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Automatic Actions

Automatic Actions

Owned by Chris Ford
Last updated: Apr 16, 2024
4 min read

TCW can suggest, create and send actions to third parties automatically as soon as a document is uploaded.

Auto actions are not intended to replace the user interface and human oversight, but rather to enhance the efficiency of daily operations.

 

Auto Actions can:

  • be configured by an account administrator.

  • be suggested, created or sent to a third party.

  • be tracked in the user interface ‘Remedial Actions’.

  • combine multiple result outcomes into one action.

  • can run based on the presence of a ‘Tag'.

Example

In this example we will be setting up a rule to say:

If: “MyContractor” submits a document into TCW containing a C1 code (immediately dangerous)
Then: Create an action and send “MyContractor” an email containing the document and specify:

  • This needs to be done within 5 days

  • A new document needs to be submitted showing the rectification work

  • The comments section needs to contain “SOR-987297”

When: “MyContractor” completes the remedial work.
Then: Close the action.
And: Update the asset

1. Creating Recipients

Firstly, we will need to tell the system where we want to send this action to. This can be done via the Admin menu ‘Manage Action Recipients’ page.

Here we have created a recipient for ‘Department@MyContractor.com’

Recipients could be contractors, engineers, internal compliance teams or any other email address.

Next we move on to creating the rule.

2. General Configuration

Auto Actions can be set up in the ‘Admin’ menu ‘Configure Action Creation' page
Or from the 'Outstanding Results’ tab on an asset.

Name: This will be the name of your remedial action.
Order: The order in which the rules will run.
Action Creation Type: Suggest, Create, Send to Recipient

Setting the ‘Action Creation Type’ to ‘Suggest’ option will not create a remedial action automatically, but rather suggest to the user that an action needs to be created for this result. This suggestion will be shown on the ‘Remedial actions’ tab on an asset.

Setting the ‘Action Creation Type’ to ‘Create’ will automatically put the result outcomes into an open remedial action. This remedial action remains in the TCW account until manually queued or closed.

Setting the ‘Action Creation Type’ to ‘Sent to Recipient’ will automatically create and send the action to the specified recipient.

Priority: The priority of the action.
Recipient (optional): When specified, this is where the action will be sent to.
Due date offset: How many days until the action goes overdue.
Closing prefix: This will close the action automatically when quoted on the superseding document comments section.

3. Selecting Outcomes

Now we can go ahead and configure the Result Outcomes to trigger the Auto Action.

In this example we want to select:

C1 in Observations “(C1 Observation (Immediately Dangerous)”
and/or
C1 in Inspection schedule “Inspection is non-compliant (C1)”

4. Tags

Next we move to the ‘Tags’ tab.

For our example we want to immediately refer a dangerous fault back to the contractor for remedy.

In order to do this we need to match the recipient (Department@MyContractor.com) to the contractor ‘Tag’ (Con:MyContractor)

Important: Without specifying a contractor tag ANY document with a C1 will be sent to the recipient.

5. Action Summary

Head over to the ‘Action Summary’ tab to review your Auto Action - If you’re happy just click ‘Submit’.

 

The next time a document is analysed from ‘MyContractor' that contains a C1 an action will automatically be sent to Department@mycontractor.com

If you wish to test this rule you can use your email address as a recipient. Then upload a document not already on the system to view the outcome.