Assetas support
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Assetas support

Workflows

The Workflow module allows you to configure manual or automated processes that are defined through triggers and actions. 

Add a new workflow | View schedule | Add a trigger | Validate triggers | Trigger-action matrix | Add an actionManage workflowsRelated topics

Add a new workflow
  1. Expand the "Configuration" menu on the sidebar navigation. 

  2. Select the "Workflows" menu.

  3. Select "Add" to add a workflow.

  4. Populate the fields.  Data fields with an asterisk (*) are required.

  5. Select "Save" upon completion.

 
Create New Workflow

Populate the following fields:

  • Name*: Enter the workflow name.   

  • Frequency*:  Select how often the workflow is evaluated.

  • Tags:  Enter keywords to quickly describe the workflow.  Tags are included in search results.  To enter multiple Tags, press Enter after each tag.

  • Comments: Enter a description of the workflow.

View schedule 

Select "View" to review the detailed workflow execution schedule.  The system will redirect you to the corresponding scheduled job and will provide the ability to edit or manually run the job.

 
Add a trigger
  1. Select the "Add" button within the Trigger section.

  2. Populate the fields.  Data fields with an asterisk (*) are required.

  3. Select "Save" upon completion.

 
Create New Trigger

Populate the following fields:

  • Group*:  Select the group of the trigger.  Groups are used in confunction with logical statements where the entire group evaluates to true or false.

  • Precedence*:​ Enter the order of this trigger in relation to the other triggers in the group.

  • Trigger Type*:  Select the type of trigger.

  • Logical*: Select the logical statement to define how this trigger relates to other triggers.

 

There may be additional fields that appear depending upon the selected Trigger Type to define the logic.

  • Aggregate: Select the aggregate function to apply to the telemetry; leave blank to use raw data.

  • Asset / Contact Attribute: Select the attribute for comparison.

  • Asset / Contact Property: Select the property field for comparison.

  • Earliest Date: Enter the earliest date for telemetry evaluation; leave blank for none.

  • Form Question: Select the form question for comparison.

  • Form Type: Enter the form type for comparison.

  • Latest Date:  Enter the latest date for telemetry evaluation; leave blank for none.

  • Operator: Select the operator used for comparison.

  • Rounding: Enter the number of decimals places to round the result

  • Telemetry Type: Select the type of telemetry for comparison.

  • Unit of Measure:  Select the unit of measure for comparison.

  • Value: Enter the value to use for comparison.

Validate triggers

Select "Validate" to confirm that the triggers are valid and review the number of matched items.

 
Trigger-action Matrix

The list of available actions are dependent upon which triggers are saved.

 
Add an action
  1. Select the "Add" button within the Actions section.

  2. Populate the fields.  Data fields with an asterisk (*) are required.

  3. Select "Save" upon completion.

 
Create New Workflow

Populate the following fields:

  • Type*: Select the action type.

There may be additional fields that appear depending upon the selected Action Type selected to define the logic.

  • Active Date: Enter the active date to use for the telemetry.

  • Asset Attribute: Select the asset attribute.

  • Asset Attribute for Recurring Tasks: Enter the asset date attribute that controls recurring tasks for this action.

    • NOTE:  This field will list date attributes by asset type. In the backend, the system will generate recurring tasks with the attribute date appended to the external identifier, thereby allowing recurring tasks to be generated from the same task creation action.

  • Associated Assets: Enter the list of asset identifiers that are associated with this task.  Separate multiple assets with a semicolon. Leave blank for none.

    • NOTE:  This field is defaulted to the triggering asset.

  • Close Date: Enter the close date to set for the task.  Leave blank for none.

  • Collected Date: Enter the collection date to use for the telemetry. If no date is set, the collected date will default to the date the workflow executed.
  • Comments: Enter the comments to use for the telemetry.

  • Contact Attribute: The contact attribute.

  • Due Date: Enter the due date to set for the task.  Leave blank for none.

  • Email Body / Task Description: Enter the body to use for the email, message, or task.

  • Email on New Task: Toggle on to send an email to the assignees when a new task is created by this rule.

  • Email on Task Updates: Toggle on to send an email to the assignees when an existing task is updated by this rule.

  • Email Recipients / Task Assignees: Enter a list of email addresses or contact identifiers that will receive the email or task.  Separate multiple recipients with a semicolon.

    • NOTE:  The “Associated Contact” variables will reference the individual(s) associated to the triggering asset(s).  Specify the role to target using the ‘Associated Contact(s) with Role’ variable.

  • Email Subject / Task Summary: Enter the subject to use for the email, message, or task.

  • Estimated: Enter the estimated flag to use for the telemetry.

  • Form Type: The type of form.

  • Form Question: Enter the form question.

  • Inactive Date: Enter the inactive date to use for the telemetry.

  • Invalid: Enter the invalid flag to use for the telemetry.

  • Numeric Value: Enter the numeric value to use for the telemetry.

  • Overwrite Values: Toggle on to replace existing values.  Toggle off to only replace blank values on an update. 

    • NOTE: This is commonly set to false to retain existing data and only add missing data.

  • Report: Select the report data to attach to the email as an XLSX file. Only table reports may be sent via email.

  • Report Parameters: Enter the report parameters to use when retrieving the data. This is an advanced feature.
  • Start Date: Enter the start date to set for the task.  Leave blank for none.

  • Summary Email: Toggle on to send one summary email for the workflow regardless of how many items are returned. Toggle off to create one email for each item matched.

  • Task Priority: Select the priority to set for the task.

  • Task Status: Select the status to set for the task.
  • Task Type: Enter the type of task to create.

  • Telemetry Tag: Enter the asset’s telemetry tag identifier to use for the telemetry.

  • Telemetry Type: Select the telemetry type to use for the telemetry.

  • Text Value: Enter the text value to use for the telemetry.

  • Unit of Measure: Select the unit of measure to use for the telemetry.

  • Value: Enter the value to use for this action.

    • NOTE: The {EVALUATE:<expression>} function may be used in this field.

​Once workflows have been created, manage these records to maintain accurate information. 

  1. View or edit:  You may view or edit the workflows.

  2. Delete: You may delete a workflow from this menu.

Manage workflows