Smart Flow provides the capability for a Trigger Event to automatically save a separate Target Event on the system. The module provides users with the ability to trigger other Event Form/s to be entered automatically based of the entry of an Event Form.
Some important points about this feature include:
- The module is available on the Administration Site for Fusion Staff ONLY (this is purely to ensure each system and server can be monitored after each Smart Flow is developed)
- One trigger Event can be set to enter one or more Target Events
- Enter Data, Enter Data for Group and API can used to trigger a Smart Flow. Group Entered Target Events will not be available to open in Group Mode; all athletes in the group will have an entry but they can only be opened one at a time.
- Imported Data will not Trigger a Smart Flow. This is to keep the load on the system manageable.
- A Smart Flow cannot be triggered to save a Target Event before the date of the Trigger Event.
- One Smart Flow cannot be used to trigger another Smart Flow; data has to be entered by a user, not the system, in order for a Smart Flow to trigger.
Fusion Staff, before you create a Smart Flow ensure you have access to all of the forms that will be used. If you do not, you will be shown the not authorised error
Any existing Smart Flows appear, and a new Smart Flow can be created by clicking on "Create new Smart Flow"
To create a Smart Flow, name the Smart Flow clearly
Choose the time that the event entry time will reference. This is set using GMT, it is NOT dependent on your server/computer timezone settings
Now select the Event Form that you want to use as the Trigger Event; the Event that when entered will trigger the auto entry of another Event
Now choose the Date Type: CRITICAL WARNING, these are FUNCTIONALLY different and you need to choose the one that meets your specific work flows
Depending on the Date Type that you select there are Functional differences in how many Targets will be created on the system.
When you set up a Smart Flow using a Point in Time, or a Specific Date, for EACH trigger event that is entered will create ONE Target entry. For example, if you set up a blood test form to trigger a yearly blood test review and 5 separate blood tests (triggers) were entered, 5 blood test reviews (targets) would be entered.
When you set up a Smart Flow using a Period (either week, month or year), regardless of how many Trigger events are entered, only ONE Target entry is created. This means, if you set up a blood test form to trigger a yearly blood test review and 5 separate Blood Test entries were entered, only 1 Blood Test Review would be entered.
1: Point in Time: Hours, Days, Weeks, Months and Years are all one trigger to one target relationship.
3: Specific Date/ Annual is a one trigger to one target relationship.
2: Period: Week, Month, Year is a many to one relationship. This means multiple trigger events entered within a period will be entered for one Target (many to one).
Date Type- Point in Time allows you to specify a point in time from the Trigger being entered that the Target will be entered. This is a one to one relationship
A Date Type period in hours, will provide a delay based on the number of hours that the user specified
The Point in Time setting here shows that when the Trigger Entry is entered, the Target entry will also be entered for the same point in time as the Target. So, if today's date is the 1st February 2015, and a Trigger entry is entered on the system for the 12th March at 11:00am, the Target will be entered for 12th March at 11:00am (it is not based off today's date).
Date Type- Specific Date / Annual enables you to set a specific date and that will be adhered to. This is a one to one relationship.
Specific Date / Annual enables you to set a date during the year and the Target will be entered on that Day at that Time. This is a one to one relationship, so each Trigger entry that is entered will create one Target event at that date and time.
Ignore year means that once the current date is passed, a trigger entered after the Enter On Date will be entered for the same date, but in one years time.
The Ignore Year capability provides user with the ability to set a specific date on the system that a Target needs to be entered, and once the date is passed, future entries will also be entered at 1 year from that date.
For example, if an athlete sustains any injuries (trigger forms) and this could target an injury screening prior to the end of the year. The entered On Date could be set as 20th December 2015 and each injury (trigger form) that was entered prior to 20th December 2015 would create a Target entry on this day.
If Ignore Year was also selected, if new injuries were entered after the 20th December 2015 (e.g. on the 22nd January) they would trigger a Target entry to be entered on 20th December 2016. This patterns continues until the Smart
Date Type- Period: This is a one to many relationship, so regardless of how many trigger events are entered ONLY ONE Target event will be entered for that period.
Date Type- Period allows you to choose whether the event is set for one or more days of the week, a day of the month, or a day of the year.
