Actions Engine

Overview

The mindzie Actions Engine is a powerful automation platform that triggers alerts, notifications, AI reports, and other automated updates based on your process data. It enables you to transform process insights from discovery into continuous automated monitoring and action.

Access Requirements

To use the Actions Engine, you must have one of the following user account levels:

  • Analyst - Full access to create and manage actions
  • mindzie Developer - Advanced configuration and scripting capabilities

Accessing the Actions Engine

  1. Navigate to the top of your screen
  2. Click on Actions Engine in the main navigation menu

Actions Engine Dashboard

Creating a New Action

Starting a New Action

  1. Click New Action in the top right corner
  2. Provide a name and description for your action

New Action Button

Selecting Analysis Data

Choose the process analysis data that will trigger your action:

Select Analysis

  1. Click the plus (+) arrow to add analysis
  2. Select from your existing analyses:
    • Outlier detection
    • Maverick buying insights
    • Compliance issues
    • Conformance monitoring
    • Process SLA tracking
    • Duration analysis
    • Risk assessments
    • Performance metrics
  3. Choose relevant insights (compliance, risk, performance, etc.)
  4. Click Submit to add the analysis to your action

You can add:

  • Single analysis - For focused, specific actions
  • Multiple analyses - For comprehensive monitoring across criteria

Configuring Action Steps

Action steps define what happens when your trigger conditions are met.

Action Steps

Available Action Steps

The Actions Engine uses no-code building blocks that can be combined:

  1. AI-Automated Reports - Generate intelligent reports using AI
  2. Email Notifications - Send alerts to stakeholders
  3. MS Teams Integration - Post directly to Teams channels
  4. Error/Warning Tracking - Default monitoring across the platform
  5. Python Scripting - Custom extensions and integrations

Advanced Integration Options

For advanced scenarios, use Python scripting to:

  • Integrate with third-party systems
  • Trigger updates through APIs
  • Put processes on hold based on compliance warnings
  • Pause workflows automatically
  • Create custom actions and workflows

AI Report Configuration

To configure an AI-generated report:

AI Report Configuration

  1. Select AI Report as the action step
  2. Provide a Subject for the report
  3. Choose Recipients (users or groups)
  4. Select the Language for the report
  5. Add any Additional Instructions for the AI
  6. Click Submit to save the configuration

Setting Up Triggers

Triggers determine when and how often your action executes.

Triggers Configuration

Trigger Frequency Options

  • Every Minute - Real-time monitoring
  • Hourly - Regular interval checks
  • Daily - Once per day
  • Weekly - Specific days of the week
  • Monthly - Monthly reports and monitoring
  • Custom - Define your own schedule

Schedule Configuration

Schedule Configuration

Configure specific timing:

  1. Select Days of the Week (e.g., Monday, Friday)
  2. Choose Start Time for execution
  3. Specify Specific Days if needed
  4. Click Save to activate the trigger

Example: To send a report every Monday morning:

  • Select "Monday" as the day
  • Set start time to 9:00 AM
  • Save the trigger

Managing Actions

Once your action is configured, you have several management options:

Action Management

Manual Execution

  • Play Button - Manually run the action immediately
  • Use this to test your action before scheduling

Action History

  • History Button - View execution history
  • See when the action last ran
  • Check for errors or warnings
  • Review insights from past executions
  • Verify action performance

Editing Actions

  • Edit Button - Modify action configuration
  • Update analysis selections
  • Change action steps
  • Adjust triggers and schedules

Action Control

Use the three-dot menu to:

  • Disable - Temporarily pause the action without deleting
  • Delete - Permanently remove the action
  • Duplicate - Create a copy for similar monitoring

Use Cases

The Actions Engine supports various automation scenarios:

Compliance Monitoring

  • Detect policy violations
  • Alert compliance officers
  • Generate compliance reports
  • Track conformance metrics

Performance Alerts

  • Monitor SLA breaches
  • Identify bottlenecks
  • Track duration anomalies
  • Send performance dashboards

Risk Management

  • Flag high-risk processes
  • Alert risk managers
  • Generate risk assessment reports
  • Track risk indicators

Process Optimization

  • Identify improvement opportunities
  • Send optimization recommendations
  • Track efficiency metrics
  • Monitor process changes

Management Reporting

  • Daily executive summaries
  • Weekly performance reports
  • Monthly analytics dashboards
  • Custom insights for stakeholders

Best Practices

  1. Start Simple - Begin with one analysis and one action step
  2. Test First - Use manual execution to verify before scheduling
  3. Monitor History - Regularly check execution history for issues
  4. Appropriate Frequency - Match trigger frequency to business needs
  5. Clear Naming - Use descriptive names for easy identification
  6. Document Instructions - Add clear descriptions for AI reports
  7. Review Recipients - Ensure the right people receive alerts
  8. Iterate - Refine actions based on feedback and results

Scalability

  • Unlimited Actions - Configure as many actions as needed
  • Parallel Execution - Multiple actions run independently
  • Background Processing - Actions run automatically without user intervention
  • Complete Workflow - From discovery to automated monitoring

Support

For assistance with the Actions Engine:

  • Contact mindzie support for advanced configuration
  • Refer to Python scripting documentation for custom integrations
  • Check the latest documentation for new action step types and features