Entry and Exit Actions are automated actions triggered when guards enter or exit a workflow node during dispatches.
- Event Type: Choose to trigger the action upon entering or exiting the node.
- Execution Priority: Choose the order in which multiple actions will occur.
Available Action Types include
-
Email Action: Variables can be used to configure the information in the email action. The transition from data can be used as a variable to be included in the email action, but when selected, this action must be configured on exit)
- Send to client email: primary contact of that Site
- Send to Client's parent email: primary contact of the multi-site
- Send a copy to the reporter/dispatcher: This will send an email to the user who has created the dispatch from the portal and/or the user who requested the client portal's service.
- Distribution: Other emails: Add any other emails to which you need to have the information emailed.
- Email Content: Create the email content using dynamic tags.
Note: The contacts will always receive the email. It is not dependent on the Site for which the dispatch was created.
- Job close: Closes the job
- Auto-assigned to current user if not already assigned: If the ticket was sent to the position or zone, it would then be auto-assigned to that user once someone accepts it.
- Add an automatic comment: A comment will pop up for the mobile user.
- Job/Unassign User: Automatically unassigns the user from the job.
- Job/Un-assign Unit (Position) and User: Unassigns position and user from the job.
- Sign User To Site: Automatically signs the user into the Site.
- Sign Out User From Site: Automatically signs the user out of the Site.
- Smart Assign: This option makes assigning users to jobs close to the dispatch location easier.
For Smart Assign, by default, only users from the same region will be selected unless other options are selected. *Note: If a site exists within two or more zones, Smart Assign will first assign available staff from the oldest zone.
If the service location is out of the Geo-Fenced zone, it will still be assigned to the closest user in the same region.
Strategy 1: Assign to the closest clocked-in user within 50 miles of the service location.
Option: Assign only to clocked-in users from the same region.
This default behavior will assign the dispatch to the closest user within the same region within 50 miles of the service location.
Skip this strategy: By checking this box, you can turn off all options associated with this strategy. When this box is checked, the following are disabled:
- Assign the closest clocked-in user within 50 miles of the service location
- Assign only clocked-in users from the same region
- Assign to clocked-in users from any region (users in the same region have priority)
- Assign to clocked-in users from any region (closest users have priority)
- Exclude users with assigned runsheets
- Exclude users with assigned dispatch
Option: Assign users from any region (the closest users in the same region have priority).
Example:
- Montreal has three regions: Montreal West, Montreal East, and Quebec City.
- Dispatch to a service location in Montreal West. This location borders the Montreal East region.
- The user from the Montreal West region is 49 miles away. The user in the Montreal East region is 10 miles away.
- This option will assign this dispatch to the user in Montreal West as it is a priority.
- If no user is within 50 miles of Montreal West's dispatch service location, it will go to Strategy 2: Notify all zone users unless option three is selected. If selected, it will be applied only if users have yet to be assigned.
Example:
- Montreal has three regions. Montreal West, Montreal East, and Quebec City
- Dispatch to a service location in Montreal West. This location borders the Montreal East region.
- The user from the Montreal West region is 49 miles away. The user in the Montreal East region is 10 miles away.
- Will assign this task to the user in the Montreal East region.
Additional Options:
- Exclude users with assigned dispatch tasks: Users with assigned dispatch tasks will be excluded.
- Exclude users in runsheet events with the status on-site. Users working on runsheets and who are in on-site status will be excluded.
Strategy 2: Notify All Zone Users
If strategy 1 has no users that meet the condition, then by default, the system notifies all users from the zone that contains the service location based on that zone's geofence.
If selected, this strategy will be applied only if users have yet to be notified, and it will notify all zone users from the region of the service location.
If no users are logged into the zone, then:
This will be applied only if users have yet to be notified.
It will notify all zone users from the sub-regions of the service location of the parent region.
If the service location is outside of a geofence zone, then it will, by default, notify all users in the region's zone(s)
Strategy 3: Emergency Notification If A Dispatch-Task Has Not Been Assigned
This strategy will trigger an email notification to emergency/important report recipients when no user has been assigned to the dispatch.
After filling out all fields, click the "Save" button.