In today’s fast-paced business world, keeping track of critical tasks can be overwhelming. Missed deadlines and delayed responses often lead to inefficiencies and lost opportunities. Servis.ai’s Exception Alerts provide a proactive solution, ensuring that essential actions aren’t overlooked by managing operations through automation.

By integrating automation, businesses can improve efficiency, enhance customer interactions, and address potential issues before they escalate.

Key Benefits of Exception Alerts:

• Automated Workflows – Automatically send emails, assign tasks, and issue notifications.
• Increased Efficiency – Reduce missed follow-ups and streamline daily operations.
• Proactive Issue Resolution – Receive real-time alerts to prevent disruptions before they impact the business.

What Are Exception Alerts?

Exception Alerts are automated notifications that inform users when specific conditions are met within a system. Built into the Schedule Reports Builder, they automate follow-ups on overdue actions, ensuring critical tasks receive timely attention without requiring manual monitoring.

Functionality:

Within the Schedule Reports Builder, users define conditions for alerts. When a scheduled report detects data that meets these criteria—such as missed deadlines—the system triggers automatic responses like sending notifications or creating tasks, helping maintain operational efficiency.

Examples:

• Sales: Trigger an alert if a new lead isn’t contacted within 24 hours.
• Customer Engagement: Notify if no account interaction occurs within 30 days.
• Project Management: Flag overdue tasks for prompt action.
• Inventory Control: Signal when stock falls below a defined threshold.

How Exception Alerts Work

Step 1: Setting Up an Alert Report

• Navigate to Reporting > Schedule Reports and click the Add Scheduled Report button. This will open the report creation menu, where you can enter a Name to easily identify the report.
• Next, choose a Data Source, which determines where the report retrieves its data. For this use case, we will select View as the data source.

Step 2: Defining the Type and Output

• Select Alert as the report type.
• The output can be one of three file formats (for this example, we will select PDF):
  1. PDF
  2. CSV
  3. JSON

Step 3: Automation

To set up an Exception Alert, ensure you have compatible Automations already created, as only these can be selected from the dropdown menu.

If you would like to learn more about creating these Automations, refer to the corresponding article.

The Automation is essential for the Exception Alert to function. Here’s how it works:

1. Report Execution: The system runs the report.
2. Condition Check: It evaluates whether specific conditions are met.
3. Automation Trigger: When the conditions are met, the Automation is triggered.

This sequence ensures that when predefined criteria are satisfied, the corresponding Automation is executed.

Step 4: Ensuring Seamless Workflow Integration

Each time the specified conditions are met, the system executes the full workflow and automation, generates a report, and logs the activity in the Report History section. To access this history:

• For a specific report: Click View Report History next to the desired report to see its individual history.
• For all reports: Navigate to Report History in the left-hand menu under Reporting to view the history of all reports.

In the Status column, you can determine whether a workflow has failed or succeeded. If your report is scheduled to run daily but lacks the necessary data or resources to evaluate its conditions, it will result in a failure.

Best Practices

To optimize Exception Alerts, follow these best practices:

• Define Clear Criteria: Set specific conditions and thresholds to ensure alerts are relevant.
• Regularly Review Alerts: Monitor effectiveness, adjust parameters, and minimize false triggers.
• Ensure Data Accuracy: Maintain clean, reliable data sources to prevent reporting errors.
• Use Automation Wisely: Automate routine responses while reserving human oversight for complex issues.
• Track and Analyze: Log incidents, review trends, and refine processes.
• Engage Stakeholders: Train users and collaborate across teams for effective implementation.