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Tasks: Trigger Automated Alerts

 

Please note: You need to have owner or admin permission to accomplish the following steps. When making any edits to roles, users, or forms, any triggers previously set up will have to be updated as well.
One of the most powerful Zenput features is the ability to create a trigger that automates follow-up tasks or alerts for specific users/roles when a form submission meets specific criteria. These triggers ensure that problems called out in form submissions are being fixed in a timely manner and that the correct people are made aware of issues that may be present. When follow-up tasks or alerts are associated with reports, they are called "Triggers" in Zenput.

🔍 Navigate this article: 

  1. How to set an alert
  2. How to edit existing alerts
  3. How alerts are received

How to set an alert

  1. On the web app, navigate to the Reports tab and click the blue 'Create Report' button on the top right.

    Screen_Shot_2019-10-22_at_10.19.14_AM.png
  1. Select the form that contains the field that you want an alert created on.
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  1. Set the criteria for which you want to set alerts. When you set these filters, the existing data in the list view will filter by the parameters.

    Reports___Zenput.png
Example: You may want to notify a store's Mid Level Manager if the score of one of their stores ratings is less than or equal to 7, or you may want to automatically assign a task for the person in charge of maintenance if a question titled "Are any appliances in the store broken?" is answered "Yes".

  1. On the top right, click the blue 'Save' button.

    Reports___Zenput1.png
  1. This will take you to the 'Save Report' page, where you can set alerts to be automatically sent when a submission matches your desired criteria, create automated follow-up tasks, and schedule recurring email reports on these parameters (i.e. how many times this month did a store score below 50?). Press 'Done' and your report is saved!
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Sample report: When a submission matching the criteria is submitted, a basic follow-up task to be completed in 3 days will be created and assigned to the Mid Level Manager. An alert will also be sent to the store's District Manager notifying them of the issue.

How to edit existing alerts

  1. From the web app, navigate to Forms and select edit on the form you would like to edit the trigger on.
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  1. From the Triggers page, scroll to the trigger you want to edit, and click on the pencil icon.
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  1. After clicking on the pencil to edit the trigger, make the desired change. Remember to click 'Publish' before leaving the page to save your updates. Then click 'Done' to be taken back to the triggers page to continue editing.

    edit_alerts.gif
Example: In the screenshot above, we added a user and user via role of Location Manager to receive the alert as well.

How alerts are received

Zenput supports three different methods of receiving alerts:

  1. Role - This alert will be sent to all relevant members in the submitter's hierarchy matching the role selected
  2. User - The requested user will receive an alert every time the trigger conditions are met
  3. Email - The email entered will receive an alert every time the trigger conditions are met
Related article: FAQ: Zenput Notifications
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