1.18 Dispatch Workflows: Entry/Exit Actions

Updated Oct 09, 2020

Entry and Exit Actions are automated  actions that can be triggered when guards enter or exit a workflow node during dispatches.

  • Event Type: Choose to trigger the action either upon entry or upon exit from the node.
  • Execution Priority: Choose the order in which multiple actions will occur.
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Available Action Types include

  • Email Action: Variables can be used to configure the information in the email action. Transition from data can be used as a variable to be included in the email action but when selected this action must be configured on exit)
    • Send to client email: primary contact of that site
    • Send to Client’s parent email: primary contact of the multi-site
    • Send a copy to the reporter / dispatcher: Will send an email to the user that has created the dispatch from the portal and / or the user that requested the service from the client portal.
    • Distribution: Other emails: Add any other emails that you need to have the information emailed to. 
    • Email Content: Create the email content using the dynamic tags.

Note: The contacts will always receive the email. Not dependent on the Site that the dispatch was created for.

  • Job close: Closes the job
  • Auto-assigned to current user if not already assigned: If the ticket was send to the position or zone, once someone accepts it, it will then be auto-assign to that user
  • Add an automatic comment: Comment will pop up for the mobile user.
  • Job/Unassign User: Automatically un-assigns the user from the job.
  • Job/Un-assign Unit (Position) and User: Unassigns position and user from the job.
  • Sign User To Site: Automatically signs the user into the site.
  • Sign Out User From Site: Automatically signs the user out of the site.
  • Smart Assign: This option makes it easier to assign users to jobs when they are close to the dispatch location.

For Smart Assign, by default only users from the same region will be selected unless other options are selected.

If the service location is out of the Geo-Fenced zone it will still assign to the closest user in the same region.

Strategy 1: Assign to closest clocked-in user with 50 miles of the service location.

Option: Assign only to clocked in users from the same region.

This is the default behavior and will assign the dispatch to the closest user within the same region who is within 50 miles of the service location.

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Skip this strategy: By checking this box, you can disable all options associated with this strategy. When this box is checked, the following are disabled:

  • Assign closest clocked-in user within 50 miles of service location
  • Assign only clocked in users from the same region
  • Assign to clocked in users from any regions (users on the same region have priority)
  • Assign to clocked in users from any regions(closest users have priority)
  • Exclude users with assigned runsheets
  • Exclude users with assigned dispatch

Option: Assign to users from any regions (the closest users on the same region has priority).

Example:

  • Montreal has 3 regions: Montreal West, Montreal East and Quebec City
  • Dispatch to a service location in Montreal West. This location boarders the Montreal East region.
  • User from Montreal West region is 49 miles away. User in Montreal East region is 10 miles away.
  • This option will assign this dispatch to the user that is in Montreal West as it has priority.
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  • If no user is within 50 miles of the dispatch service location in Montreal West then it will go to Strategy 2: Notify all zone users unless option 3 is selected. If selected, it will be applied only if no users were already assigned.
Operation Dashboard - Google Chrome

Example:

  • Montreal has 3 regions. Montreal West, Montreal East and Quebec City
  • Dispatch to a service location in Montreal West. This location borders the Montreal East region.
  • User from Montreal West region is 49 miles away. User in Montreal East region is 10 miles away.
  • Will assign this task to the user in the Montreal East region.

Additional Options:

  1. Exclude users with assigned dispatch-tasks: Users with dispatch tasks already assigned will be excluded.
  2. Exclude users in runsheets event with the status on-site. Users working on runsheets and who are in on-site status will be excluded.

Strategy 2: Notify All Zone Users

If strategy 1 has no users that meet the condition then by default, notify all users from the zone that contains the service location based on the zone geo-fence.

If selected, this strategy will be applied only if no users were already notified, and it will notify all zone users from the region of the service location.

If no users are logged into the zone then:

This will be will be applied only if no users were already notified.

It will notify all zone users from the sub-regions of the service location of the parent region.

If the service location is outside of a geo-fence zone then it will, by default, notify all users in the regions zone(s)

Strategy 3: Emergency Notification If A Dispatch-Task Has Not Been Assigned

This strategy will trigger an email notification to emergency/important report recipients when no user has been assigned to the dispatch.

Operation Dashboard - Google Chrome

After filling out all fields, click the "Save" button.

Previous Article 1.17 Dispatch Workflows: Workflow Transitions
Next Article 1.19 Dispatch Workflows: Misc. Settings

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