Visit Boris website Template action
Part of the Maintain Templates screen

Part of the Maintain Templates screen

Template Actions are found in Maintain Templates. It is possible to attach actions/behaviours to various stages of the report's lifecycle. The word 'report' is used to indicate that the 'form' has been fully or partially completed and is on its way to being released as a document. There are a number of actions that can be applied to a number of stages in the lifecycle. This page will explain the stages and you can get help on the actions by clicking on these links:-

Export to Access 2003 E-mail PDF Report Output to XML file
Output to PDF file Output to CSV file Output to management reports package
Output to Contractor monitoring systems Automatically release to Customer Mark as Awaiting customer response
Mark as Awaiting invoicing Set a value for an item within the document Set a value for the associated job
E-mail notification (no attachments) Create a new job Status update
Update status of older forms on the same job Update user attribute E-mail an Excel version of the report
Update customer attribute Update location attribute Update stock levels
Update order history
Overview of Template action screen

Overview of Template action screen

When a report is received from the device (Incomplete or Complete)

Actions corresponding to this event are triggered as soon as a form is returned from the device, regardless of its status (ie. whether it requires further editing or sign off by the user).

Typical actions associated with this event:
  • Send an e-mail to an administrator letting them know that a new report has been received
  • Send an e-mail to the customer, assuming that no manual sign-off or further editing is required
For more information see Report status help.

When a report becomes available for sign-off (Complete)

Actions corresponding to this event are triggered as soon as the form reaches the “Complete” status. In effect this means that the user who completed the form has finished with it and it has been passed to the next stage. All mandatory items on the form will have been answered.

Typical actions associated with this event:
  • Send an e-mail to an administrator letting them know that a report is available for signing-off to the customer
  • Automatically release the report to a customer
  • Export report details to XML for external systems to process
For more information see Report status help.

When a report is signed-off to the customer (Released)

Actions corresponding to this event are triggered when a report reaches the “Released” status.

Typical actions associated with this event:
  • Send an e-mail to the customer
  • Export report details to management statistics module
For more information see Report status help.

When an interim report is received

Interim reports are “snapshots” of a form before it is finished with on the device. For example, suppose you had a form that represented a full ambulance journey: pick up medic; en route to patient; pick up patient; en route to hospital; drop off patient; return to base.

Typical actions associated with this event:
  • Export as XML for an external system
For more information see Report status help.

When a report requires a customer response

Actions added under this prompt are applied when a report reaches the status of requiring a customer response.  For instance suppose that a job sheet is completed and needs to go to the customer for an order number prior to invoicing in that case the report will be set to the status of awaiting customer response and an action can be triggered to send an email to the customer asking them to log in and add an order number.

When a report is responded to by a customer

Actions added here are triggered when a customer adds a response to a form of status ‘awaiting customer response’.  For example a customer enters an order number and an email is triggered to inform the office that the order number has been supplied.

When a report is forwarded

Forms can be forwarded from one device to another using the Forward Form Item Type within a template. In these cases the form is sent to the server and then downloaded by the receiving device. When a forwarded form is received on a server on its way to a receiving device the ‘When a report is forwarded’ actions are triggered. For example an email could be triggered to the receiving user to alert them to the incoming form.

Option within report screen

When a completed form is being viewed on the website the user may be given a number of additional options related to sending emails and changing the status of the report. These appear as buttons within the report screen. These options are added under this heading. Typically each action will be relevant or appropriate to forms of a particular status. Note that these actions, unlike most template actions, do not run automatically but instead give the user an option that they may wish to take.

General status change

This heading allows actions to be triggered when a report changes from one status to another. Separate headings exist for adding actions when a report becomes complete or when a report is released to the customer but the same effect can be achieved through this general status change heading. In earlier versions of the software this option was not available, hence the separate specific status change options elsewhere on this page but this newer option could now replace them.

When a report is finished on the device

This heading contains actions to be triggered immediately prior to a report being released from the device ie when the report is no longer editable or usable by the user. Typically the actions will be for generating additional forms or adding the current form into a summary form.

See Also

 

 


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Menus, prompts, fields and options are from a typical installation - some items may not appear as shown. Please contact Boris support for information on additional features.