How to Add Event Trigger Logic to Parent, Investigation, and Corrective Action Forms

At a basic level, an Event Trigger means: When something happens → the system does something.

What This Workflow Helps You Configure:

• When a Parent Form is saved - > An email is sent to EHS and an Investigation Form is created

• When an Investigation Form is saved -> The investigator is notified

• When an Investigation is completed and corrective action is required -> A Corrective Action Form is created and the responsible person is notified

• When a Corrective Action is completed -> EHS is notified for review

• When a Corrective Action is approved -> The responsible person is notified and EHS is notified to close the Parent Form

Important Reccommendations:

• It is reccommended that these event triggers are added to the Facility field

• Other fields are only used inside the logic conditions

Before You Begin make sure you have:

• A Parent Form (e.g. Inspection, Incident, NCR Form)

• An Investigation Form

• A Corrective Action Form

NOTE:  For additional information about creating custom forms, please refer to our Custom Forms help documents.

Step 1: Navigate to Custom Forms

1. Click Account Settings in the upper right corner of the screen.

2. Click Settings.

     3.   Click Forms -> Custom Forms

    4.   Select the form you want to configure.  Click the pencil icon to open the form for               editing.

Step 2: Add Event Triggers to the Parent Form

Where to configure: Parent Form → Facility field

1. Open the Parent Form
2. Click the 'Facility' form field
3. Click 'Add Logic'
   1. Set Condition: 'Form Saved'
   2. Choose 'Create Event Trigger'
   3. To send an email notification when a new Parent Form is submitted:
      
      1. Select: 'Send Email'
      2. Enter the Email Recipients:
         1. Manually enter addresses and then press Enter on your keyboard after typing each email; and/or
         2. Pull Emails From Field from within the form (e.g. Responsible Party Email field)
      3. Choose an Email Template to send (Note: Refer to the How to Create Email Templates for Event Trigger Workflows help document)
      4. Scroll to the bottom and click 'Save' and 'Save & Keep Working'
   4. Click on '+ Add Event' to create a related Investigation Form when the form is saved
      1. Choose 'Create Form'
      2. Choose the form you would like to be created from the dropdown list (e.g. Investigation Form)
      3. Scroll to the bottom and click 'Save' and 'Save & Keep Working'
   5. To send an email letting a responsible party know when a new investigation form has been assigned to them, choose 'Send Email' as the Event
      1. Select: 'Send Email'
      2. Enter the Email Recipients
         1. Manually enter addresses and then press Enter on your keyboard after typing each email; and/or
         2. Pull Emails From Field from within the form (e.g. Responsible Party Email field)
      3. Choose an Email Template to send
4. Scroll to the bottom and click 'Save' and 'Save & Exit' when you have added all of the event triggers desired

Results: 

• A notification is sent indicating the Parent Form was submitted

• An Investigation Form is created

• The Investigation Form Responsible Party receives a notification email

Step 3: Add Event Triggers to the Investigation Form

Where to configure: Investigation Form → Facility field

1. Open the Investigation Form
2. Click the 'Facility' form field
3. Click 'Add Logic'
   1. Set 2 Conditions: 
      1. Condition 1 - IF  'Is a Corrective Action Required?' IS 'exactly equal to' ANSWER 'Yes'
      2. Click '+ AND'
      3. Condition 2 - IF 'Form is Saved'
   2. Then choose 'Create Event Trigger' to configure the triggers
      
      1. Add a 'Create Form' event by choosing the desired corrective action form from the list
      2. Click '+ ADD EVENT'
      3. Add a 'Send Email' event by adding email recipients as described above and choosing the appropriate Email Template from the list
4. Scroll to the bottom and click 'Save' and 'Save & Exit' when you have added all of the event triggers desired

Results: 

• The Corrective Action Responsible Party receives a notification email

Step 4: Add Event Triggers to the Corrective Action Form

Where to configure: Corrective Action Form → Facility field

1. Open the Investigation Form
2. Click the 'Facility' form field
3. Click 'Add Logic'
   1. Set 2 Rules: 
      1. Rule 1: Notify EHS when CAPA is ready for review
         
         1. Condition 1 - IF  'Status' IS 'exactly equal to' ANSWER '[Pending EHS Review]'
         2. Click '+ AND'
         3. Condition 2 - IF 'Form is Saved'
         4. Next choose 'Create Event Trigger' for the Logic Outcome
         5. Choose 'Send Email' as the Event
         6. Enter the Email Recipients:
            1. Manually enter addresses and then press Enter on your keyboard after typing each email; and/or
            2. Pull Emails From Field from within the form (e.g. Responsible Party Email field)
         7. Choose an Email Template to send
         8. Scroll to the bottom and click 'Save' and 'Save & Keep Working'
      2. Rule 2: Notify when CAPA is approved
         
         1. Click on '+ Add Event' to create a related Investigation Form when the form is saved
         2. Choose 'Send Email' as the Event
         3. Enter the Email Recipients:
            1. Manually enter addresses and then press Enter on your keyboard after typing each email; and/or
            2. Pull Emails From Field from within the form (e.g. Responsible Party Email field)
         4. Choose an Email Template to send
   2. Scroll to the bottom and click 'Save' and 'Save & Exit' when you have added all of the event triggers desired

Results: 

• A notification is sent when a Corrective Action is ready for approval

• A notification is sent when a Corrective Action has been approved and the Parent Report can be closed out. 

Step 5: Test your Workflow

It is recommended that you complete one full test before rollout

1. Save a Parent Form: Confirm EHS receives an email and an Investigation is created

2. Save an Investigation: Confirm the investigator receives an email

3. Complete an Investigation with Corrective Action Required = Yes: Confirm a Corrective Action is created and the responsible person is notified

4. Complete a Corrective Action: Confirm EHS receives a review email

5. Approve a Corrective Action: Confirm the responsible person receives a closure email and EHS is notified

Outcome

This workflow creates a clear path from Parent Form to Investigation to Corrective Action.  Each step is triggered automatically, reducing manual follow-up and improving consistency.