Working with Event Actions

There are several types of actions that can be performed when an event is triggered. These can include opening a tracked issue, updating an entity field, or sending a notification. Actions can also be performed on the tracked issue, including transitioning to the next step, updating an issue field, or adding a user to the issue.

When you select a type of action, the system displays additional fields depending on the action selected. The following tables describe the fields that are displayed with the selection of each action type and how to use each field.

For information about how to set up reference issues, steps, and events, see Maintaining Reference Issue Step Events.

Action	Fields Displayed	Description
Execute Process	Process	The Execute Process action causes the system to execute the process specified in the Process field. You can enter or select any base or custom process in the system.
	Attach to	Click the arrow in the Attach to field and select Associated Row, Current Step, or Issue. For example, if you select Associated Row and the issue relates to a proposal, the process output will be attached to the proposal. If you select Current Step or Issue, the process output will be attached to the current step or issue, as appropriate. If the process does not execute successfully, an error log will be attached to the row, step, or issue, as appropriate.
	Data Id Field	If you want to execute the process on the entity that the issue is tracking, leave this field blank. For example, if the issue tracks a change to a proposal and you want to execute a process on the proposal, you do not need to enter a value in the Data Id Field box. If you want to execute the process on an entity associated with the entity being tracked, enter the field name for the ID field of the entity on which the process will run. For example, if the issue tracks a change to a proposal and you want to execute a process on the associated proposal vendor, enter the name of the field that contains the proposal vendor ID in the Data Id Field box.
Generate Report	Report	The Generate Report action causes the system to generate the report specified in the Report field. You can select any base or custom report in the system.
	Attach to	Click the arrow in the Attach to field and select Associated Row, Current Step, or Issue. For example, if you select Associated Row and the issue relates to a proposal, the generated report will be attached to the proposal. If you select Current Step or Issue, the generated report will be attached to the current step or issue, as appropriate. If the process does not execute successfully, an error log will be attached to the row, step, or issue, as appropriate.
	Historical Report	Select the Historical Report check box to generate the report as a historical report and attach it to the associated entity. Any report can be generated as a historical report. See Historical Reports for more information
	Data Id Field	If you want to run the report on the entity that the issue is tracking, leave this field blank. For example, if the issue tracks a change to a proposal and you want to run a report on the proposal, you do not need to enter a value in the Data Id Field box. If you want to run the report on an entity associated with the entity being tracked, enter the field name for the ID field of the entity on which the report will run. For example, if the issue tracks a change to a proposal and you want to run a report on the associated proposal vendor, enter the name of the field that contains the proposal vendor ID in the Data Id Field box.
	Fields	If the selected report requires parameters when it is generated, the system automatically populates this field with the XML information for the report parameters. If you want to generate the report using the default values for the parameters, you do not need to modify this field. If you want to generate the report using custom values for the parameters, modify the XML data in the Fields box as needed.
	Output Type	Click the arrow in the Output Type field, and select the output type for the report. You can select either PDF/HTML, Text, or XLS.
Open Issue	Issue	The Open Issue action causes the system to open a tracked issue based on the reference issue that is specified in the Issue field. Click in the Issue field, and enter the reference issue you want the system to use as a guide for the tracked issue. Note: The reference issue specified in the Issue field must be active. If the issue specified is inactive, the system ignores the Open Issue action.
Transition To	Step	The Transition To action causes the reference issue, or a resulting tracked issue, to move to the next step in the process. You determine which step happens next by entering a value in the Step field. Click the arrow in the Step field, and select a step from the list. If the step has not yet been added to the reference issue, you can select Add New Step from the drop-down menu. The system opens the New Step modal window, where you can enter the step name and description. When you are finished, click the Save Step button. The system closes the modal window and adds the new step to the reference issue. The new step is also displayed on the drop-down menu for the Step field.
Update Field	Field	The Update Field action updates the selected field with the value specified or with the value from another specified field. Note: If you want to update a field that contains a date, use the Update Date action instead. Click the arrow in the Field box, and select the field you want to update from the list. The list includes fields specified on the reference issue as either Issue Fields or Associated Fields.
	Value	You can enter a specific value that will be used to update the field, or you can choose another field that will be used to update the first field specified for the action. To specify a value, click in the Value field and enter numbers or text as appropriate.
	or	Make a selection in the Value box or the Field box, but not in both.
