Automated actions
Automated actions are designed to streamline the collection of proofs from applicants when they submit a new application. You should identify the most common documents that are required for an application and create action definitions for them that we can then automate.
When creating Action definitions it is important to follow these guidelines:
- If you want to capture documents for individual household members then you need to set the Action definition up with an Action category of 'Case People'
- The Action category determines which records files will be stored against, which in turn allows you to restrict who can access them
- If you are going to want to delete files of certain types after a shorter period of time, i.e. bank statements, then you need to set up a dedicated attachment type for them
Typical automated actions that we are asked to setup in systems are :
- Proof of ID for each household member
- Proof of current address for all household members over the age of 18
- Proof of child benefit if there is at least one household member with a ‘child/dependent’
relationship to the primary or joint applicant, and is under 18
- Proof of pregnancy for each household member who is pregnant
- Proof if immigration status for each household member if their Nationality ≠ ‘UK’
Internal actions
As well as assigning actions to applicants to ask them to provide proofs or other information to support their applications they are also very useful in managing internal processes.
Consider creating Action definitions to replace processes that are currently in place using internal emails. Actions provide a much better audit trail and are visible in the system to all users, as opposed to being hidden in someone's Inbox.
Action definitions can be created to be assigned to specific users when they are created which can be useful to manage approval or sign-off processes. Once the manager has approved the action and added any comments, they can set the action to a state of 'Awaiting review' and a dashboard tile can be created to let the original user know it has been actioned.
PHP actions
If you are implementing the Homeless module then you will need to define Action definitions that will be used to create PHP actions for Personal Housing Plans.
These Actions should be created with an Action category of 'English homeless application' so that they are hidden if a user does not have access to the Homeless case strand.