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Creating a Default Value Workflow within NERIS

Purpose Statement

  1. The purpose of this article is to demonstrate how to create a Default Value Workflow. This feature is designed to improve data consistency and reduce manual input by automatically populating fields with predefined values during incident documentation.

Background Information

A Default Value Workflow allows agencies to pre-fill specific fields based on defined conditions. This automation ensures that repetitive information is entered accurately and efficiently, particularly in scenarios where predictable patterns exist—such as a station consistently responding to the same zone.

Use Case Example:
If your agency’s Station 1 typically responds to Zone A, you can configure a workflow to automatically set “Zone” to “Zone A” whenever Station 1 is selected. This eliminates the need for users to enter the value manually for each incident.

Video


Step-by-Step Guide


1. Access Workflows
  1. Navigate to Incident Documentation > Fire Incident Setup and select the Workflows tab.


Lets navigate to the Fire Incident Setup within the Incident Documentation module and select on Workflows.



2. Add a New Workflow
  1. Click the + Add New button to start creating a new workflow.





3. Select a Field
  1. Search for or scroll through the list to find the field you want to configure.

Note: If the field is not selectable, it already has a workflow applied. You will need to edit the existing workflow.



When creating a new workflow choose a field to add a workflow by either searching or scrolling to find the appropriate field.



4. Choose Workflow Type
  1. Once you've selected the field, choose Default Value Workflow and click the plus (+) icon to begin.


Once the field is chosen select Default Value Workflow then select the plus icon to begin.



5. Enter Description and Default Value
  1. Provide a clear Description for the workflow and set the desired Default Value.


It is required to give a Description of this workflow along with setting a Default value.



6. Set Initial Default (Optional)
  1. Toggle Is Initial Default Value? if you want this value to always populate without conditions.
  2. Enabling this disables the ability to add conditions or groups.





7. Add Conditions or Groups
  1. Choose whether to:
    • Add Condition: Define a rule that must be met to trigger the workflow.
    • Add Group: Combine multiple conditions using AND (all must be true) or OR (at least one must be true) logic.


Choose if you wish to Add a Group of conditions or Add Conditions to begin assigning conditions and parameters for the field.



8. Define Conditions
  1. Click Add Condition and define the following:
    1. When: The field being evaluated
    2. Condition: The rule to be checked (e.g., equals, contains)
    3. Parameter: The specific value to compare against


Each time you select Add Condition you will be able to set the rule or rules to trigger the workflow.



9. Add Groups (Optional)
  1. To use multiple rules together, click Add Group and configure conditions based on group logic (AND/OR).
  2. You can add multiple groups per workflow.


When selecting the Add Group button enter a set of conditions (rules) that must be met based on the logic defined either by all (And) or any (Or) in order to trigger the workflow.



10. Define Condition Field
  1. Under When, choose a field to base the condition on using the dropdown or search bar.


When is the field you want to base the condition on, using the dropdown or search bar to filter the list then select on a field.



11. Choose Condition
  1. Select the condition logic (e.g., in, not in).


Choose a condition in which parameters can be met in your workflow.



12. Choose Parameter(s)
  1. Based on the condition, define the parameter(s) to complete the rule.


Choose the parameter or parameters pending on condition set to complete the workflow rule.



13. Use Logical Relationships
  • Use AND when all conditions must be met.
  • Use OR when any single condition can trigger the workflow.
  • For this example: We will use OR between Location Type and Location Use Type.





14. To Add/Remove Workflows
  • Use + / - to add or remove workflows for a field.
  • Use the paper icon to copy an existing rule.





15. To Delete Conditions or Groups
  1. Click the trash can icon.


To delete Conditions or Groups select on the trash can icon.



16. Confirm Deletion
  1. Click Confirm in the warning modal to delete the condition or group.


After selecting the trash can icon a warning modal will populate select Confirm to delete.



17. Save
  1. Click Save when all rules and settings are configured.


When all conditions and or groups are complete select Save.



18. Test the Workflow
  1. Open an incident report.
  2. In this example, the workflow defaulted the Response Zone to a specific value because the condition for Location Type was met.


For this workflow the Response zone condition was met and the default value was set by entering the Location Type although the Location Use Type was not entered.


  1. In this example, the workflow defaulted the Response Zone to a specific value because the condition for Location Use Type was met, even though Location Type was not, due to the use of OR logic.

Notice the Location Type does not equal Street address however the condition for Location Use Type is met so Response zone is set to the default value.

Best Practices

  1. Use clear descriptions for each workflow so others understand its purpose.
  2. Use initial default values only when conditions are unnecessary.
  3. Avoid creating overlapping workflows on the same field unless intentional.
  4. Regularly review and update workflows to ensure continued relevance.

Troubleshooting & FAQs

Q:  What if a field isn’t selectable when creating a workflow?
A:  This means a workflow already exists for that field. You must edit the existing workflow to make changes.

Q:  Why isn’t the workflow triggering?
A:  Check that all conditions and parameters are correctly set and that field values match those conditions during the test.