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Automation rules

Automation rules

Overview

Automation rules send an email automatically when an asset life-cycle event happens: it is disposed of, revalued, checked out, checked in, a return goes overdue, or an RFID count comes up with a variance.

Each rule combines three things: which event triggers it, who gets told and what the message says. The subject and body accept placeholders that ActivoHQ replaces with the event's data.

Automation rules and webhooks share exactly the same events: the former tell people, the latter tell other systems.

How to get there

Settings > Automation Rules

Direct URL: /Settings/automation-rules

The screen describes itself as: Send an email automatically when a lifecycle event happens (e.g. an asset is disposed, checked out, or an RFID count comes up short). Rules and Webhooks below share the same trigger events.

Available events

Event When it fires
Asset Disposed (AssetDisposed) An asset's disposal or retirement is recorded.
Asset Revalued (AssetRevalued) A revaluation or an impairment is recorded.
Asset Checked Out (AssetCheckedOut) An asset is handed to an employee.
Asset Checked In (AssetCheckedIn) A checked-out asset is taken back.
Asset Checkout Overdue (AssetCheckoutOverdue) The expected return date passed and the asset is still checked out.
RFID Variance Detected (RfidVarianceDetected) A physical count comes up with differences against the inventory.

The overdue checkout event is detected by an automatic daily sweep; it fires again at most once every 24 hours per overdue checkout, so it does not produce repeat emails.

How to use it

Create a rule

  1. Click New.
  2. In the New Automation Rule dialog, fill in:
    • Name (required): identifies the rule in the list.
    • Trigger Event (required): choose one of the events in the table above.
    • Recipient Emails (required): comma-separated addresses, for example Assets@company.com, Accounting@company.com.
    • Subject: the subject text; it accepts placeholders, for example Asset {{AssetCode}} disposed.
    • Body: the message content in HTML; it accepts placeholders, for example {{AssetCode}} or {{DaysOverdue}}.
    • Active: ticked by default.
  3. Click Save.

Use placeholders

Write the event data's name in double braces: {{AssetCode}}, {{DaysOverdue}}, {{AssetId}}, {{EmployeeId}}. ActivoHQ substitutes them when the email is sent. A placeholder that does not exist on that event is left as-is, so check the name by sending a real test.

Edit or delete rules

  • To edit, click the rule's Name in the table.
  • To delete one, use Delete in the context menu; for several, tick the checkboxes and use Delete (N).
  • To suspend a rule without deleting it, untick Active.

Fields

Field Type Required Description Validation
Name Text Yes The rule's descriptive name. Cannot be empty.
Trigger Event Drop-down Yes The life-cycle event that triggers the rule. One of the defined events must be chosen.
Recipient Emails Text Yes Comma-separated addresses. Cannot be empty.
Subject Text No The email's subject; it accepts placeholders. None.
Body Text (multiline) No The email's HTML body; it accepts placeholders. None.
Active Checkbox No Inactive rules do not run. None.

Table columns

Column Description
Name The rule's name. Click it to edit.
Trigger Event The event that triggers it.
Recipients The configured addresses; long text is truncated and shown in full on hover.
Active The rule's status.

When there are none, the table shows No automation rules found - Add a rule to email people automatically when a lifecycle event happens.

Notes

  • Rules run per company: each company has its own rules.
  • Sending uses the transport configured under Settings > Email. With no outgoing email configured, the rule cannot deliver the message.
  • Several rules can listen to the same event; all of them run.
  • To notify another system rather than people, use a webhook on the same event.

Troubleshooting

Symptom Likely cause Resolution
The rule sends nothing. It is inactive, the event did not happen, or outgoing email is not configured. Check the Active box, the event chosen and Settings > Email.
The email arrives with {{AssetCode}} unreplaced. The placeholder does not match a data field on that event. Check the placeholder's name; what is available depends on the event.
Repeated overdue-checkout alerts arrive. There are several overdue checkouts. The alert for one checkout does not repeat inside 24 hours; record the return to stop them.
Some recipients do not get the email. A typo in the address list, or the recipient's mail filters. Check the comma-separated list and the junk folder.

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