• To begin, create a new Rule by navigating to Settings > Incident > Incident Rulebase > New Rule.

• You will be taken to the 'Incident Rule Generator' page.
• Enter a name for the Rule.
• Select a Workflow Trigger that will determine when the email will be sent:
  • On Submit (End User Assessment): Actions will be triggered when the end user assessment 'Submit' button is selected.
  • On Save (Admin Assessment): Actions will be triggered when the admin assessment 'Save' button is selected.
  • On Close (Admin Assessment): Actions will be triggered when the admin assessment 'Close Incident' button is selected.

Creating a Rule

• Within the 'Register' drop-down option, the Incident Register will be prepopulated.
• Within the 'Register Field' drop-down (for example, Severity), you can select the relevant field that you want to set the Rule against. 

Next, you will need to select the Response from the following options:

• Contains: If the response selected for the Rule is contained within the response provided for the field, i.e. if the response is included alongside other responses. (Typically used for multi-select fields.)
• Equals: If the response selected for the Rule equals the response provided, i.e. no other drop-downs are included alongside the response. (Can be used for text fields, multi-select and single select.)

Finally, select the Field Response from the available drop-down options in the chosen register field.

Actions

An action will send the email to a specific user if the rule(s) above have been triggered. 

Each action will need an:

• Email Subject: Enter the subject line.
• Email Recipient: Enter the recipient’s email address. (Note: The user must be added to the platform. Only one email address is allowed per action.)
• Email Content: If required, you can customise the email template text.

⚠️ If you remove the email placeholders, the email will no longer include the incident title, description, type, and date of the incident, along with the Incident Reporter.

• To notify multiple recipients, click the 'Add Action' button and repeat the steps above.

Final Steps

• Before leaving the page, remember to save your Rule by clicking the 'Save' button (top-right of the webpage).
• To learn how to activate your rule, please refer to the following article:
  • Incident Rulebase - How to activate Incident Rules