Workflows

Workflows let you create if-this-then-that rules so ACT takes consistent actions when certain events occur.

• Name: label (use trigger → outcome naming)

• Trigger: an event that starts the workflow

  • Keyword Detected

  • Nature Code

• Action: what ACT does

  • Send Canned Message

  • Send Email Notification

• Status (toggle): on/off without deleting

• More menu (…): Edit / Delete

• Add Workflow: opens the Add Workflow modal

• Name: include trigger + outcome (example: Keyword “berry road” → Email notification)

• Trigger (dropdown): Keyword Detected or Nature Code

• Action (dropdown): Send Canned Message or Send Email Notification

Practical guidance

• Use workflows to standardize must-do actions during high volume.

• Keep the number manageable (too many create noise).

• Test with a known keyword or test the nature code before relying on it.

1. Access Settings: Begin by clicking on the Settings tab at the top of the screen.

2. Enter Workflows: Select Workflows from the options on the left side of the screen. Here, you'll find the tools to customize workflows for your jurisdiction.

Creating A New Workflow:

Creating a workflow is a straightforward process:

1. Initiate Workflow Creation: Click on the Add Workflow button, located at the top right corner of the screen, and select Create New.

2. Name Your Workflow

3. Select a Trigger: You can choose from Keyword Detected, Nature Code, and No Activity in Incident. Avoid long phrases to prevent missing triggers. Short, relevant keywords yield better results. You have the option to trigger notifications based on whether the caller, the dispatcher, or either mentions the keyword. Consider your needs when setting this preference.

Configuring the Workflow:

After selecting your trigger, it's time to define the action:

1. Choose an Action: You can choose from Send Canned Message, Flag Incident for Supervisors, Resolve Incident, and Send Email Notification. Note: When creating an Email Workflow, the recipient will see the trigger, when it was triggered, which center this is coming from, and the location of the incident. Recipients also can “View in Prepared”, which would take them directly to the incident in Prepared, if they have an account. If they do not have a Prepared account, they are able to request access to Prepared, which will then send an email to the center's Administrator prompting the Admin to add the recipient as a User in Prepared.

2. Finalize the Workflow: Once you're satisfied with your settings, click Create to finalize the workflow.