Defining Automatic Actions (Task setup) Based on Form Question Responses

The system allows admins and form managers to define the creation of automatic actions, based on predefined answers to questions.

Preliminary actions:

• The admin needs to create a form
• The admin or form manager needs to define questions and possible answers

Process:

After forms, questions, and answers are defined, you will be able to set rules.
Only upon completing the entire form, the automatic actions will open.
The system will analyze the collected data, and if they meet one or more of the criteria, the actions will open for different users.

How to perform:

1. Choose the form for which you want to update the action rules.
2. In the form screen, click the "pen" button to edit the form.
   
3. In the bottom part of the screen under the "Action Settings" section, you can see all the previous action settings.
4. To add a new rule, click on "Add Task Setup"
   
5. Enter the following details:
   
   
   1. Title - This title will appear in the table listing the actions, so it is recommended to insert a meaningful name.
   2. Description - Enter a detailed description of the action to be performed.
   3. Responsible user - Specify who is responsible for handling and performing the action.
      
      
      1. Predefined responsible user – assigns the task to a specific user.
      2. Based on an answer to a question – assigns the task according to the answer, which must be a company user.
         If a location/equipment item has more than one responsible user, the system will select the first active user.
         If no active responsible user exists, the system will look for the responsible user of the parent location, moving upward in the hierarchy. If no responsible user is found at any level, the task will be assigned to the admin for correction.
      3. Entity-based – allows the task to be automatically assigned to the responsible user of the location or equipment in the form.
      4. Direct manager of the entity manager – allows the task to be automatically assigned to the direct manager of the location/equipment’s responsible user.
   4. Created by - You can set a user as the action creator, if not selected, the system will assign the form submitter as the action creator.
   5. Priority - Based on the selected flags, the approved time for action execution will be determined. The duration can be modified later. There are five different options for prioritizing actions (red = critical, orange = high, yellow = medium, blue = low, black = no priority).
   6. Action duration in hours - This field is automatically set based on the action priority, but it can be changed.
   7. Active - Whether to activate the action rule after saving or not. If the default is changed to inactive, the rule will be defined but not activated yet.

Now, choose and define the action creation mechanism according to three basic rules:

1. Dependent on specific answers - If the user chooses specific answers in the form, the action will be opened- here.
2. Invalid answers - If the user chooses an invalid answer for specific questions, the action will be opened. This option is useful when questions have more than one invalid answer, and we want to open the action based on the question and not on a specific answer- here.
3. Threshold of invalid answers - If the percentage of invalid answers given in the form exceeds a certain value, the system will open the action- here.

Upon selecting and defining the creation mechanism (detailed in previous sections), you can add files that will be attached to the opened actions, and then you can save the action rules.