	Field	To select a field that will be used to update the value in the first field specified for the action, click the arrow in the second Field box, and select a field from the list.
Update Date	Date Field	The Update Date action updates the selected date field either with the date specified or with the current date. Click the arrow in the Date Field box, and select the date field you want to update from the list. The list includes date fields specified on the reference issue as either Issue Fields or Associated Fields. Select the date field to update. Next either specify the date to use or select the current date check box to use the value of the current date.
	Value	You can enter a specific date that will be used to update the field, or you can specify that the current date will be used to update the field. To specify a date, click in the Value field. You can type the date in MM/DD/YYYY format, or you can click the calendar icon and select a date.
	or	Make a selection in the Value box or the Current Date check box, but not in both.
	Current Date	To specify that the date field will be updated with the current date when the event occurs, select the Current Date check box.
Add User To Issue	User	The Add User To Issue action adds the selected user as an owner of the issue. Click in the User field, and enter a user ID. Or you can press Enter to search for user IDs, and then select a user ID from the list.
Add User To Issue	Can Edit	Select the Can Edit check box if you want to enable the user to modify the reference issue and any tracked issues based on the reference issue.
Add User To Step	User	The Add User To Step action add the selected user as an owner of the step. Click in the User field, and enter a user ID. Or you can press Enter to search for user IDs, and then select a user ID from the list.
	Can Edit	Select the Can Edit check box if you want to enable the user to modify the step on the reference issue and any tracked issues based on the reference issue.
	Step	Click the arrow in the Step field, and select the step to which you want to add the user as an owner.
Notify Owners	Message	In the Message box, enter the text you want to send as the notification. If you want to include data values as part of the message, you can enter the field name enclosed by curly brackets as part of the message text. To embed the value of a field in the message, enter the word Model, followed by the field name, separated by a period. For example, to include the value in the Description field, enter {Model.Description} as part of the message text. Exceptions to this format are the Issue Name and Issue Description fields. To include the values for these fields as part of the message, you do not need to include the word Model. In this case, enter {IssueName} or {IssueDescription}. If you want to embed the label of a field as part of the message, enter the word Model, followed by the field name, and the word Label, each separated by a period. For example, to include the label for the Contract Description field, enter {Model.Description.Label} as part of the message text.
Notify Person	Person Field	The Notify Person action sends a notification using the default email address for the person in the person ID field specified. You determine which person ID field is used by entering a value in the Person Field box. In the Person Field box, enter the field name for the person ID field you want to use for the notification. Note: If the person ID field is on a parent entity, include the entity name in front of the field name, separated by a period. For example, if you want to send a notification to the person who is set as the designer on a contract, and the issue is associated with a contract, you could enter DesignerId in the Person Field box. If the issue was associated with a contract item, you would instead enter Contract.DesignerId in the Person Field box.
Notify Person	Message	In the Message box, enter the text you want to send as the notification. If you want to include data values as part of the message, you can enter the field name enclosed by curly brackets as part of the message text. To embed the value of a field in the message, enter the word Model, followed by the field name, separated by a period. For example, to include the value in the Description field, enter {Model.Description} as part of the message text. Exceptions to this format are the Issue Name and Issue Description fields. To include the values for these fields as part of the message, you do not need to include the word Model. In this case, enter {IssueName} or {IssueDescription}. If you want to embed the label of a field as part of the message, enter the word Model, followed by the field name, and the word Label, each separated by a period. For example, to include the label for the Contract Description field, enter {Model.Description.Label} as part of the message text.
Notify User	User	The Notify User action sends a notification email to the user specified in the User Info ID field. Click in the User field, and enter a user ID. Or you can press Enter to search for user IDs, and then select a user ID from the list.
Notify User	Message	In the Message box, enter the text you want to send as the notification. If you want to include data values as part of the message, you can enter the field name enclosed by curly brackets as part of the message text. To embed the value of a field in the message, enter the word Model, followed by the field name, separated by a period. For example, to include the value in the Description field, enter {Model.Description} as part of the message text. Exceptions to this format are the Issue Name and Issue Description fields. To include the values for these fields as part of the message, you do not need to include the word Model. In this case, enter {IssueName} or {IssueDescription}. If you want to embed the label of a field as part of the message, enter the word Model, followed by the field name, and the word Label, each separated by a period. For example, to include the label for the Contract Description field, enter {Model.Description.Label} as part of the message text.
