Adding a Trigger

A trigger is an action that occurs in order for an email to be sent.

• Once the email alert is saved a Triggers tab will appear. Select the tab and then the Add New Trigger button to add a trigger.
  
  • The trigger types that appear are based upon which object type (asset, report, maintenance, user, or inspection type) is selected when creating the email alert. Only one trigger type can be selected at a time, but you do have the ability to add multiple triggers to an alert.
    
• Asset object type triggers are as follows:
  • Asset Createtrigger occurs when a new asset is created
  • Asset Delete trigger occurs when an asset is deleted
  • Asset Status Change trigger occurs when the status of an asset is changed
  • Asset History/Notes Create trigger occurs when a new asset history/note is created on the asset info tab Asset History/Notes Change trigger occurs when existing asset history/notes are edited on the asset info tab Asset History/Notes Delete trigger occurs when existing asset history/notes are deleted on the asset info tab
• Report object type triggers are as follows:
  • Report Createtrigger occurs when a new report is created
  • Report Delete trigger occurs when a report is deleted
  • Report Workflow Stage Change trigger occurs when a report is moved through stages of the workflow
  • Report User Assignment Change (Inspection Info) trigger occurs when a user assignment on the Inspection Info form is edited on a report
  • Report User Assignment Change (Workflow Stage) trigger occurs when a user assignment during the workflow stage change is edited on a report
  • Button Click a button is created and added to a form in Forms Designer, the trigger occurs when the button is clicked on the form
• Maintenance object type triggers are as follows:
  • Maintenance Item Createtrigger occurs when a new maintenance item is created
  • Maintenance Item Delete trigger occurs when a maintenance item is deleted
  • Maintenance Item Workflow Stage Change trigger occurs when a maintenance item is moved through stages of the workflow
  • Maintenance Item User Assignment Change (Workflow Stage) trigger occurs when a user assignment during the workflow stage change is edited on a maintenance item
  • Button Click a button is created and added to a maintenance form in Forms Designer, the trigger occurs when the button is clicked on the maintenance item form
• User object type triggers are as follows:
  • User Createtrigger occurs when a new user is created in Manage Users
  • User Change trigger occurs when a change is made to a user in Manage Users
  • User Delete trigger occurs when a user is deleted in Manage Users
• The Inspection Schedule object type has a single trigger and is based off of a schedule defined by the user.
  • Once the trigger is selected and the create button is pressed, a new window appears. The window has several tabs available for more details specific to the trigger to be filled out.

Trigger Details

• On the General tab, admins can name the trigger. This name will help distinguish the trigger if there are multiple triggers set up for the email alert.
  • Asset, Report, and Maintenance object types are Subscribable. Checking the box allows users who are not assigned to the email alert to subscribe to this specific trigger for the email alert.
    
• On the Recipients tab, admins can assign users to the trigger of the email alert.
  • A Specialty User dropdown is available for Report, Maintenance, and User object types. Examples of a specialty user include report/maintenance creator, owner, user assigned in the workflow stage, user(s) assigned on the inspection info form and user affected for user object type.
  • The User dropdown allows admins to assign a specific user in AssetWise Inspections to receive the email when the alert is triggered. Multiple users can be assigned here.
  • The User Group dropdown allows admins to assign a specific user group in AssetWise Inspections to receive the email when the alert is triggered. The email will be sent to all users within the user group. Multiple user groups can be assigned here.
  • The Role dropdown allows admins to assign a specific role in AssetWise Inspections to receive the email when the alert is triggered. The email will be sent to all users with the role assigned in Manage Users. Multiple roles can be assigned here.
  • The External Emails textbox allows admins to enter email addresses for anyone outside of AssetWise Inspections to receive the email when the alert is triggered. Multiple emails can be listed here but must be separated by a semi colon ( ; ) or comma ( , ).
    
• On the Conditions tab, admins can set up additional parameters that should be met in order for an email alert to trigger and send. Email alerts will still send without any conditions. The conditions tab is similar to calculated fields but the data available to select varies based off of which object type is selected in the creation of the email alert.
  • Select the Add Conditions button to add a new condition.
  • Use dropdown #1 to determine whether the first part of an item will be a field, asset/report/maintenance data, or a value.
  • If "Field" is selected, click the button to select the desired field. Selecting a field means that within the inspection report, the value that is entered into that field will be used for the calculation.
  • If "Value" is selected, use the textbox to enter the desired value.
  • Next, use dropdown #2 to determine which symbol or expression to use in the equation:

Symbol Meanings

• Once the symbol is chosen, use dropdown #3 in the second part of the item to determine whether it will be a field or a value. Follow the steps listed above to complete the selection.
  
• On the Attachments tab, admins can elect to attach a pdf version of a report or maintenance item for those specific alert types only. Email servers typically have a size limit for incoming and outgoing mail. The default size set for the attachment is 10MB but you can specify another size limit in the field. If the attachment is larger than the size limit specified, it will not be included in the sent email.
  
• The Post Triggering Actions tab allows for an action to occur after the trigger has run. This is for Report or Maintenance alert types only. Whether the trigger was successful or unsuccessful, admins can select the plus symbol and choose a field or fields to equal a certain value or field. The field can also be set to equal report metadata such as populate with the sent date, sent to, or sent by information.
  
• The Schedule tab allows for a schedule to be set up for a desired trigger time. This is for Inspection Schedule alert types only.
  • Use the Type dropdown to select the period of time for when the trigger should run. Options include daily, weekly, monthly, or a special period of time defined by the admin.
  • Select the When to Run option to trigger the email once or repeat at a specific interval of time. If repeat is selected new textboxes will appear allowing the admin to define the number of seconds, minutes, or hours the trigger should repeat.
  • Use the Start Date calendar icon to set the start date of the alert to trigger. Use the Start Time dropdown to set the start time of the alert to trigger.
  • Selecting the Validate button to populate a schedule with dates and times in order to verify when upcoming alerts will be triggered.
  • Once the trigger details are filled out, select the Save button to save the trigger. A new window pops up to confirm saving the changes. Select OK.
    
  • Once the trigger is saved, the Triggers tab on Manage Email Alerts window appears.
    
  • To edit the trigger details select the pencil icon. To delete the trigger select the trash can icon.
  • To delete the email alert in its entirety select the Delete Email Alert button in the top right corner of the screen.