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Tutorial: Introduction to Dynamic Tasks and Alerts

Creating a New Rule Set

From the Task & Alert Rule Set List, you can manage Task & Alert Rule Sets; the list is accessible from the Data Center , under Other.

Rule Sets are made up of rules that define warning Alerts, error Alerts, or Tasks to appear in the Tasks and/or Alerts panels of Voyage Estimate, Cargo/VC In COA (Alerts only), Cargo/VC In, TC In/Out, Cargo/VC In Booking, and Voyage Manager forms.

To create a new Rule Set:

On the Task & Alert Rule Set List, click .
Complete the fields on the Task & Alert Rule Set form to define the Rule Set.
- Select the form or object that the Rule Set Applies To. Tasks and Alerts can appear:
  - On a form:
    - Cargo/VC In
    - COA: Owner is the COA Coordinator, and Effective From/To dates are compared with the COA Start date.
    - Time Charter
    - Voyage: The Voyage Manager and any linked Cargo/VC In Booking.
    - Voyage Estimate
  - On any form that includes an object.
    Tasks and Alerts will only be displayed on forms.
    
    For example, a Vessel is an object, which means that you can create rules with Vessel fields, but validation will take place in one of the forms such as the Voyage Manager or Estimate rather than on the Vessel itself.
    - Address Book
    - Cargo Name
    - Port
    - Vessel
- Category: Select a Task & Alert Rule Set Category.

Adding Rules

Rules consist of Conditions (or Groups of Conditions) and Results.

Each Condition consists of a Variable, an Operator, and a Value, for example, Use this Rule if X is on or before Y.
- Groups of Conditions are evaluated together, like a part of a formula enclosed in parentheses, for example, Use this Rule if (X = Y or X = Z).
Results can be either Alerts (either Errors or Warnings) or Tasks. Each line in the Results grid consists of a Result, a Type, and a Value.

To add rules:

On the Task & Alert Rule Set form, click .
Enter a Name and a Description.
Under Use this rule if, add Conditions and/or Groups of Conditions. For each Condition, select the following:
- Variable (up to 64 characters): Relevant to most freight contracts; determines the Operators and Values available.
- Operator
- Value
To add, insert, or delete Conditions or Groups, do one of the following:
- Click ... to the right of Conditions/Groups and then click Add Condition, Insert Condition, Add Group, Insert Group, or Delete Condition.
- Click Add Condition or Add Group under the list of Conditions.
A new Condition or Group is added to the previous one; to change from and to or, click and to the left of the condition and then click or. To change back, click or and then click and.
Conditions will be read in sequence. To change the sequence of Conditions or Groups, click ... to the right of Conditions/Groups and then click Move Condition Up, Move Condition Down, Move Group Up, or Move Group Down.
Stop processing if true: Select to stop processing when a rule is true. Otherwise, the entire table will be read to find all true rules. The results from rules evaluating to true will be stored on the contract as saved values.
Run this rule once per (for Time Charter, Voyage, or Voyage Estimate Rule Sets only): Select one of the following:
- By default, the Applies To object is selected. For example, on a Voyage Rule, Voyage is selected by default; for each Voyage for which the Rule evaluates to true, the IMOS On-Prem - Task and Alert Rule Set List#Results are generated.
- You can select a one-to-many join from the drop-down menu. For example, on a Voyage Rule, you can select VoyageBunkerLifting; for each Bunker Lifting for which the Rule evaluates to true, the IMOS On-Prem - Task and Alert Rule Set List#Results are generated. On each resulting Task, you must complete the IMOS On-Prem - Task and Alert Rule Set List#Generate one task per field.
Enter the Results.
- Result: Determines the Types and Values available. Options are:
  - Alert:
    - Type: Determines how the message appears on the Tasks & Alerts or Alerts panel.
      - Error - Prevent Saving: Cannot be acknowledged; prevents form saving until the error is corrected; appears at the top of the list.
      - Error: Cannot be acknowledged; appears at the top of the list.
      - Warning - Not Acknowledgeable: Cannot be acknowledged.
      - Warning - Acknowledgeable: Can be acknowledged. The acknowledged alert gets truncated on the form.
    - Value: Do one of the following:
      - Enter a free-text message.
      - To enter an expression, using Report Designer fields, that defines the Alert Value, right-click the Alert line and then click Expression.
    - Owner (for Rule Sets that apply to Time Charter, Voyage, or Voyage Estimate only): Assigns the Alert to a role, but you can reassign it by editing the Alert. When set to Default, the Alert is assigned to the Rule Set Owner.
  - Task (for Rule Sets that apply to Cargo/VC In, Time Charter, Voyage, and Voyage Estimate only):
    - Type: Task Category.
      After you select the Type, complete the Task form: Right-click the Task line and then click Edit Task.
      - When rule is no longer true, update task status to: Select Do Not Update (default) or a status (Not Started, In Progress, Completed, Cancelled, or Follow Up).
      - Generate one task per: This field is required if, on the Rule form, IMOS On-Prem - Task and Alert Rule Set List#Run this rule once per is set to a one-to-many join. It defines the unique ID, for each of which IMOS On-Prem - Task and Alert Rule Set List#Results are generated.
        Click the field to open the Custom Expression Editor.
        Start typing the name of the field that you want to use as the unique ID. For example, for a Voyage Rule run once per Bunker Lifting, you can use LiftingID as the unique ID for each lifting.
        As you type, a drop-down menu appears; you must select an option that starts with _RunOnceObjects. For example, select _RunOnceObjects.Voyage_VoyageBunkerLifting.LiftingID.
        Click OK.
      - For a Start Date and a Due Date, you can select a date field variable, like Voyage Commence Date on the Voyage Manager, plus or minus a number of days (or business days only), hours, and/or minutes. If a date would land on a nonworking day (a weekend day or a date from a specified Holiday Calendar), you can set it to use the previous or next business day.
      - For Tasks that have been created using a Rule Set, the following fields can be edited:
        Task Name
        Category
        Priority
        Description
    - Value: Defaults to the Task Name from the Task form.
      - To enter an expression, using Report Designer fields, that defines the Task Value, right-click the Task line and then click Expression.
        
        For example, a Task named "Verify Extra Freight Terms with" + ChtrSpecialist, when true, will create a Task that is populated with the name of the Chartering Specialist.
    - Owner (for Rule Sets that apply to Time Charter, Voyage, or Voyage Estimate only): Assigns the Task to a role, but you can reassign it by editing the Task form. When set to Default, the Task is assigned to the Rule Set Owner.
To edit Rules, do any of the following:
- To add a Rule above another Rule, right-click the Rule in the navigation tree at the right, and then click Insert.
- To add a Rule to the end of the current list of Rules, either click to create a new, blank rule or click to create a copy of the current Rule.
- To view a different Rule, click (previous) or (next) or double-click it in the navigation tree.
- Rules will be read in sequence. To change the sequence, right-click a Rule in the tree and then click Move Up or Move Down.
- To edit a Result, right-click its line and then click Edit Task or Edit Alert.
- To add an attachment, right-click the Result line and click Attachments.
To update the Task & Alert Rule Set after a change, click .
To save the Rule Set, save the Task & Alert Rule Set form.

Reporting on Task and Alert Rule Sets

In the Task & Alert Rule Set List, to create a report of all rules within each selected rule set, select list lines and then click .
In the Report Designer, to create a report on rules-based Alerts, do the following:

Create a new report.
Design the report.
1. Select the Cargo, Time Charter, Voyage, or Voyage Estimate primary table.
2. Click the + button to join the Alert table. You can view the table's available fields in the Data Map.

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