PowerClerk Support Center

Program Design
Automations
Questions to Ask
Locating the Automations feature
How to create an Automation
Automation Triggers
Automation Action Rules
Validation Rules
Scheduled Triggers
Troubleshooting Automations
FAQs
Channels
Questions to ask yourself
Locating the Channels feature
What are Channels?
Types of Channels
Channel Type: Mark as Child
Channel Type: Make Successor
Channel Type: Create Related Project
Channel Type: Submit Related Project
Channel Type: Project Lookup
How to create a Channel
Channel Signals and Automations
FAQs
Communications
Questions to ask yourself
Locating the Communications feature
Creating Communication templates
Finding Data Tags
Bulk Communications via Data Import
Images in Communications
Project Attachments and Content Library Items
Smart Templates
Upgrading to Smart Templates
Upgrading when a Test Environment Exists
Broken Template Tags
Examples of Broken Template Tags
PowerClerk Bulk Email Communication Policy
FAQs
Connections
Questions to ask yourself
Locating the Connections feature
What are Connections
How to Create a Standard Web Adapter
Define Input and Output Fields
Connecting, Testing, and Enabling the Web Adapter
Creating a Standard Web Adapter Configuration
Utilizing Connections on PowerClerk
Maintaining and Editing the Web Adapter
Web Adapter Message Type Format
Supported Message Versions
Error Handling
Custom List Lookup
Create a Custom List Lookup
Utilizing Custom List Lookup
FAQs
Content Library
Questions to ask yourself
Locating the Content Library feature
Uploading content to the Content Library
Use with Communication Templates
Use for Front Page content
FAQs
Custom API IDs
Questions to Ask
Locating the Custom API IDs feature
How to edit a Custom API ID
FAQs
Data Fields
Questions to ask yourself
Locating the Data Fields feature
How to work with Data Fields
Custom Lists and Data Field Groups
Table form element
PV System + batteries element
FAQs
Deadlines
Questions to ask yourself
Locating the Deadlines feature
What are Deadlines
How to Create a Deadline
Deadline Automation Action Rules
Utilizing Project Admin Page for Deadlines
Communication Templates for Deadlines
Deadline Set/Satisfy Options
Program-Wide Deadline Actions
Reporting on Deadlines
Deadlines in Project List Columns
FAQs
Document Templates
Questions to ask yourself
Locating the Document Templates feature
How to define a new Template
How to define a new Merged Document
eSignatures
DocuSign template tags
Mapping eSignature tags
Smart Templates
FAQs
eSignature Envelopes
Questions to Ask
Locating the eSignature Feature
What are eSignature Envelopes?
eSignature Checklist: The Prerequisites to create a new Envelope
How to set up Advanced eSignature Envelopes Step-by-Step
How to add an eSignature Envelope to a form
eSignature Automation Trigger
Viewing Completed eSignature Envelopes
Resending eSignature Notifications
Canceling eSignatures
FAQs
Forms
Questions to ask yourself
Locating the Forms feature
How to create and edit Forms
Adding data fields
Configuring Forms
VersaForms
Sensitive Data Fields
FAQs
Formulas and Calculated Fields
Questions to ask yourself
Locating the Formulas feature
How to work with Formulas and Calculated Fields
Formula Data Dictionary
Dynamic Formula References
Rules of Formula References
Advanced Visibility Rules
Video Guides: Formulas
FAQs
Front Page
Questions to ask yourself
Locating the Front Page feature
How to edit the Front Page
FAQs
Incentive Design
Questions to ask yourself
Locating the Incentive Design feature
How to create and edit Incentive Designs
Incentive Options for One-Time Incentive Type
Incentive Design Options
FAQs
Milestones
Questions to ask yourself
Locating the Milestones feature
How to define a Milestone
FAQs
Project List Columns
Questions to ask yourself
Locating the Project List Columns feature
How to use Project List Columns
FAQs
Project Summary
Questions to ask yourself
Locating the Project Summary feature
