The Events are created in the Event tab.
In the tab the already created Events are shown in a list where they can be deleted, edited or be manually started (the Events can be started automatically as well during the data activation, see details further down). To create a new Event click ”New Event” and enter the name of the new Event.
To add content to the Event click he “Edit” icon in the grid and a new popup window appears. The image below shows the view for defining an Event.
At the top it's possible to adjust some settings:
- name of the event
- event schedule shows moment when the event should be triggered
- active or not
- email option will define if one grouped email with all respondents who are valid according to the condition, or one email per valid respondent (according to the condition) should be send. Here you can limit the number of respondents in a grouped email. If the setting is disabled all alerts will be included in the email. And last option is to send the information in a .Zip file instead of in the email body. When there is information about more than 50 valid respondents, it will automatically generate the .Zip file, even when this box is unchecked.
When defining the content of the Event define if it should be Active or Inactive. If it is Active the Event emails will be sent out every time data is activated in the project. Connect one or multiple Conditions to the Event by clicking “Add remove conditions and filters”, if multiple Conditions are connected all Conditions must be fulfilled to trigger the Event. A condition can either be added as a Filter or as Condition as shown in the image below. It is no difference in logic between those, it is only a way to split up the definitions for better usability.
The image below shows the screen used adding Conditions to the Event.
Add one or multiple recipient to the Event by clicking Edit ”Recipients”, a recipient can either be a Report User in the project or an external person without a user account (enter an email address to the desired person).
Note 1: If the Event email contains direct links to the portal these will not be inserted in the Event email sent to non-Report users as these lack access right to the project.
Note 2: If the Event is filtered by access rights to Hierarchical filter or a normal filters it is not possible to send the Event email to a non-Report user as these people do not have access to any respondent.
By using the setting "Re-send the Event email" a process can be created where an alert case can be assigned back and forth between different Report users where an email is sent out to the user every time a case is assigned to him/her (by not using the new setting the Event email will only be sent to the user the first time the case is assigned to him/her and not the second and subsequent times).
The setting for whether the system sends Event emails multiple times to the same Report user and respondent id combination is defined per Event in the Event setup page (the first image below highlights the new control in the Event setup). The Events must be triggered when the Form is saved, so the “Activate Event server” option must also be enabled in the Form setup, see second image below.
Here we see the new control, this option should be ticked if the same Event email shall be sent every time the condition becomes fulfilled via a data change in a Form. (The new control is only displayed when “During data activation” is selected in the Event schedule list as only these type of Events are triggered when the Form is saved.)
Here we see the existing Activate Event server option in the Form setup that must be activated.
Note: The email will only be sent a second or subsequent time when any of the variables used in the Events* are updated when the Form is saved. These variables can either be updated directly, via a change in the Form, or indirectly via a dependency on another variable that are updated in the Form.
If the Form is saved without any change in the variables used in the Events*, Event emails will not be sent out.
Here we see an example of a Form, in this example the case Owner variable is used in the Event so the Event email will not be send out if, for instance, the Comment field is updated only.
*A variable can be used in the Events in either the Conditions, the Filter or in the “Filter by access right” setting in the Event setup.