Routing Actions in DefenseReady Webinar

December 10, 2025

In DefenseReady, routing actions play a critical role in streamlining how information moves through the system and how teams respond to it. They provide a structured, automated way to direct records, tasks, and decisions to the right people at the right time, reducing manual effort and ensuring accountability across the workflow. During this webinar, we’ll explore how routing actions help organizations maintain operational clarity, accelerate response times, and support mission‑aligned processes by guiding users through consistent, repeatable steps.

Webinar Video (1hr)

• Overview of Routing Actions and Use Cases: Jessica led the webinar, introducing routing actions, their benefits for organizational processes, and presented use cases involving HR Manager Harmony, Colonel Kirkpatrick, and Security Officer Sam, with Allison, Joe, and TJ supporting the session.
  • Purpose and Benefits: Jessica explained that routing actions streamline approval processes, increase accountability, enable faster decisions, and provide role-based visibility, reducing manual tasks and ensuring only authorized personnel access relevant information.
  • User Scenarios: Three user scenarios were outlined: Harmony managing billet reviews and promotions, Colonel Kirkpatrick handling award approvals, and Security Officer Sam processing visitor access requests, each demonstrating different routing action workflows.
  • Security Roles and Teams: Jessica emphasized the importance of assigning appropriate security roles and team memberships for users involved in approvals or template management, noting that only those with the correct permissions can participate in routing actions.
  • Template Types: Various template types were discussed, including routing templates, award package templates, and checklists, each supporting step-by-step processes and ensuring consistency and compliance across organizational actions.

• Technical Demonstration of Routing Actions: Jessica provided a detailed demonstration of creating and applying routing templates, assigning steps to teams or individuals, and managing approvals, highlighting technical nuances and best practices for effective use.
  • Template Creation Process: Jessica walked through creating a routing template, specifying required fields, assigning org units, choosing serial or parallel routing behaviors, and defining rejection handling, with options for team or individual assignment at each step.
  • Document Integration: The demonstration included attaching document templates to routing actions, allowing users to upload, download, and update supporting documents as part of the approval workflow.
  • Routing Execution: Jessica showed how to initiate a routing action from a record, select the appropriate template, and route it to the designated team or contact, with the system tracking status and providing queues for pending, active, and completed actions.
  • Approval and Feedback Mechanisms: The process for team members to review, approve, reject, or provide feedback on routed items was demonstrated, including how serial rejection returns actions to previous steps and how team assignments ensure continuity if members are unavailable.

• Dashboards and Specialized User Workflows: Jessica showcased custom dashboards for different user roles, such as award tracking for Colonel Kirkpatrick and visitor access management for Security Officer Sam, illustrating how dashboards consolidate relevant tables, queues, and actions.
  • Awards Dashboard: Colonel Kirkpatrick's dashboard aggregates award packages by status and integrates the 'My Awards' queue, enabling direct approval or rejection of nominations and providing historical tracking.
  • Security Dashboard: Security Officer Sam's dashboard includes visit requests, visitor access logs, and routing actions, allowing streamlined processing of visitor screenings, badge issuance, and access approvals, with visibility tailored by security roles.
  • Dashboard Customization: Jessica explained that dashboards can be customized to include relevant web resources and queues, reducing navigation steps and centralizing user tasks, and encouraged users to request further dashboard training if needed.

• Best Practices and Common Pitfalls: Jessica summarized best practices for routing actions, including process clarity, permissions alignment, template standardization, and thorough testing, and highlighted common errors such as misconfigured fields and missing approvers.
  • Process Documentation: Jessica advised documenting routing processes for future reference, ensuring that successors understand the rationale behind system configurations and template setups.
  • Error Prevention: Common errors include missing required fields, incorrect role assignments, and stalled routing due to absent approvers; Jessica recommended auditing and testing in a non-production environment to mitigate these issues.

• Spotlight on Checklists and AI Homepage: Jessica introduced the new Defense Ready AI homepage and checklist features, explaining their. functionalities, customization options, and upcoming availability, with Joe and TJ addressing related questions about AI integration and consolidated task management.
  • Checklist Functionality: Checklists operate similarly to routing actions, using templates to assign tasks to users or teams, supporting both self-assignment and delegation, and enhancing process tracking.
  • AI Homepage Features: The Defense Ready AI homepage, available in early 2026, offers customizable modules, a chat bot for task prioritization, and recommended places based on user roles and organizational usage, aiming to consolidate all actionable items in one interface.
  • AI Chat Bot Integration: Joe and TJ explained that the AI chat bot leverages the organization's large language model to interpret user queries, prioritize tasks, and provide context-aware assistance, with built-in understanding of defense-specific terminology.
  • Customization and Expansion: Users can tailor the homepage by adding or removing modules, and the system will expand to include all capabilities as development progresses, with recommendations and visibility governed by security roles.

• Training Resources and Support: Jessica concluded by highlighting available training resources, including the Permuta Knowledge Base, user guides, bootcamps, and the training team’s support for both virtual and on-site sessions, encouraging participants to complete the post-webinar survey.
  • Knowledge Base Access: Jessica offered to set up Permuta Knowledge Base accounts for attendees, granting access to user guides, process flows, videos, and webinar recordings at no additional cost.
  • Training Offerings: The training team provides customized documentation, annual training credits, and bootcamp courses covering routing actions, checklists, dashboards, and administrative functions, supporting ongoing user education.
  • Feedback and Future Webinars: Jessica requested completion of the post-training survey to inform future webinar topics, with security roles identified as a likely focus for upcoming sessions.

• Q&A on Routing Actions and AI Homepage: Joe and TJ addressed participant questions regarding routing action queues, filtering, and the AI homepage’s ability to consolidate and prioritize tasks, clarifying technical details and integration requirements.
  • Queue Filtering and Views: Joe explained that the 'My Routing' area is pre-filtered for user-relevant actions, but users can further filter or view all routing actions by accessing the routing actions table and setting up custom views.
  • AI Homepage Task Consolidation: The AI homepage is designed to aggregate all actionable items—staff actions, incidents, and more—into a single queue, with the chat bot capable of identifying and prioritizing tasks based on user queries.
  • LLM Integration Requirements: TJ and Jessica clarified that the AI chat bot requires an approved large language model (LLM) for operation; if unavailable, users can still customize module settings, and the system will expand its capabilities as development continues.

• Permuta Knowledge Base Access: Set up Permuta Knowledge Base accounts for any attendees who do not already have access and request it. (Jessica)
• Post-Training Survey Completion: Complete and submit the post-training survey to provide feedback and suggest future webinar topics. (All attendees)

© 2025 Permuta. All rights reserved.

DefenseReady is a registered trademark of Permuta Technologies Inc. Microsoft Dynamics Customer Relationship Management (CRM) is a trademark of Microsoft Corporation. Other Trademarks and trade names may be used in this document. Permuta disclaims any proprietary interest in any trademark other than its own.