Alert Conditions
There are many different Conditions and combinations of Condition Values that can be used to build Alerts within Safefood360°. This article outlines the explanation of conditions and provides examples of different Alert scenario containing conditions that can be built within your Safefood360° site.
1. Explanation of Alert Conditions
2. Examples of Alert Conditions
1. Explanation of Alert Conditions
Alert Conditions allow you to further detail the Alert Criteria to create an Alert that will only fire for a certain scenario, e.g., for a certain Programme name, when a Record has a certain Risk, etc.
The option to 'Add Condition' will only appear if the combination of Module, Record, and Stage options selected in the Alert allows for additional conditions. If the Module, Record, and Stage you have selected do not allow additional Conditions, the 'Add Condition' button will not appear.
Image: Additional Conditions Allowed: 'Add Condition' Button Appears
Image: Additional Conditions Not Allowed: 'Add Condition' Button Does Not Appear
Note: If multiple Conditions are set within an Alert, the Alert will not fire until all of the conditions have been met. Therefore, it is very important to set up the Condition combinations correctly.
2. Examples of Alert Conditions
The examples outlined below (1-6) will show the full sequence of how an Alert with specific configuration will be fired in the system - from Alert building, to Record completion, to receiving the Alert.
Example 1: Any Test failure for any Monitoring Record that is completed over time using the 'Save' Button (Open = 0 Days).
Example 2: Any Test failure for any Monitoring Record that is completed once using the 'Save & Submit' Button (Closed = 0 Days).
Example 3: A particular Test failure within a particular Monitoring Programme Record that is completed over time using the 'Save' Button (Open = 0 Days).
Example 4: A particular Test (marked as a CCP) failure within any Monitoring Programme Record that is completed once using the 'Save & Submit' Button (Closed = 0 Days).
Example 5: An Action for a High Risk Corrective Action overdue by 2 Days (Open = 0 Days + X Days Overdue Condition).
Example 6: Supplier has returned the 'Data Collection' stage of the Full Assessment (Open = X Days).
Example 1: Any Test failure for any Monitoring Record that is Completed over time using the 'Save' button (Open = 0 Days)
You may have a Monitoring Record that will need to be completed over time, rather than in one go, e.g., throughout the day, week, or month, meaning new and additional lines (rows) will be completed, added, and saved at different times within said Record. If you wish to create an Alert for the failed Tests within this Monitoring Record, ensure to use the 'Any Result, Fail' Condition and 'Open, 0 Days' Status within your Alert Criteria. This will fire an Alert when the ‘Monitoring Record’ workflow stage has been ‘Saved’, meaning that you will receive Alerts continuously as the Record is being completed, rather than when the stage is fully completed and closed.
As outlined in Example 1 below, the 'Any Result' condition and 'Open' status allow Safefood360° to fire the Alert every time a new line has been added, the Record has been saved by clicking the 'Save' button and a Test within that line has failed.
Image: Alert Criteria and Alert Details Set Up - Condition Specified
Image: Alert has not Been Fired Yet - 'Last Alert' Column is Blank
Image: Monitoring Record With a 'Fail' Test Result Created and 'Save' Button Clicked
Image: Alert has Been Fired - 'Last Alert' Column is Populated
Image: Email Has Been Sent to the Contact(s) Selected in the Alert Setup
Image: Alert in the Selected Contact(s) 'My Alerts' Dashboard
Image: Monitoring Record Worked on for a Second Time, 'Save' Button Clicked Again with Another 'Fail' Test Result
Image: Alert has Been Fired Again - 'Last Alert' Column Populated With New Alert Details
Image: Email Has Been Sent to the Contact(s) Selected in the Alert Setup
Image: A Second Alert in the Selected Contact(s) 'My Alerts' Dashboard
Example 2: Any Test failure for any Monitoring Record that is completed once using the 'Save & Submit' button (Closed = 0 Days)
If you are creating a Monitoring Record that will be completed all at once, or if you wish to create only one overall Alert for all of the failed Tests within a Monitoring Record, ensure to use the 'Any Result, Fail' Condition and 'Closed, 0 Days' Status. This will fire an Alert when the ‘Monitoring Record’ workflow stage has been ‘Saved & Submitted’, meaning that you will receive only one overall Alert for all failed Tests when the workflow stage has been fully completed and closed.
As outlined in Example 2 below, the 'Any Result' condition and 'Closed' status allows Safefood360° to fire one Alert for all of the failed Tests when the Monitoring Record has been 'Saved & Submitted'. The 'Closed' status means the Alert will fire when the 'Save & Submit' button has been clicked and the workflow stage has been completed and closed. If the Alert was built with 'Open' status, no Alert would fire for this Record, as the 'Save' button will not be clicked.
If you know you will only be clicking the 'Save & Submit' button after completing the Record, you need to ensure you use the 'Closed' status to allow your Alert to fire.
