General – Use this section to enter the action name and description and to determine if the action will be global or personal. Choose Global as the Type to make the action global or Personal to make it personal. That Type drop-down lost will be disabled and default to Personal when advanced users are using the window.

• Distribution Method – To set up an Email action, choose Email for the distribution method.  This means that the view results will be distributed via email. This drop-down list will be disabled once you save a new action. 

• Process for Users – You select Viewer users or user groups by clicking the Browse button  next to the Process for Users field. A User Selection window opens for that purpose. The action can be processed for one or more Stratum.Viewer users, one or more Stratum.Viewer user profile groups, or a combination of individual users and groups. The action results created for each user will be based on their role in Stratum.Viewer. Since view results are based on the role, only Stratum.Viewer users and user groups can be selected as action recipients. See also Considerations when Creating Actions for Personal Views and Considerations when Selecting Action Recipients.

– This button

Email – Use to set up properties for the emails that will be generated by the action. Subject defaults to the view name and Body defaults to the view description. Other email properties are defined below.

• Attachment Type – Choose XLSX if you want the view results delivered as an MS Excel attachment to the email (recommended for larger views). Or choose Include as Text if you want the view results to display in the body of the email.

• Include Link to View – Choose Yes if you want a link to the view included in the body of the email. If you choose No, the link will be excluded. 

Note: If the view associated with the action is a personal view, advanced users will not be able to access the view via this link. Consider using a global view or not including the link.

• Send Email when no Data Exists and Subject Prefix when no Data Exists – Choose Yes if you want an email generated to users even in cases where there is no data to send to a designated user. For example, if there are no rows and columns returned for a view that tracks excessive returns because no rows satisfy filter criteria of YTD Return Amount greater than $40,000. If you choose No, then no email is sent when no rows or columns exist in the view results for a user. If you choose Yes and no rows or columns exist in the view results for a user, the prefix defined in the Subject Prefix when no Data Exists field will be used in the email subject line before the rest of the Subject field text. Defining a prefix is optional.

Attributes – This section shows the ID for the action, name of the view for the action, who created or updated the action, and when it was last processed. When you create an action, the ID is automatically generated by Stratum.Viewer.

If an action will be scheduled for processing rather than interactively processed, you will need to provide the ID to your Action Administrator. Email actions can be processed either by scheduled processing or interactively from the Select Action window. File Share actions must be scheduled. See Scheduled Actions Overview, Parameters, and Examples for details about scheduled processing.

Administrators can use the Owner property in this section to change the owner of an action. The property will be disabled when advanced users are using this window.

Save and Save As – Use to save the current action or to perform a Save As to create a new action based on the current one. The Save button is disabled when advanced users are viewing global actions.

Delete – Click to delete the current action. This button is disabled when advanced users are viewing global actions.

Cancel – Click to close the window without making any changes.

General – Use this section to enter the action name and description and to determine if the action will be global or personal. Click Global to make the action global. That check box will be disabled when advanced users are using the window.

• Distribution Method – To set up a File Share action, choose File Share for the distribution method. This drop-down list will be disabled once you save a new action. The File Type property will automatically be set to XLSX.

• Process for User – You select the user by clicking the Browse button  next to the Process for User field. A User Selection window opens for that purpose. Actions with a distribution method of File Share can only be processed for a single user. That user’s role will determine the results in the file share output from the action. Since the file share output is created based on the selected user’s role, only a Stratum.Viewer user can be specified. See also Considerations when Creating Actions for Personal Views and Considerations when Selecting Action Recipients.

• Send Email Notification – Choose Yes if you want the user to receive an email notice each time the File Share action is processed. If you choose No, the Email section will be disabled and no email notification will be sent.

Action Parameters – This button  is only enabled when there are parameter groups and parameters defined for the associated view. When enabled, you can click the button to choose the parameter values for the action. An Action Parameters window opens for that purpose. See also Using Parameters to Control Action Results.

Email – This section is only enabled when the Send Email Notification property is set to Yes. Use the section to set up properties for the email that will be generated each time the File Share action is processed. Subject defaults to the view name and Body defaults to the view description. Other email properties are defined below.

• Include Link to View – Choose Yes if you want a link to the view included in the body of the email. If you choose No, the link will be excluded.

Note: If the view associated with the action is a personal view, advanced users will not be able to access the view via this link. Consider using a global view or not including the link.

• Include Link to Shared File – Choose Yes if you want a link to the shared file included in the body of the email. If you choose No, the link will be excluded.

• Send Email when no Data Exists and Subject Prefix when no Data Exists – Choose Yes if you want an email generated to the user in cases where there will be no data in the resulting shared file. If you choose No, then no email will be generated for no data cases. If you choose Yes and a no data case occurs, the prefix defined in the Subject Prefix when no Data Exists field will be used in the email subject line before the rest of the Subject field text. Defining a prefix is optional.

Attributes – This section shows the ID for the action, name of the view for the action, who created or updated the action, and when it was last processed. When you create an action, the ID is automatically generated by Stratum.Viewer.

If an action will be scheduled for processing rather than interactively processed, you will need to provide the ID to your Action Administrator. Email actions can be processed either by scheduled processing or interactively from the Select Action window. File Share actions must be processed via scheduling. See Scheduled Actions Overview, Parameters, and Examples for details about scheduled processing.

Administrators can use the Owner property in this section to change the owner of an action. The property will be disabled when advanced users are using this window.  

Save and Save As – Use to save the current action or to perform a Save As to create a new action based on the current one. The Save button is disabled when advanced users are viewing global actions.

Delete – Click to delete the current action. This button is disabled when advanced users are viewing global actions.

Cancel – Click to close the window without making any changes.

Help – Click to access Actions help information.