Creating an Error Validation Workflow within NERIS

Creating an Error Validation Workflow within NERIS

Purpose Statement
  1. The purpose of this article is to demonstrate how to create an Error Validation Workflow for fire reports. This workflow helps ensure that required data is completed accurately before a report can be submitted.

Background Information

An Error Validation Workflow allows you to enforce data quality rules by requiring certain fields to be completed when specific conditions are met. These workflows enhance accuracy, reduce submission errors, and help maintain compliance by flagging missing or incorrect information before submission.

Use Case Example:
If your agency requires the Response Zone field to be filled out for certain incident types, an error validation workflow can be configured to enforce that rule. If the field is left blank, the system will prevent the report from being submitted until it is completed.

Video


Step-by-Step Guide


1. Access the Workflow Setup
  1. Go 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. Create a New Workflow
  1. Click the + Add New button.





3. Select the Field
  1. Use the search or scroll function to locate the field you want to validate.

Info
Note: If the field is not selectable, it already has a workflow applied. You 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. Select Error Validation Workflow, then click the plus (+) icon to begin.


Once the field is chosen select Error Validation Workflow.



5. Enter Description and Validation Message
  1. Provide both a:
    1. Description: Used as an internal reference
    2. Validation Message: This will be displayed to users completing the report when the field is incomplete
  2. Both fields are required.


Provide a Description along with a Validation Message which both are required.



6. Add Conditions or Groups
  1. Choose to:
    1. Add Condition: A specific rule that triggers validation
    2. Add Group: A logical grouping of conditions (AND = all must be true, OR = any can be true)


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



7. Define a Condition
  1. Click Add Condition and set the following:
    1. When: The field to evaluate
    2. Condition: The logic to apply (e.g., equals, empty)
    3. Parameter: The value to compare (if applicable)

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



8. Add a Group (Optional)
  1. Click Add Group to combine multiple conditions. Choose AND or OR logic depending on whether all or any of the conditions must be true.


When selecting the Add Group button 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.



9. 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.



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


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



11. 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.



12. Set Additional Validation
  1. To validate the Response Zone, add a second condition, for example:
    1. When = Response Section > Response Zone
    2. Condition = empty
This will ensure that the system flags the missing field when the other parameters are met.

When building Error Validation Workflows you may receive an error message.



13. Use Logical Relationships
  • Use AND when all conditions must be met.
  • Use OR when any single condition can trigger the workflow.





14. Select a condition.
  1. For this example set the condition to Empty


Select a condition.



15. Important Behavior
  1. Empty/Not Empty conditions do not require a parameter.
  2. If a condition using Empty or Not Empty is selected, the Parameter field will be disabled.


The Parameter is not selectable if the Condition is set at Empty or Not Empty.



16. Manage Workflow Items
  1. Use + / – to add or remove rules
  2. Click the paper icon to duplicate existing rules





17. To Delete Conditions or Groups
  1. Use the trash can icon to delete individual conditions or groups


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



18. 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.



19. Save the Workflow
  1. Once all logic has been set, click Save to apply the workflow.


When all conditions and or groups are complete select Save.



20. Test the Workflow
  1. Open an incident report.
  2. If the Primary Incident Type Found matches your condition(s)

Now from within a fire report when the Primary Incident Type Found is set as one of the chosen parameters from step 8.


  1. And the Response Zone field is left empty the report cannot be submitted until the field is completed.


This will require the Response zone to be completed if the field is empty.

Best Practices

  1. Do: Use clear validation messages that tell the user exactly what to correct.
  2. Don't: Overuse error validation on optional fields — reserve it for critical data.
  3. Tip: Test workflows using a sample report before rolling them out agency-wide.

Troubleshooting & FAQs

Q: Why is my workflow not triggering?
A: Ensure that:
  1. Your conditions are properly defined
  2. The field values in the report match those specified in the workflow
  3. You're not using conflicting or overlapping rules
Q: Why can’t I select a field?
A: Only one workflow per field is allowed. Edit the existing workflow to modify or add conditions.

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