Automation rules
Rules that act when an alert opens: create work orders, change state, assign, set fields and notify.
Automation rules act when an alert opens: a warranty nearing its end, a lease ending, a compliance check due, low stock or maintenance due. A rule can create a work order, change the lifecycle state, assign the asset, set a custom field or send a notification.
Create a rule
- Open AdministrationAutomation and click New rule.
- Give it a Rule name and, optionally, a Description. Leave Enabled ticked.
- Pick the Trigger category: Warranty, Lease, Compliance, Low stock or Maintenance.
- Pick the Minimum severity: Any severity, Planned, Warning or Critical.
- Optionally narrow the Asset type scope to one type. Scoping lets you use that type's custom fields, and record pickers for its reference fields.
- Add Conditions (all must hold), or leave none: "No conditions: rule fires for any matching alert."
- Click Add action for each thing the rule should do.
- Click Save.
Conditions
Conditions sit in groups: ALL of (every condition must hold) or ANY of (one is enough). Add condition adds a line; Add group nests a group.
- Fields: Ownership, Value, Location, Lifecycle state, Vendor, Assignee, Days to due and, on a scoped rule, the type's Custom fields.
- Operators: Equals, Not equal, Greater or equal, Less or equal, Greater than, Less than, Is set and Is empty.
Actions
| Action | What you set |
|---|---|
| Create Work Order | An assignee and a severity: Low, Medium, High or Critical. |
| Set lifecycle state | The stage to move the asset to. |
| Assign to person | The person to assign the asset to. |
| Set custom field | A field and a value (below). Clear the field empties it instead. |
| Send notification | Who: Current assignee, Managers or Specific person; a severity; and a message of at most 200 characters. |
Typed values
The value of Set custom field follows the field's kind: a number box for numbers, Yes or No for a boolean, the options for an enum, chips for a multiselect, a date picker for a date, and a text box for text.
For a reference field on a rule scoped to one type, the value is a record picker: Choose a person, Choose a vendor, Choose a location or Choose an asset. A record that has since been removed shows Record not available. On an unscoped rule, you type the record's id instead: "To pick a record for a reference field, scope the rule to one asset type."
When a rule is refused
Saving checks every action and names the one that is wrong, with its row outlined in red:
- "A notification message can be at most 200 characters."
- "Action 2 (Set custom field: Service partner): the referenced record is not available. Choose another."
- "Action 2 (Set custom field: Repair status): the value does not fit the field. Use a number, yes or no, a date written as yyyy-MM-dd or one of its options, within its limits."
If a value stops fitting later, for example because an option was removed, the rule skips that action when it runs and logs it under Automation in Activity.
Manage rules
The rule list shows Name, Trigger, Scope, Action and On. Click Edit to change a rule, or Archive and Archive rule to retire it. Automation needs the Automation rules feature switch.
To create a work order for every alert of a type, you do not need a rule. Use Automations on the type's Defaults & policy tab. See Asset types.
Who can do thisApplication Administrator