Overview
This article goes through the different ways to run Reports, and handles Inquiries where matches are found with these Reports. The options for implementing a Report and handling matches found include:
- Running a Report manually: This is helpful when you need to only run Reports for special cases or on an occasional, ad-hoc basis. To learn about Running a Report Manually, click here.
- Running a Report automatically after each completed Inquiry, and manually checking for matches found via the Dashboard, or listening for a "match found" Webhook event. To learn about running Reports automatically after each completed Inquiry, with a simple Workflow, click here.
- Running a Report automatically, and marking Inquiries with the status "Needs Review" for manual review via the Dashboard. To learn about handling Report matches found by marking Inquiries for Review, click here.
- Running a Report automatically, and creating Cases which allow better organization and email notifications when manually reviewing Inquiries. To learn about creating Cases to handle Report matches found, click here.
Running a Report Manually
Persona offers a variety of Reports, which allow you to supplement the information submitted by an individual via an Inquiry. To learn more about the different kinds of Reports, navigate here.
A Report can be run manually via the Dashboard using the "+ Create report" button, where you can enter the information regarding an individual and check for matches found.
Running a Report manually is helpful when you need to only run Reports for special cases or on an occasional, ad-hoc basis. However, if you'd like to automate running a Report for each Inquiry, you can implement a Workflow.
Workflow 1: Running a Report after each Completed Inquiry
Use the "+ Create workflow" button to begin automating Report runs. Selecting the Trigger type as "Event" and Trigger event as "inquiry.completed" allows you to run a Report on each completed Inquiry.
We can use the Action Step in the Workflow to run any Report after a completed Inquiry. In this particular Workflow, we're running the Watchlist Report after every completed Inquiry. Using this simple Workflow, you can manually check Inquiries to see if they've matched on the Watchlist Report. Otherwise, you can listen for a "report/watchlist.matched" Event via Webhook.
Here is what the completed Workflow looks like:
After reviewing, publish the Workflow to automate running the Report.
Workflow 2: Marking an Inquiry for Review for Matches Found
For a more automated solution for matches found on the Report, you can mark the Inquiry for Review.
We begin by adding the appropriate Reports to the Workflow after the inquiry.completed Trigger event, similar to the Workflow above.
Then, we set up a "Match Found" Conditional Step in the Workflow. To do so, we add a Conditional Step under the "Run ... Report" action(s), and edit the conditioning for Route 1 to consider Inquiries where "Match found equals true". Use the dropdown menus to implement this conditioning logic, as shown above.
Next, we add an "Action Step" under Route 1, where we can mark the Inquiry for Review. Once the Inquiry is Marked for Review, you can manually approve or decline the Inquiry from the Inquiries list in the Dashboard. Each Inquiry marked for review will have a "Review" button on the top right, which will allow you to select an approval status. You can listen for a "inquiry.marked_for_review" event via Webhook to be notified of these Inquiries. To learn more about Marking Inquiries for Review, navigate here.
Here is what the completed Workflow looks like:
After reviewing, publish the Workflow to automate running the Report and marking Inquiries for review.
Workflow 3: Creating a Case for Review for Matches Found
Creating a Case for Review allows a more organized experience for reviewing Inquiries that are marked for Review, especially for a high volume of Inquiries marked for Review. Cases also allow you to receive email notifications for any Inquiry marked for Review. To learn more about Cases, read here.
To begin, we create a new Case template from the Dashboard to handle matches found for Watchlist. Once the Case Template is created, use the "Settings" button on the top right to configure Case notifications, statuses, tags, and more. To learn more about creating Case templates, navigate here.
Once the Case Template is complete, we can create a Workflow to create Cases for Inquiries where a match is found on the Report.
We begin by again adding the "Action" step to run the appropriate Report(s), and then setting up a "Match Found" Conditional Step in the Workflow. To do so, we add a Conditional Step under the "Run Report" action(s), and edit the conditioning for Route 1 to consider Inquiries where "Match found equals true". Use the dropdown menus to implement this conditioning logic, as shown above.
Next, we add an Action Step under "Route 1" to mark the Inquiry for Review, as done before in the previous Workflow. Once we've marked the Inquiry for Review, we add another Action Step to "Create Case", making sure that the correct Case Template is selected to ensure that the correct Case configurations are applied to any newly created Case. In the Advanced configurations, we can make sure that the Trigger Inquiry is associated with this Case. Finally, we add a "Wait Step", where we wait for the Case from the Case Creation Step to be resolved. The "Wait Step" is crucial in making sure that the Inquiry is approved or declined, based on the Case resolution.
After we've created the "Wait Step", we add a Conditional to the Workflow to mark the Inquiry as approved or declined, according to the Case Resolution.
We can create the first Route under this Conditional for an Approved Case. We set the Route logic to consider Cases where "Case Resolution equals Approved", using the dropdown menus shown above. In this Route, we will add an Action Step to "Approve Inquiry", in order to approve the associated Inquiry with this Case.
Finally, we create a second Route under this Conditional Step to handle Cases that have been Declined. We set the Route logic to consider Cases where "Case Resolution equals Declined", using the dropdown menus shown above. In this Route, we will add an Action Step to "Decline Inquiry", in order to decline the associated Inquiry with this Case.
Here is what the completed Workflow looks like:
After reviewing, publish the Workflow to automate running the Report and handling matches found with Cases.