Image: Alert Criteria and Alert Details Setup
Image: Alert has not Been Fired Yet - 'Last Alert' Column is Blank
Image: Monitoring Record With a 'Fail' Test Result Created and 'Save & Submit' Button Clicked
Image: Alert has Been Fired - 'Last Alert' Column is Populated
Image: Email Has Been Sent to the Contact(s) Selected in the Alert Setup
Image: Alert in the Selected Contact(s) 'My Alerts' Dashboard
Example 3: A particular Monitoring Test failure within a particular Monitoring Programme Record that is completed over time using the 'Save' button (Open = 0 Days)
Extra conditions can be added to an Alert alongside the 'Any Result, Fail' Condition to configure the Alert to only be fired for specific Programme Records, Tests, Risks, etc.
As outlined in Example 3 below, extra conditions can be added to the Alert alongside the 'Any Result, Fail' condition to ensure that the Alert only fires for certain Programmes, Tests, etc.
Image: Alert Criteria and Alert Details Set Up
Image: Alert has not Been Fired Yet - 'Last Alert' Column is Blank
Image: Monitoring Record With a 'Fail' Test Result Created and 'Save' Button Clicked
Image: Alert has Been Fired - 'Last Alert' Column is Populated
Image: Email Has Been Sent to the Contact(s) Selected in the Alert Setup
Image: Alert in the Selected Contact(s) 'My Alerts' Dashboard
Image: Monitoring Record Worked on for a Second Time, 'Save' Button Clicked Again with Another 'Fail' Test Result
Image: Alert has Been Fired Again - 'Last Alert' Column Populated With New Alert Details
Image: Email Has Been Sent to the Contact(s) Selected in the Alert Setup
Image: A Second Alert in the Selected Contact(s) 'My Alerts' Dashboard
Example 4: A particular Monitoring Test (a CCP) failure within any Monitoring Programme that is completed once using the 'Save & Submit' button (Closed = 0 Days)
Extra conditions can be added to an Alert alongside the 'Any Result, Fail' Condition to configure the Alert to only be fired for specific Programmes, Records, Tests, Risks, etc.
Unlike the 'Any Result' Condition, the 'CCP Result' Condition will only fire the Alert once, depending on your setup (Open = 0 Days or Closed = 0 Days), either when the ‘Save’ or the ‘Save & Submit’ button has been clicked. To ensure that you receive the required Alert that you have set up for the ‘CCP Result’ Condition, and not miss out on any additionally failed CCP (or other) Test, you should only click the ‘Save & Submit’ button once the Record has been fully completed.
As such, this Alert Condition should not be used for Monitoring Records that are designed to be or can completed over a period of time. The 'CCP Result' Condition Alert should only be used if you have a Monitoring Record that will be completed and saved once, using the 'Save & Submit' button.
As seen in Example 4 below, the 'CCP Result' Condition allows the system to fire the Alert when the CCP Test has been noted as fail and the Record has been 'Saved & Submitted'.
When building an Alert with ‘Test’ as a Condition, you will be required to select the specific Test from the dropdown provided for the Condition Value. Only an Attribute or a Variable test can be selected.
Image: Alert Criteria and Details Set Up
Image: Alert has not Been Fired Yet - 'Last Alert' Column is Blank
Image: Monitoring Record With a 'Fail' CCP Test Result Created and 'Save & Submit' Button Clicked
Image: Alert has Been Fired - 'Last Alert' Column is Populated
Image: Email Has Been Sent to the Contact(s) Selected in the Alert Setup
Image: Alert in the Selected Contact(s) 'My Alerts' Dashboard
Example 5: An action for a High Risk Corrective Action is overdue by 2 Days (Open = 0 Days + X Days Overdue Condition)
You can also set up Alerts to inform the chosen Contact(s) about any overdue Records with specific additional Conditions, such as High Risk Corrective Actions. [Example 5]
Image: Alert Criteria and Alert Details Set Up
Image: Alert has not Been Fired Yet - 'Last Alert' Column is Blank
Image: Corrective Action Record: 'Action Details' Workflow Stage 'Saved' (Open) with 'Action Required' Deadline Overdue by 2 days
Image: Alert has Been Fired - 'Last Alert' Column is Populated
Image: Email Has Been Sent to the 'Responsible (Action) Selected in the Corrective Action Record
Image: Alert in the Selected Contact(s) 'My Alerts' Dashboard
Example 6: Supplier has 'Returned' the 'Data Collection' workflow stage of the Full Assessment (Open = X Days)
Alerts informing the selected Contact(s) can also be set up to inform you about different Record stages completed by Suppliers, etc. [Example 6]
Image: Alert Criteria and Details Set Up
Image: Alert has not Been Fired Yet - 'Last Alert' Column is Blank
Image: Full Assessment Record: 'Data Collection' Stage 'Saved and Returned' by Supplier and Awaiting Assigned Assessor Review
Image: Alert has Been Fired - 'Last Alert' Column is Populated
Image: Email Has Been Sent to the 'Assigned Assessor' Selected in the Full Assessment Record
Image: Alert in the Selected Contact(s) 'My Alerts' Dashboard
