Workflows

In a workflow you specify when a message should be send to who and what the subject and contents will be. Via Workflows you can also trigger a Result transfer.

Step 1: Define condition (when)

A workflow will be triggered when a result matches a certain condition. For instance when a new result has been entered, an existing result is modified or deleted and/or when a result matches a certain filter.

If you would like to use a filter, for example if Risk >3 and Status = 2 - Closed. This can be done by setting a filter in the Results overview:

Of course a filter is not necessary. Next we click on More followed by Workflows:

In above example we see a number behind Workflows, displaying the current number of workflows. 

After clicking on Workflows, you will see a form where you can define if this message should be sent on entry, modification, deletion or on a date in a date field

Triggers on date fields are often used as a reminder, of for example the planned finish date of an incident. You'll also see that the filter is applied here (1), if no filter was applied then only the selected Actions would count.

In this case it would make sense to have this workflow triggered if the result is modified (2) and deleted (3). For modification you can also select a field, which should be adjusted, in order for this workflow to be triggered:

In this case we will leave this option on Any field, since our filter contains a clear enough condition.

Step 2: Recipients (who)

Now that we defined when the workflow will be triggered, we can define who will receive the message.

You can select AlisQI users from the Users list, specify e-mail addresses or select a user selection list from the analysis-set.

This last option deserves some explaining. Imagine you have an analysis-set with a select element to pick the submitter of a near miss. Then you can select this particular field to notify the selected submitter:

Step 4: Subject and message (what)

Different kind of signals can be added to this workflow.

Signals and webhooks

You can let a Popup appear, trigger custom alarms and invoke webhooks. This last one can also be used to create new results within AlisQI. This enables more advanced non-conformity follow-up or system integration.

Subject & Message

You can use the fields Subject and Message to describe the desired action The full result will always be appended to the message.

If you want to refer to particular fields of the result in the subject or message, you can use variables. This allows you for instance to include a number or selected user in your subject.

In the upper right corner you have a full list of all variables to your avail. Simply place a {{variable}} placeholder in your subject or message, and this will be replaced by the actual value in the message.

Once a result according to this workflow has been saved or deleted, the user selected in the field Submitter will have received this message:

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