#

NOTE: This feature is available in the Professional and Enterprise versions of both Spectra and Stratus Desktop.

Use Production Status Triggers to have the software automatically create tasks or calls based
on the production order status due date or the date
a production order status is changed.

Setting up Production Status Triggers #

1. Go to Maintenance
   > Production > Production Status Triggers.
   
   

2. Select a production status from the drop-down list
   and then click New on the
   ribbon to create a new trigger for that status.

   

3. Type in a Description
   for the trigger.

4. Select the Trigger
   Type from the drop-down list. The following choices are available:

• Call
  – Create a call record for
  each production order that meets the criteria at the time the trigger is
  processed.

• Email
  – Send an email to each client
  who has a production order that meets the criteria at the time the trigger
  is processed.

• Letter
  – Generate a printed letter
  for each client who has a production order that meets the criteria at the
  time the trigger is processed.

• Email/Call
  – Send an email to each client
  who has a production order that meets the criteria. If a client doesn’t
  have an email address on file, a call record will be created instead.

• Email/Letter
  – Send an email to each client
  who has a production order that meets the criteria. If a client doesn’t
  have an email address on file, a letter will be printed instead.

• SMS – Send an SMS text message to each
  client who has a production order that meets the criteria at the time the
  trigger is processed.

• SMS/Call
  – Send an SMS text message
  to each client who has a production order that meets the criteria. If the
  client doesn’t have a phone number that is SMS-enabled, a call
  record will be created instead.

• SMS/Email – Send an SMS text message to each client who has a production order that meets the criteria. If the client doesn’t have a phone number that is SMS-enabled, an email will be sent instead.

• Task
  – Generate a task
  for each production order that meets the criteria at the
  time the trigger is processed.

5. If you’re using the Control Center to process triggers, the option to Automatically Process via Control Center allows you to choose whether or not a specific trigger should be processed automatically. When you create a new trigger, you may want to keep this box unchecked until you know the trigger is functioning as expected. You can also specify processing times to prevent the Control Center from sending emails and text messages in the middle of the night. See also: Control Center

6. Choose your Trigger
   Date option:

   • On Change to Status – With this option, the trigger can be based on the
     date a production order is changed to this status.

   • Status Due
     Date – With this option, the trigger can be based on the
     date a production order is due, or a date that is “x”
     number of days before or after the status due date.

7. Choose any of the following Trigger Exclusions: 

• Triggered Date is Past – With this option, the software will not try to run this trigger if the trigger date (the one you chose in step 6 above) is in the past. For example, if the trigger date is set to On the Status Due Date, it will try to run the trigger once it reaches the Status Due Date. But if the trigger fails to run for whatever reason, once it passes the Status Due Date, it won’t try to run anymore. 

• Do Not Market Clients – Exclude clients marked as “Do not Market.”

• Do Not Call Clients – Exclude clients marked as “Do not Call.”

8. Enter and/or select the appropriate Trigger
   Behavior. These options will vary based on the trigger type (i.e., call, email, SMS, task, etc.) you’ve selected. Options may include a form letter, attachments, assigned user/department, and more.

9. Click OK
   to save the trigger.

10. The software will set up the trigger for processing
    by filtering through your database and excluding records that may
    have fit the criteria in the past. This prepares the trigger for use
    going forward. 

    

11. Triggers should be regularly processed by going to
    Tools > Process Triggers.

For more information on using triggers throughout Spectra and Stratus Desktop, please see the What are Triggers? topic.