Manage Report Recipient, Month End Summary Report, and Auto-Assignment of Incident Report Rules
- Jamie Dottavio (Unlicensed)
An Administrator or authorized user can manage and create rules to define users to receive report recipient notifications, to receive a month-end summary report, and to be auto-assigned as an Investigator based on selected criteria.
Report Recipient
A report recipient is an individual who receives a report notification email when Syntrio adds a report to the Case Management System.
The criteria for the notification could be related to selected divisions, locations, or incident types. A report recipient could also elect to receive email notifications for all reports added by Syntrio.
Month End Summary Report Recipient
A month-end summary report recipient will receive an email at the beginning of every month that summarizes the reports added in the previous month.
By default, a company receives month-end summary reports by Incident Type, although this can be modified to receive by the company or division level instead. Criteria for a month-end summary report recipient can be related to selected divisions or incident types depending on the level set for your company. Month-end summary report recipients can also receive a report for all incident types or all divisions, depending on the report level set for your company.
Auto-Assignment
One of the most significant and helpful functions of the Case Management System is the ability to auto-assign an Investigator to a report based on selected report criteria. The CMS allows a company to create auto-assignment rules for their users based on the following incident report information: Division, Incident Type, Location, and Submitted By (Lighthouse/Syntrio or Internal).
Manage Rules
 From the Users Tab, the ‘Manage Rules’ toolbar icon directs to the page where auto-assignment, report recipient, and month-end summary report rules are managed. |
The Manage Report Recipient, Month End Summary Report, and Auto-Assignment Rules page shown below is used to create rules that define when a user is a report recipient, a month-end summary report recipient, and when a user should be automatically assigned to an incident report by the CMS. Multiple rules can be created per user.
To add a new rule for a user, click the ‘Add’ toolbar icon. |
To edit an existing rule for a user, click on the ‘Edit Record’ row icon on the corresponding row for that user. |
To view an existing rule for a user, click on the ‘Show Record’ row icon on the corresponding row for that user. |
To delete an existing rule for a user, click on the ‘Delete Record’ row icon on the corresponding row for that user. |
After clicking the 'Add' toolbar icon, the Add Auto-Assignment page below is displayed. This page is used to create the specific auto-assignment rules utilized by the CMS to automatically assign reports to a user based on selected incident report information.
Note: For entries to appear in the Divisions and Locations list boxes, you must create divisions and locations using the Add Division and Add Locations pages. To add additional Incident Types other than the Syntrio defaults, you must create the incident types on the Add Incident Types page.
Creating a Report Recipient Rule
Choose a user from the dropdown field 'User ID (Email)'.
Check the 'Report Recipient' checkbox.
If the user should receive an email whenever any report is added to the CMS by Syntrio, check the box 'All Reports'.
Enter a description of the rule in the Description field stating the purpose of the rule (optional).
If 'All Reports' is not checked, then you must choose the criteria for the user to receive an email when a report is added to the CMS.
Creating a Month End Summary Report Recipient Rule
Choose a user from the dropdown field 'User ID (Email)'.
Check the 'Month End Summary Report Recipient' checkbox
If the user should receive all month-end summary reports, check the box 'All Reports'.
Enter a description of the rule in the Description field stating the purpose of the rule (optional).
If 'All Reports' is not checked, then you must choose the criteria for a month-end summary report to be sent to the user.
Creating an Auto-Assignment Rule
Choose a user from the dropdown field 'User ID (Email)'.
Check the 'Assign User to Report' checkbox.
If the user should be automatically assigned to all incident reports, check the box 'All Reports'.
Enter a description of the rule in the Description field stating the purpose of the rule (optional).
If 'Assign All Reports' is not checked, then you must choose the criteria for a report to be auto-assigned to the user.
“Include All Current and New…” Checkboxes
To include any new divisions or incident types that are created in the future for a report recipient or month-end summary report, check the checkbox beneath the corresponding criteria. For example, to include all future divisions for a report recipient rule, click the 'Include All Current and New Divisions Added'. These checkboxes are automatically checked and disabled when the 'All Reports' checkbox is selected.
