You can use Action Triggers to send Alerts or Notifications or create Workflow Tasks based on a set of Document-based parameters that you define.

Document-based Action Triggers operate in the same manner as the standard set of Action Triggers – the key differences include where the Action Triggers are set up (on the front-end of Penelope in the Document List), and the Action Triggers are set up on a Document-by-Document basis. This 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).

Both Action and Time-based trigger types are available for Documents.

For more information about Action Triggers, review the Action Triggers setup information.

When setting up an Action Trigger for Documents, you’ll complete the following steps:

1. Create the Action Trigger

2. Configure any limiting Criteria for when the Action Trigger is applicable

3. Configure what type of action (Alert, Notification, or Workflow) to take

4. Configure who should receive the Action Trigger message

5. Enable the Action Trigger

Prerequisite: If you are creating a Change in score, Question is flagged, or Total Score meets a Classification Action Trigger, ensure you’ve created your Scores and added a Flagged Condition to your Questions first.

1. Browse to the Document you want to create an Action Trigger for. In the Revision section, click the Action Trigger tab.

2. In the Results section, click Add.

3. In the Action Trigger drop-down list, select the type of Action Trigger you want to create.

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

5. Depending on the Action Trigger type you’re creating, you my need to configure the Defining Parameters.

6. Click Save.

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 select field on the Individual and Worker Profile.

1. In the Criteria section, click Add.

2. In the Rule Category drop-down list, select a category. Depending on the category you chose, you may also need to select specific Values.

3. Click Save.

Repeat to configure additional criteria.

You can determine what type of message should be sent to staff (Alert, Notification or Workflow) and customize the parameters for that message.

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

2. In the Action Type section, select which type of action you want to send (Alert, Notification, or Workflow).

3. Type a Title (the subject line in the message) for the Action Trigger.

4. Choose a Priority level.

5. In the Attach Action To section, select where in Penelope you want to attach the Action Trigger to.NoteThis selection is where you can later see record of the Alert or Notification message or the Workflow Task. For example, attaching a Workflow to the Service File means that you can find the Task on the Workflow sidebar of the Service File.

6. Complete one of the following options:If you selected Alert or Notification, proceed to Step 9.If you selected Workflow, proceed to Step 6.

7. In the Workflow Type drop-down list, select which type of workflow task to create. If you chose New Document, choose which Document should be completed.

8. Choose who the Workflow is assigned to. If you are creating a Client-Facing Document and you want to assign the new Document to the client, click the Assigned to Client (if possible) option. Alternatively, from the Assigned To drop-down list, select which worker the Workflow should be assigned to.

9. Type the number of days in which the task is Due.

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

11. Click Save.

12. If you chose a Check List Workflow Type, in the Checklist Workflow section, click Add.

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 specific workers or a Worker Category. If you are creating a Workflow, the person the workflow is assigned to automatically

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

2. If applicable, in the Worker Category drop-down list, select a worker category.

3. If applicable, in the Other section, specify individual workers who should receive the message.

4. Click Save.

You must enable the Action Trigger for it to be operational.

1. On the Action Triggers page, click Enable.

You can use an existing Action Trigger in your Document as a template to create new Action Triggers (in the same Document) provided you will be using the same Rule Category and Action Trigger Type. Creating a new Action Trigger based on an existing Action Trigger takes a copy of the current Action Trigger and allows you to make modifications to the Criteria, What Action to Take, and Who Receives the Action components.

1. On the Action Trigger tab, in the Results section, click the Action Trigger that you want to copy.

2. Click Copy Action Trigger.

3. In the New Rule Name field, type a name for the Action Trigger.

4. Click Save.

5. In the Rule section, click Edit. Modify the Rule Name or Defining Parameters as required and click Save.

6. Make the desired changes to the Criteria, Action, and Recipients.

7. Click Enable.

8. Click Okay to confirm your action.

You can modify most components of an Action Trigger after you’ve created it with the exception of the Rule Category and Action Trigger Type. To modify either the Rule Category or Action Trigger Type, you must delete or disable and recreate the Action Trigger.

Prerequisite: Prior to making changes to an Action Trigger that is currently in use, you must disable the Action Trigger temporarily.

1. On the Action Trigger tab, in the Results section, click the Action Trigger that you want to modify.

2. Click Disable.

3. Make the desired changes to the Criteria, Action, and Recipients.

4. Click Enable.

5. Click Okay to confirm your action.

Disabling an Action Trigger stops the Action Trigger from sending the configured message to Workers. The Action Trigger will still appear in the Document Action Triggers list as “Inactive” and can be enabled again if desired.

Prerequisite: You must be logged in to Penelope using a worker account that has access to the Document List.

1. On the Action Trigger tab, in the Results section, click the Action Trigger that you want to disable or reenable.

2. Click Disable or Enable.

3. Click Okay to confirm your action.

Deleting an Action Trigger stops the Action Trigger from sending messages to workers based on the defined criteria and removes it from the Action Triggers list.

1. On the Action Trigger tab, in the Results section, click the Action Trigger that you want to delete.

2. Click Delete.

3. Click Okay to confirm your action.