Triggers are emails sent to Users, for which there are two types - Ownership Notifications and Update Notifications. This article explains the different types of trigger emails and how to configure them. For help diagnosing issues or troubleshooting problems with your Trigger emails, see our 'Troubleshooting Triggers' guide.
- Ownership Triggers
- Update Triggers
- Trigger Hyperlink
- When are Triggers Sent out?
Ownership Triggers are sent to a User when they are given ownership of an item, with the exception of the 'Also Visible To' Ownership. Once Ownership is given to a User, they will receive an email like the one below. If a Role is added as an Owner, the Users within the Role will not receive an email.
The Email includes which Ownership the User was added to, the Type of Item e.g. Action as well as the Code and Title of the Item which is hyperlinked. When the link is opened, the User will be taken directly to the Item Notebook in Browser.
Configuring Ownership Triggers
Ownership Triggers can be configured by a Site Administrator in Browser by navigating to GoTo.. Menu > Site Admin > Ownership Notifications.
This page will show all of the Modules that have Ownership Notifications and for what Ownerships they are enabled for.
To edit which notifications are enabled, select the 'Owner Notifications' heading at the top of the page and then Edit from the menu.
On the Edit page, you will have chevkboxes for each Ownership you can enable for each module. To enable Notifications, simply tick the box or untick it to disable it and then use the 'Save' button to confirm the change. The 'Revert' button will revert any unsaved changes.
You can use the 'Turn off all notifications' button to instantly un-tick each of the Ownership boxes.
Update Triggers are Email notifications sent to Users when an Item is due for an update or has been updated and prompts the User to view the item and take appropriate action. The Email will look similar to the one below:
The Email will list all of the items that have been updated/are requiring an update. The Item Code & Title is hyperlinked and can be selected to open the item. Your Organisations logo is displayed at the top of the email. The message after the Item code will also change depending on what type of Trigger you have setup.
Configuring Update Triggers
Update Triggers can be set up in two ways. The first is via the Item Notebook, the Trigger will be specific for the Item it was setup for. Select the 'Triggers' Panel title and then '+ New Trigger' to create a new Trigger or select an existing trigger to edit it. A Site Admin or a User with the appropriate Module Admin permission can add Triggers to Items. Note: If a trigger is set up on a Parent Action or Risk all Sub Items will also inherit the Trigger.
Triggers can also be applied in Bulk, this can be done in Trigger Central which is currently only accessible via Classic and is located under the 'Admin' Topic button and can only be accessed by Site Administrators. This allows you to set up Triggers in Bulk for Actions, Risks, PIs and Feedback rather than adding them to items individually.
Note: Triggers setup in Trigger central can also be viewed on the Item notebook, however, they cannot be edited and will display the following message:
Whether setting up a Trigger via the Item Notebook or in Trigger central, the Triggers have the configuration options. An update Trigger can be set to fire when one of the following requirements has been met:
- Action is approaching Schedule or Due date
- Action changes Status
- An incomplete Milestone reaches its due date
- Risk is approaching Assessment Date
- Risk changes status
- PI is due for update
- PI changes status
- Feedback is approaching due date
- Feedback changes status
- Feedback stage is escalated
All Trigger types can be set to fire when the Item is approaching its due date. The range settings control when the Triggers start and finish firing, so you can have multiple Trigger emails sent out to remind Users to update their Items before and after it is due.
In the below example, the Trigger is set to begin firing 14 days before the Item is due and fire very 7 days and then stop firing 7 days after the due date
The item has a due date of the 10th of August, so the Trigger will fire on the 27th July, 3rd, 10th and 17th of August.
When Viewing a trigger via the Item notebook, you can select the 'Firing Dates' link when setting up a new Trigger or the Calendar Icon when viewing an existing Trigger.
Note: You cannot view firing dates in Trigger Central.
In this Section of the Trigger setup, you can control which Users receive the Trigger Notification. Using the checkboxes you can select which Ownerships the Email will be sent to and any User in those Ownerships will receive the Notification. Users in Roles can also receive the Notification if the 'Include Inherited Ownerships' option is selected. Additionally, you can specify other Users to receive the Trigger Notification even if they are not an owner of the Item. Note: 'Other Recipients' can only be added after the Trigger is created if you are creating the Trigger in Browser.
In Addition to the message on the Trigger that informs the User why they have received the trigger, you are able to input an additional message that will also be displayed within the notification email. For example, you could include instructions on how to update their Actions.
The Hyperlink in Triggers can be configured to either direct Users to the Item Notebook in Browser or your Classic Download Page. There is also a visual difference in the Emails, as shown below. The first image is for an Ownership Notification for Browser, the second is for Classic.
The Settings to control which platform Triggers direct Users to can be configured in Browser Site Setup. You will need to navigate to 'Go To...' Menu > Site Admin > General and then 'Email'
Tick the option to change Trigger emails to include links to Browser.
When are Triggers Sent out?
Ownership Triggers are immediately sent out when a User is added to Ownership, thus the email should arrive in the Users inbox within a few minutes.
Update Triggers are sent overnight, so if an item is due for an update on the 16th the Email notification will not be sent until the following morning on the 17th.