Rules Engine Overview

The Rules reporting module allows you to schedule reports to automatically email you or your team including recent reports, training status, inspection status, participation, follow-ups, and more.

The example below shows a Weekly ‘Near Miss’ Reports Rule that will send an email, every Friday at 4:30 pm, with a report detailing all Near Miss reports submitted in the last 30 days where the Severity is marked as Critical.


NOTE: To edit Rules, you must have the Edit Rules permission granted to you.

Navigate to Control Panel > Rules to access the Rules module.

If your site does not have any rules created yet, click the Create New Rule button, or click the +Add button to add new rules to your list of existing reports.

  • The title is used to describe or identify the Rule.
  • The Enabled button allows you to turn the Rule on or off.
  • Click the Shared button if you want to allow other employees to view or edit this Rule.  When unchecked, this creates a Private Rule that only you can view and edit.  For other employees to view private rules, they would need to have the View Private Rules permission granted.

Set the Trigger (when the Rule will run)

  • Click Set the Trigger option to create the Calendar settings for when this Rule will run.
  • You can select how often, what time of day, which days, when to start, and when to end this Rule.  Click Done to save your settings.

Add Data (what info will be included)

  • The +Add Data button allows you to select which data you would like to send.  You can add multiples types of data within the same Rule.
  • After selecting the type of data, use drop down filters to select the conditions for your report, then click Done to save those settings.

Add an Action (how the info will be sent and to whom)

  • Next, click Add an Action to create the notification settings.
  • Here, you will select who you want to receive this report.  You can choose groups of employees based on conditions like Job Title, Location, Line of Business, etc., or send to certain individuals.
  • After selecting who will receive the report, select Email, Mobile, or both for the type of message you want to send.
  • When choosing either one, customize the message to be sent, then click Done to save your settings.

Saving the Rule

  • Once your Rule is set up, click Save to complete.
  • The Save & Send To Me option will allow you to preview the report and data before the Rule runs for the first time.

Viewing or Editing Rules

If you have the Edit Rules and/or Edit Private Rules permissions, you can see Rules that are set up and make changes to them if necessary.

The My Rules section displays details about Private and Shared Rules, their Status, who created the Rule, and the last time the Rule ran.