What happens on its own when a task reaches a status, and how to control the timing.
An automated event is something SwiftCase does by itself when a task reaches a particular status. You configure them per status in the workflow builder, and they are the difference between software that records your process and software that runs it.
| Event | What it does |
|---|---|
| Send email | Sends a chosen template to the client, client staff, expert or case owner. |
| SMS | Sends a text message, for the cases where an email will not be read in time. |
| Generate document | Produces a document from a template, populated with the case data. |
| Amber alert | Raises an amber RAG flag if the task has sat at this status longer than the time you set. |
| Red alert | The same, at the threshold where the task needs attention now rather than soon. |
| Auto allocate | Assigns the task automatically using skills and allocation sets. |
| Create reminder | Schedules a reminder so a waiting task does not become a forgotten one. |
| Create user | Creates a user record as part of the process, typically at intake. |
| Dropbox | Uploads a copy of the files attached to the task to a linked Dropbox account. |
Every automated event shares the same set of timing controls, and they are worth understanding because they are what stops automation being irritating.
Only Fire After Status is the one people miss. Suppose a client reports an error, you fix it, and the task reaches a completed status. If the error turns out not to be fixed and the task goes back a stage, you probably want the client told that their report has been reopened. Setting the reopening email to only fire after the completed status gives you exactly that, and stays silent the first time through.
How SwiftCase organises work, how to create your first task, and how to find it again.
Building and changing the processes your work runs through, without writing code.
Capturing the data your process depends on, and reusing it everywhere else.
Clients, team members, roles, passwords, two-factor authentication and the audit trail.
Everything that records what happened on a case, and who was involved.
Templates that fill themselves in, and the two ways to send email from SwiftCase.
Building your own reports, reading the management information, and telling everyone something.