Date Type- Period: Week
Example use cases for Week may be:
1. An athlete enter in 2-3 training sessions daily and you want a daily summary to run each night. This means you would tick each day of the week, and only 1 summary form is entered at night on the days where training data is entered.
2. An athlete enters in training data daily, and you want a weekly summary to run on a Sunday night. This means you would tick for the Smart Flow to save on a Sunday and then set the time for 11:00 PM.
Date Type-Period: Month
First Day of Month-It will always save on the 1st of the Month.
Last Day of Month-It will always save on the last of the Month. For example, the 31st January, 28th February, or 30th April.
Another Day- Allows you to specifically select the day of the Month that the entry will be saved on and this includes the 2nd to the 28th.
This allows you to set up Monthly training summaries or reviews to occur on a monthly basis (providing data is entered within each period).
First Day of Year-It will always save on the 1st of the Year.
Last Day of Year-It will always save on the last of the Year.
Another Day- Allows you to specifically select the day of the Year, including Month and Day.
This allows you to set up a yearly period where only ONE Target event is entered regardless of how many trigger events are entered within that period. For example, you could set up a musculoskeletal screening form to be entered if an athlete has an injury. However, if multiple injuries are entered within that yearly period, you will still only have to complete one musculoskeletal screening form.
Once you set the Date Type, choose the time that you want the entry to be entered (it will be saved based on the GMT settings)
N.B. For all Date Types, Retrospective Dates and Time Periods cannot be used. A Target Event cannot be entered before today's date
Save as Draft: This allows the Target event to be saved on the system as a "Draft" event, and not as a "Completed" event.
CRITICAL INFO: Templates may need to be used depending on the way your form is structured, or whether you want pre-filled information in the Target entry
On Smartabase, during automated event entry, completely blank entries do not appear in the athlete history pages or on the Reports pages. Hence, if you set up a Smart Flow and there is no "data" being stored in the actual form when the Smart Flow Target form is entered, then the event will not appear where users expect it; it is essentially hidden.
There are two ways that you can ensure you have "data" stored in the Event Form:
1. Use a linked field or Profile fields so that "data" is pulled into the form, so this means actual data is being stored in the form.
2. Use the Templates functionality, and this will pre-fill some, or all of the fields in the form.
N.B. Templates provide additional functionality in that they can be set up to provide important feedback to athletes or coaches with pre-specified answers which could be set up dependent on scores or results.
To use a Template to auto-fill one or more fields in the form, tick "Use Template"
To add in a Template, tick "Use Templates"
- All of the fields in the Target form will appear
- Write in the information that you would like to display
- Click on Save new Template and that template will be saved and will load when the target form is entered.
- See below for more details.
Use existing Templates (if they have been created)
Once the Template is ready, click on"Save Template". This will apply the Template to this Smart Flow, and also save the Template for future use
The Template is applied and saved. It can be cleared or deleted at any time, or a different Template can be created, saved and applied
Multiple Targets Events can be set from a single Trigger Event; the example here shows 3 Target forms are being set up.
You MUST next add the athletes or Groups that you want to monitor; Smart Flows only triggers for monitored athletes (and also if a user has access to the Smart Flow Module in the System Permissions- discussed below)
Only the users who are added to the Monitored Athletes or Monitored Groups will have events automatically entered for them
N.B. Fusion Staff, please test each Smart Flow that you create using a group of test athletes. This ensures it is working as expected.
N.B. Smart Flow is NOT designed to work with Draft entries, including Training Blocks. Thus, if an event form is saved as a Draft, this will NOT trigger a target form.
To reduce load on the system, draft entries do NOT trigger a smart flow. If someone sets up a training block and applies it to 20 athletes and these are all set to trigger a smartflow, this would place a lot more load on the system; especially as it enters in the training block and then the additional target entries. More critically, if the draft event was saved, the data would almost need to be re-pushed to the target form which again would place additional load to almost resave the target entries based on the saved data in the trigger form. So, saving as a Draft is not supported.
Please also note that because Smartflow ONLY triggers on the first entry/save of the event, if a form is first saved as a draft and is then reopened and then saved as completed, this will NOT trigger a smart flow as the smart flow only triggers on first entry, not on a resave/re-entry of the form.