Template action

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	Create reference numbers for follow-up actions	Create jobs based on follow-up actions
Set the customer location of the form	E-mail Word/PDF Report	Update System Settings
Update System Logo	Create user	Close associated job (server)
Update list entry attribute	Update contract credit	Update Salesforce contact with deployment
Show or hide an item within the document	Index document item for searching and unit databases	Mark as archived

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

This is a status representing the point when a report requires a customer response. For example, a completed job sheet may need an order number to be allocated by the customer before an invoice can be raised. Setting the report to "awaiting customer response" will trigger an action that sends an email to the customer asking them to log in and add an order number. This will trigger the report to move to the next status.

When a report is responded to by a customer

This is a bespoke status that is triggered when a customer adds a response to a form of status ‘awaiting customer response’. For example, a customer may enter an order number and an email is triggered to inform the office that the order number has been supplied.

When a report is forwarded

This status is reached when a form has been forwarded to another device using the Forward Form item type within a template - the form is sent to the server by the original device and then downloaded by the receiving device. When the forwarded form is received on a server (on its way to the 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 that a form is on it's way.

When a report is updated

Actions here are triggered when a report is changed in the office portal.

Option within report screen

magic5 allows a website user to trigger PDF creation manually once the report is at a completed stage. This is done using buttons at the bottom of the report screen and these are included here. Unlike most template actions, these are not run automatically but give the user options that they may wish to take.

E-mail PDF Report

Edit multiple results

General status change

Actions added here are triggered by any status change. 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.

When a report is finished on the device

Actions here are triggered immediately prior to a report being released from the device. At this point the report is no longer editable or usable by the user but is still linked to the device. There is a separate set of actions for this status which includes generating additional forms or adding the data into a summary form.

E-mail documents from device	Run custom code on device	Print document from device
Spell check on device	Device workflow	Device add to summary form
Device update customer flag	Device workflow - multi-forms	Close associated job
Delete form	Create list entry	Create customer
Create location	Add to daily store	Lock access to other jobs
Allow access to other jobs