INTRODUCTION
Activity Management is a central place where users can manage all the pending tasks, activities and workflow rules. RedSky allows business rules to be captured as ‘To Do Rules” which are set up by the RedSky team during implementation and can be easily modified or extended by the client system admin as needed. The Activity Management screen shows a summary level of all Follow-ups, Alerts and To-Do-Rules by user.
With proper implementation of To-Do-Rules, a company can adhere closely to FIDI-FAIM and ISO Standards. Activity Management, to some extent, has made the life of the RedSky users easy as they manage exceptions, alerts/reminders which are just one click away.
Activity Management is basically divided into four sections, specifically -- Follow Up, Alert List, To Do Rule and Check List.
Follow Up: This section enlists the reminders which the person/user has added in the form of notes. The reminders can be filtered by Person.
On clicking the Subject, the user can directly navigate to the reminder notes where he can view the reminder details and take the actions accordingly.
Alert List : Alert List enlists the alert for the users. The company can set up alerts when certain fields are changed and entail which role to be alerted. E.g. if a company wants the billing person to be alerted when the Delivery date is actualized, they can set up an alert to do so.
Alert Management: On setting up the alert on any field, the user needs to select the Alert Role which ensures that every time that field is modified, the alert will go to that alert role.
To Do List: To do list is generated when the To-Do-Rules for a company are run, the system identifies all files which meet the To-Do-Rule conditions and puts them into the Activity Management ToDo List.
When a user selects Activity Management, the system brings up the relevant list for them, see below:
When the user selects any of the file numbers in his to-do list, the system will automatically navigate him to the file highlighting the 'field to validate' in red color (illustrating in the below screenshot) indicating that the field needs to be corrected.
Also, the user can see the Rules Grouped by Rules and by users.
To Do rule Setup:
This is done by the System Admin of the company or in consultation with the Business Analyst supporting your company. Go to Administration → Define to do rule, the user can add and view/edit the to do rules.
The mandatory fields while setting up the to do rule:
Category: This specifies the table where the user wants to set up the rule or where the user is expecting to implement the rule.
Field to Validate: This specifies the field which the need to validate on executing the rule. In other words, this is the field which the user want to track in case of any error.
Validation Condition: The conditions on which the rule executes.
Control Date: This date controls the rule execution. If number of days specified is 'n', the TDR will fetch all those records where Control Date <= today - n. A record will appear in Activity Management in the "Due Today" list in the "ToDo List" section if 'n' days have passed since the Control Date. If the "Field to Validate" has not been entered on the date that the record appears in the "Due Today" list, that record will start appearing in the "Over Due" list. If number of days specified is '-n', the TDR will fetch all those records where Control Date <= today + n. A record will appear in Activity Management in the "Due Today" list in the "ToDo List" section if 'n' days are remaining relative to the Control Date. If the "Field to Validate" has not been entered on the date that the record appears in the "Due Today" list, that record will start appearing in the "Over Due" list.
Message to give the user: The message which pops up at the role's end on executing the rule.
Add a record to the list of the: This specifies the role for which the rule is meant for.
The following tips can be used while creating the Validation Condition:
- the statements can be in any order
- there needs to be an 'AND' in front of each statement from the 2nd line onwards
- control date should be specified as xx.yy is not NULL
- field to validate #1 should be specifed as aa.bb is NULL
- field to validate #2, if present, should be specifed as cc.dd is NULL
- for date fields, use "is NULL" to denote "not present". Use "is not NULL" to denote "is present"
- for date fields, when checking if some field is equal to a date, use xx.yy = 'yyyy-mm-dd'
- for date fields, when checking if some field is in the past relative to a date, use xx.yy < 'yyyy-mm-dd' or xx.yy <= 'yyyy-mm-dd'
- for date fields, when checking if some field is in the future relative to a date, use xx.yy > 'yyyy-mm-dd' or xx.yy >= 'yyyy-mm-dd'
- for character fields, use = '' to denote "not present". e.g. xx.yy = ''. Use <> '' to denote "is present". e.g. aa.bb <> ''
- for character fields, when checking if a field has a specific value, use xx.yy = 'A'. If a field can have more than 1 specific values, use xx.yy in ('A','B'). If a field should not have a set of specific values, use xx.yy not in ('A','B')
- for number fields, use = 0 to denote "not present". e.g. xx.yy = 0. Use <> 0 to denote "is present". e.g. aa.bb <> 0
- for number fields, when checking if a field has a specific value, use xx.yy = 1. If a field can have more than 1 specific values, use xx.yy in (1,2). If a field should not have a set of specific values, use xx.yy not in (1,2)
- when filtering only Booked Moves, use (customerfile.controlFlag = 'C' and customerfile.moveType = 'BookedMove')
- when filtering only Quotes, use (customerfile.controlFlag = 'C' and customerfile.moveType = 'Quote')
- Filter out service orders that are in Cancelled, Download, or Closed status by specifying
serviceorder.status not in ('CNCL','DWNLD','CLSD')
- Include all service orders created after a specific date by specifying
serviceorder.createdOn > '2021-01-01'
- at the bottom for each TDR, put this condition: (serviceorder.nextCheckOn is null or serviceorder.nextCheckOn <= now())
The user with Role_Admin is responsible to execute all to do rules on a regular basis so that the tasks get populated at the To Do List of the responsible person. The responsible person will take the actions on the files accordingly.