How to edit the Project Summary
FAQs
Project Views
Questions to ask yourself
Locating the Project Views feature
How to edit Project Views
FAQs
Roles
Questions to ask yourself
Locating the Roles feature
How to create and edit a Role
Access Groups
Access Groups and Automations
Access Groups and Data Imports
Access Groups and Reports
FAQs
Workflow
Questions to ask yourself
Locating the Workflow feature
How to create and edit the Workflow
Transitions
Workflow Example Overview
FAQs
Administration
Business Days
Questions to ask yourself
Locating the Business Days feature
Setting up Business Days
FAQs
Dashboards
Questions to ask yourself
Locating the Dashboards feature
How to create widgets in your Dashboard
Other Dashboard Actions
Data Import
Questions to ask yourself
Locating the Data Import feature
Steps to Complete a Data Import
Data Import Configurations
Column Header Types
Automatic Data Imports via SFTP
FAQs
Duplicate Check
Questions to ask yourself
Locating the Duplicate Check feature
How to use Duplicate Checks
FAQs
Import Projects
Questions to ask yourself
Locating the Import Projects feature
How to Import From V2
FAQs
Operation Status
Questions to ask yourself
Locating the Operation Status feature
How to use the Operation Status feature
FAQs
Program Info
Project Inquiry
Locating the Project Inquiry feature
How to edit the Project Inquiry Settings
Automating Communications for Project Inquires
Inquiry Summary
Questions to ask yourself
Locating the Program Info feature
How to edit the Program Info menu
Notification Banners
Usage Info
FAQs
Program Statistics
Questions to ask yourself
Locating the Program Statistics feature
How to use Program Statistics
FAQs
Reports
Questions to ask yourself
Locating the Reports feature
How to setup Reports
Multi-instance reports
Sharing Reports
Integrate scheduled Reports
Cross-Program Reports
FAQs
Test Environment
Questions to ask yourself
Locating the Test Environment feature
How to setup a Test Environment
FAQs
User Administration
Questions to ask yourself
Locating the User Administration feature
How to work with User Administration
FAQs
Tools Menu
My Account
Questions to Ask
Locating the My Account feature
How to use the My Account feature
Setting up Multi-Factor Authentication
Missing, lost, or stolen mobile devices: resetting Multi-Factor Authentication
Disabling Multi-Factor Authentication
Recovery Guidelines for MFA Administrators
FAQs
FormSense
Questions to Ask
Locating the FormSense feature
How to use the FormSense feature
FAQs
Grant Access
Questions to Ask
Project Grants vs Broad Grants (i.e. "Grant Access")
Locating the Project Grant feature
Locating the Grant Access feature
How to use the Grant Access feature
FAQs
Integration Guides
ePayments
Questions to ask yourself
Locating the ePayments History feature
How to add ePayments
FAQ
PowerClerk API
Questions to Ask
What is the PowerClerk API?
What can the PowerClerk API do?
Integrating with the PowerClerk API
API Documentation for Developers
Single Sign On (SSO)
Questions to Ask
PowerClerk SSO Configuration
Azure AD Configuration (SAML)
Azure AD Configuration (OIDC)
Okta IDP Configuration (SAML)
SP Configuration
SSO for multiple programs
IDP Configuration Troubleshooting
FAQs
Integration Guide 001: How to configure a Web Adapter – ArcGIS Implementation
Integration Guide 002: How to configure Electric Power Research Institute’s (EPRI) DRIVE Connect software with PowerClerk
PowerClerk Video Guides
New User Video Guide
Setting up Business Days
Dashboards
FormSense
Edit Forms - Tutorial #1
Build A Formula
Edit Forms - Tutorial #2
Automation with Formulas in Action Rules
Configuring Forms
Formulas and Advanced Visibility Rules
Calculated Fields
Milestones
Project Summary
Setting up Roll-up Reports
Roles and User Administration
Visualize Workflows
ArcGIS
API
SFTP Automatic Data Import
Standard Web Adapter Setup
PowerClerk Program Launch
PowerClerk User Group Sessions (UGS)
Learning Management System (LMS)

