Worked Example

Let's have a look at an example of using dynamic notifications.

Sample form driving the process

We've built a form in eDesigner called 'Street issues'. The first questions in the form asks about what the nature of their request/report is and where it is:

Example Online Form

It then asks about them whether they'd like to be kept up to date about it and what the issue is:

Street Issues Form - Person / Issue details

Using the built in eDesigner functionality, the fields in this form have been mapped to the OpenProcess Fields e.g. Mobile Number:

Mapping the form fields to the process

The process behind it has a branch at the start to automatically go down the correct route based upon the type of issue - for simplicity of visualisation - we've kept the screenshot to three per below:

Street Issue process - with different streams based upon issue type

But importantly, on each of the different 'Reviewing....' steps we've added custom notifications, which include content from the process case fields. For example, this is the email notification setup when the Reviewing Fly Tipping step is started:

Personalised notification with fields in it

In the above, we can see various fields are present, as well as the form reference attribute. So now, if a person called John completes this form and:

a) Selects Fly Tipping

b) Has a form with reference CPVFWFHG

c) Provided a phone number 07713491749

d) Provides a description of "It is a giant pile of diplodocus poo!"

The following will automatically be generated:

Personalised Email

This same capability extends to messages sent via messaging services like Notify and Facebook Messenger too:

Personalised messaging via GOV.UK Notify setup

Internal Emails with the form content in the body

This functionality can be used for a huge number of different use cases but, importantly, can be used to:

• send emails to council staff containing the content that matters from the form in the body of the email rather than

• as an attachment for the first time!

Simply add the action like so:

Email action to send an email to a fixed email address e.g. inside the council

Note - these fixed email address type actions can be for external organisations too.

Trafford Council automatically notifies its furniture contractors of the items to deliver to its crisis grant applicants using this method.

---