Admin > Automated Actions > Automated Action Entry Screen
The Automated Actions screen in TEAMS allows you to create targeted alerts that trigger automatically based on specific rules. With the latest update, we’ve enhanced this screen by introducing department-based action types. This makes it easier to configure alerts for Finance and Student Services separately, ensuring that notifications are accurate, relevant, and delivered to the right people at the right time.
How it Works
Alert Section
When setting up an alert, start by selecting the Department. The options available in the Action Type dropdown will change depending on your selection:
- Finance Department → You’ll see options such as Overdue Fees, Upcoming Invoices, Ezidebit Schedule Confirmation, New Receipt, and Ezidebit Schedule Failed.
- Student Services Department → You’ll see options such as Student Birthday Alert, Agent Contract Expired, Agent Contract Expiring, Visa Expired, Visa Expiring, Orientation, COE Expiry Date, COE Expired, Missing USI, Enrolment Started, Assessment Resubmission, Upcoming Assessment Due date, Overdue Assessment due date.
The new Assessment alerts allow colleges to automatically communicate assessment review outcomes to students. When an assessment outcome is recorded as Completed, Resubmission, or Not Yet Competent, the system can automatically trigger an alert to notify the student.
After choosing an Action Type, you can define the Action Rule and Campus. Based on this selection, additional fields may appear under the Filter section to help refine the alert.
Filters
Filters allow you to narrow down when and how an alert should trigger. The available filter fields will adapt depending on the selected action type and rule, giving you more control over alert conditions.
Actions
In the Actions section, you can decide how the alert should be delivered. Options include:
- Send Email To → select recipients for email alerts
- Email Template → choose which template will be used
- Send SMS To → define SMS recipients
- SMS Template → choose the SMS content
- Send Notification To → specify TEAMS users who should receive an internal notification
- Notification Template → select the in-system notification template
For the Assessment alerts, you will first need to prepare the email templates that will be used for the notifications. To do this, navigate to the Email Template Entry screen and create the required templates for your assessment alerts.
Once the templates are created, you can configure the alert by navigating to Admin → Automated Action, selecting the Student Service department, and choosing the relevant Action Type such as Assessment Competent, Assessment Not Yet Competent, or Assessment Resubmission.
In the Actions section, you can then specify who the email should be sent to and select the email template that will be used for the notification.
At the bottom, tick the Active checkbox to enable the automated action.
The alerts are more accurate and department-specific, helping staff act quickly on finance and student services updates without manual monitoring.
The automated alerts are more powerful and flexible. For example: A Student Services team can receive alerts for upcoming or expired COEs, ensuring timely compliance. A Finance team can be instantly notified if an Ezidebit schedule fails.
Assessment alerts can automatically notify students about their assessment outcomes, reducing manual follow-up by staff and ensuring timely communication.