Actions

Use Actions to streamline repetitive steps like communications and status changes.

Actions feature


Questions to ask yourself about Actions:

What stages in the Workflow require an Action?
What event should trigger each Action?

Are Workflow status changes the only trigger? Or do I need to upgrade to Automations for more advanced triggers like form submissions or recurring schedules with conditional cases (like a system capacity size greater than 20 kW)?

Locating the Actions feature

Anyone in a Role with the Edit Actions privilege can edit Actions by opening the PROGRAM DESIGN menu and clicking on Actions.

 

Locating the Actions feature

Figure 1: PROGRAM DESIGN >> Actions

 

How to create an Action

A very common Action is to automatically send a Communication when a project reaches a certain status. This combination of features helps keep Applicants, Administrators, and others on task when something changes about a project.

To configure an automatic Communication based on the Template we just created, navigate to the Actions screen and click the Add Action button:

 

Add Action

Figure 2: Add Action


The following options exist for the dropdowns in the screenshot above:

  • On _____ change
    • Every
    • The first
  • To the _____ status,
    • [existing status in workflow 1]
    • [existing status in workflow 2]
    • [existing status in workflow n]
  • Do action:
    • Send Communication
    • Set Deadline
    • Set Data Field
  • Select template:
    • [configured communication template 1]
    • [configured communication template 2]
    • [configured communication template n]

The settings shown in the screenshot above (On Every change to the Submitted status, do action: Send Communication Template. Select Template: Application Submitted Notification) would represent an automatic email being sent to the Applicant (and possibly another affected party like the Site Contact) notifying them that their application was successfully submitted in PowerClerk and it is pending review.

Feature Reference

Actions

Actions is a powerful feature in PowerClerk which enables administrators to build automation into their programs. Actions are rules that get invoked when an application enters a particular status.

Presently, the following items can be automatically triggered based on a status change by the Actions feature:

  • Communications
  • Deadlines
  • Set Data Field
  • Call Web Adapter

Communications: Actions can automatically send Communications when a project’s status changes. If a status change with a Communication Action associated to it is triggered by the administrator, they’ll have the option to send and save the communication as normal, or to save the communication as a draft but not send it, or neither send nor save the communication as a draft.

Deadlines: As shown in Figure 3 below, the administrator can configure an Action which will automatically activate the Review New Application Deadline the first time an application enters the Submitted status:

 

Configuring Actions

Figure 3: Configuring Actions


Also, note in Figure 4 – Deadline Editor below that the Deadline feature can be used to create Actions:

 

Deadline Editor

Figure 4: Deadline Editor


Set Data Field: This Action will automatically set the specified text into the selected Single Line Text data field as shown in Figure 5 – Set Data Field Action below. This feature is useful when it is helpful to have a particular attribute saved to a project record for searching or reporting purposes. Note that a consecutive number can be appended to the end of the specified text; this will automatically increment in value by one as each additional project enters the specified status. This can be useful for separate queue or project tracking needs above and beyond the queue and project numbering features included in PowerClerk.

 

Set Data Field Action

Figure 5: Set Data Field Action


Clear Assignee: As shown in Figure 6, an Action can be used to remove the Project Assignee of an application. For example, a program that requires two separate application reviews before the application receives final approval could clear the assignee automatically after the first staff review. Program staff would then know that a second review is required by a different individual on the review team.

 

Clear Assignee Example

Figure 6: Clear Assignee Example


Call Web Adapter: PowerClerk can make outbound web service calls using the Web Adapter feature to automatically trigger actions in external systems when a PowerClerk project’s status changes. As an example (as shown in Figure 7 below), a Web Adapter has been configured which automatically triggers a Net Meter Order in an external metering dispatch system once a project enters the Net Meter Request status.

 

Web Adapter Example

Figure 7: Web Adapter Example


The Web Adapter feature enables outbound web service calls to external web services hosted by the utility IT deptartment or by another of the utility’s solution providers. CPR and the web service provider will collaborate on web service type (e.g., REST vs. SOAP), authentication, and input/output fields. Once the logistics have been settled, CPR will code against the web service and perform testing. Once implementation is complete, the Admin will be able to configure the point(s) in the Workflow at which the web service should be called. This feature makes it possible to either make calls to external web services from a Form or automatically based on a status change. The Web Adapter feature can power updates to GIS maps, initiation of technical screens in distribution planning software, validate customer data in a Form, populate customer data into a Form, populate contractor license data into a Form and more.

Video Guides

Would a video guide help to better explain Actions? Contact us and let us know.
 
A full list of all Video Guides can also be found here.

FAQs

Have additional questions? Contact us to nominate your FAQ and help others find answers to your own questions concerning this feature.

Create A Support Ticket

Not finding your answer here?  Submit a question to our support team at the PowerClerk Ticket System and leverage the PowerClerk team’s expertise.