar processes you want to set up a messaging system for but if items like the Defining Parameters, Criteria, or the type/recipient of the messages differ. By copying an existing Action Trigger, you can save time as this process creates the basic outline in one step allowing you to quickly switch out the settings that vary.

When creating an Action Trigger, you can customize the rule category, defining parameters, criteria, the type of action, and who receives the action.

Complete this setup to choose 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.

1. Navigate to System Setup > Action Trigger Setup.

2. In the Results section, click Add.

3. From the Rule Category drop-down list, select which area of Penelope the Action Trigger is applicable to.

4. From the Action Trigger drop-down list, select which Action Trigger you want to create.

5. In the Rule Name field, type a descriptive name for the Action Trigger.

6. If required for your chosen Action Trigger, in the Defining Parameters section, specify any additional conditions for the Action Trigger.

7. Click Save.

After you save your Action Trigger, you’ll be brought to the Action Trigger page where you can set any Criteria as well as customize the message and recipients.

You can set up one or more criteria for the Action Trigger to specify that the rule should only be triggered for specific scenarios or categories. The list of available criteria is drawn from the fields specific to the selected category level (including user defined fields). For example, at the Case level, you could limit the Action Trigger to only send a message to staff for those Cases where family income is below a defined value AND those who have a specified set of presenting issues.

1. In the Criteria section, click Add.

2. From the Rule Category drop-down list, select a field you want to .

3. Depending on the criterion that you select, make the appropriate selection.

4. Click Save.

Repeat Step 1-4 for any additional criteria you want to add.

The options you choose in the What Action to Take section determine the type and content of the message sent to recipients.

1. In the What Action to Take section, click Edit.

2. Choose an Action Type (Alert, Notification, or Workflow).
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3. In the Title field, type the text you want to appear as the Subject line for the messages.

4. From the Priority drop-down list, select a priority for the messages.

5. If applicable, in the Attach Action To section, select which layer in Penelope you want to attach the message to. If you’re creating an Alert or Notification, proceed to Step 7.

6. If you’re creating a Workflow, complete the remaining fields:

-From the Workflow Type drop-down list, choose the type of task to create.

-If you chose New Document, select which Document the recipient should complete.

-(Engage users only) If applicable to the Action Trigger and you want assign the Workflow to a client, choose Assigned to Client (if possible).

-If applicable, in the Assigned To drop-down list, select who the task should be assigned to. If it’s not possible to select a Worker, the task will be added the recipients’ queue.

-In the Due field, type the number of days in which the task is due.

7. In the rich text field, type any additional information that you want to include in the body of the message.

8. Click Save.

After you finish: If you choose Checklist, create your checklist items.

1. In the Checklist Workflow section, click Add.

2. In the Title field, type the text you want to appear as the Subject line for the messages.

3. From the Priority drop-down list, select a priority for the messages.

4. From the Workflow Type drop-down list, choose the type of task to create. If you chose New Document, select which Document the recipient should complete.

5. In the Due field, type the number of days in which the task is due.

6. In the rich text field, type any additional information that you want to include in the body of the message.

7. Click Save.

Repeat for any additional checklist items.

You can determine who receives the message. Depending on which Action Trigger you’re configuring, you’ll have the option of sending the action to a Worker Category, a specific worker, the reports of a specific worker, etc.

1. In the Who Receives the Action section, click Edit.

2. Choose which Worker Category and/or Other Workers you want to receive the message. For Workflow Action Triggers, the assignee (if applicable) is automatically selected.

3. Click Save.

Warning

Ensure that the Worker Category chosen has been populated with the list of users you’d like to receive the message as sending messages to empty Worker Categories may result in performance issues.

You must enable the Action Trigger to make it active in Penelope.

When you build a new Action Trigger using existing Action Trigger as a template, you create a copy of the current Action Trigger and make modifications. This feature is particularly useful for when you want to set up a similar trigger (i.e. with the same Rule Category and Action Trigger type) but make modifications to the name, defining parameters, criteria, and action. For example, you may have an Action Trigger set up to send a notification to a specific Worker Category when a Service File is created for a specific Program. You could copy this Action Trigger to send a similar notification to a different Worker Category for another Service File type.