To include any new locations, divisions, or incident types that are created in the future for an auto-assignment rule, check the checkbox beneath the corresponding criteria. For example, to include all future divisions in an auto-assignment rule for a user, click the 'Include All Current and New Divisions Added'. These checkboxes are automatically checked and disabled when the 'All Reports' checkbox is selected.
Selecting Criteria for Rules
To select the criteria, click on one or more items in the left-handed boxes and then select the ‘Move To' button next to the selected items. To select all items in the box, click the ‘Move All To' button. Multiple entries can also be selected in the box and added or removed using the 'Move To’ or 'Move From’ buttons.
The information that can be chosen for the rule's criteria includes Division, Incident Type, Location, and Submitted By.
Button Descriptions
Move To (Add): Clicking this button adds the highlighted item from the box on the left of the button to the right-side box which contains the values that will be used to determine if this user should or should not be auto-assigned to an incident report. For example, if the divisions 'Construction' and 'Sales' were chosen as criteria for auto-assigning a report to this user, any report in CMS that has a division of 'Construction' or 'Sales', will auto-assign the user as an Investigator on the report. |
Move From (Remove): Clicking this button removes a selected item as criteria for the auto-assignment rule |
Move All To (Add All): Clicking this button selects all of the items in the box as criteria for the auto-assignment rule. |
Move All From (Delete All): Clicking this button removes all of the items previously selected as criteria for the auto-assignment rule. |
Examples of Auto-Assignment Rules
Note: These examples can also be applied to instances of Report Recipient and Month End Summary Report Recipient. Choosing the criteria is the same process for each type of rule (Report Recipient, Month End Summary Report Recipient, and Auto-assignment). The type of rule is dependent on the checkbox selected beneath the username selection.
Let’s create a rule to auto-assign the user ‘andy@example.com’ to reports where the division is 'Sales' and the location is 'Dallas, TX'.
Select the user ‘andy@example.com’ from the User ID dropdown list.
Select the ‘Assign User To Report’ checkbox.
Select the division 'Sales' and click the 'Move To' button to the right. The division 'Sales' will be moved from the left box to the right box.
Select the location 'Dallas, TX' and click the 'Move To' button to the right of that selection.
Click the 'Save' button to create that auto-assignment rule for the user ‘andy@example.com’.
From this point on, any time a report is created (or changed), and that report has a division value of 'Sales' and a location value of 'Dallas, TX', the user ‘andy@example.com’ will be assigned as an Investigator on that report.
Let’s create a rule to auto-assign the user ‘doreen@example.com’ to all reports where the incident type is 'Compliance & Ethics', 'Fraud', or 'HR'.
Select user ‘doreen@example.com’ from the User ID dropdown list.
Select the ‘Assign User To Report’ checkbox.
Select each Incident Type and then the 'Move To' button next to the Incident Types. Each Incident Type will be moved from the left box to the right box.
Click the 'Save' button to create that auto-assignment rule for the user ‘doreen@example.com’. From this point on, any time a report is created (or changed), and that report has an Incident Type of 'Compliance & Ethics', 'Fraud', or 'HR', ‘doreen@example.com’ will be assigned as an Investigator.
Editing an Auto-Assignment Rule
To edit an existing auto-assignment rule for a user, click on the ‘Edit Record’ row icon on the corresponding row for that user. |
The Edit Auto-Assignment Rule page will load, and the behavior of the page will be similar to the Add Auto-Assignment Rule page shown in the examples above, except the username cannot be changed.
After creating or editing an auto-assignment rule, the user will have the opportunity to process all of the company's existing reports according to the new/updated rule. The user will be shown the alert below:
If the user selects 'OK', all existing reports will be processed according to the new/updated rule, and the assignment changes will be processed. The user will receive a notification email of any assignment changes.
If the user selects 'Cancel', this rule will only be applied to new reports created in the CMS or any existing report that is subsequently edited and reprocessed for auto-assignment due to changes in rule criteria on the edited report.