Notify Mailing List	Name	The Notify Mailing List action sends a notification email to the recipients on the selected mailing list. Click in the Name field, and enter a mailing list ID. Or you can press Enter to search for mailing list IDs, and then select a mailing list ID.
Notify Mailing List	Message	In the Message box, enter the text you want to send as the notification. If you want to include data values as part of the message, you can enter the field name enclosed by curly brackets as part of the message text. To embed the value of a field in the message, enter the word Model, followed by the field name, separated by a period. For example, to include the value in the Description field, enter {Model.Description} as part of the message text. Exceptions to this format are the Issue Name and Issue Description fields. To include the values for these fields as part of the message, you do not need to include the word Model. In this case, enter {IssueName} or {IssueDescription}. If you want to embed the label of a field as part of the message, enter the word Model, followed by the field name, and the word Label, each separated by a period. For example, to include the label for the Contract Description field, enter {Model.Description.Label} as part of the message text.
Notify Email Address	Recipient	The Notify Email Address action sends a notification email to the selected recipient. To specify a recipient, click in the Recipient field, and enter an email address. Or you can press Enter to search for email addresses, and then select an email address from the list.
Notify Email Address	Message	In the Message box, enter the text you want to send as the notification. If you want to include data values as part of the message, you can enter the field name enclosed by curly brackets as part of the message text. To embed the value of a field in the message, enter the word Model, followed by the field name, separated by a period. For example, to include the value in the Description field, enter {Model.Description} as part of the message text. Exceptions to this format are the Issue Name and Issue Description fields. To include the values for these fields as part of the message, you do not need to include the word Model. In this case, enter {IssueName} or {IssueDescription}. If you want to embed the label of a field as part of the message, enter the word Model, followed by the field name, and the word Label, each separated by a period. For example, to include the label for the Contract Description field, enter {Model.Description.Label} as part of the message text.
Notify Vendor	Vendor Field	The Notify Vendor action sends a notification using the default email address of the vendor in the specified vendor field. To determine the default email address for the vendor, the system uses the first address record with a valid email address after sorting alphanumerically by Address ID. In the Vendor Field box, enter the field name for the vendor ID field you want to use for the notification. Note: If the vendor ID field is on a parent entity, include the entity name in front of the field name, separated by a period. For example, if you want to send a notification to the awarded vendor on a proposal, and the issue is associated with a proposal, you could enter AwardedVendorId in the Vendor Field box. If the issue was associated with a proposal item, you would instead enter Proposal.AwardedVendorId in the Vendor Field box.
Notify Vendor	Message	In the Message box, enter the text you want to send as the notification. If you want to include data values as part of the message, you can enter the field name enclosed by curly brackets as part of the message text. To embed the value of a field in the message, enter the word Model, followed by the field name, separated by a period. For example, to include the value in the Description field, enter {Model.Description} as part of the message text. Exceptions to this format are the Issue Name and Issue Description fields. To include the values for these fields as part of the message, you do not need to include the word Model. In this case, enter {IssueName} or {IssueDescription}. If you want to embed the label of a field as part of the message, enter the word Model, followed by the field name, and the word Label, each separated by a period. For example, to include the label for the Contract Description field, enter {Model.Description.Label} as part of the message text.
Notify Role	Role ID	The Notify Role action sends a notification email to users with the selected role. If the event is triggered by contract, the system notifies only those users with the selected role and contract authority for the contract. To specify a recipient, click in the Role ID field, and enter a role ID. Or you can press Enter to search for role IDs, and then select an ID from the list.
Notify Role	Message	In the Message box, enter the text you want to send as the notification. If you want to include data values as part of the message, you can enter the field name enclosed by curly brackets as part of the message text. To embed the value of a field in the message, enter the word Model, followed by the field name, separated by a period. For example, to include the value in the Description field, enter {Model.Description} as part of the message text. Exceptions to this format are the Issue Name and Issue Description fields. To include the values for these fields as part of the message, you do not need to include the word Model. In this case, enter {IssueName} or {IssueDescription}. If you want to embed the label of a field as part of the message, enter the word Model, followed by the field name, and the word Label, each separated by a period. For example, to include the label for the Contract Description field, enter {Model.Description.Label} as part of the message text.