Triggers for Article Categories and Product Orders

In Azumuta, triggers serve a wide variety of functions. On this webpage, we’ll focus specifically on using triggers for article categories and product orders.

This article covers how to create a trigger and use it effectively.

Create a trigger for an article category

1. Click Settings under Management.
2. Click Triggers under Integrations.
3. Click the yellow plus button.
4. Fill out the available fields. We will provide an explanation for each field below the video.
5. When you’re done, click Add.

1. On the Scope dropdown menu, select the trigger use case. Since we’re going to create a trigger for an article category, you should select the article category to which you would like to add a trigger.
2. On the What dropdown menu, select the trigger type that you will use.
3. On the When dropdown menu, select the occurrence that will activate this trigger.
4. The Attributes dropdown menu will display additional configuration options for this trigger. They will only appear once you’ve filled in the What and When dropdown menus.
5. If needed, you can write additional notes for this trigger.
6. When you’re done, click Add. However, if you would like to cancel it, click Cancel.

The Trigger Types That You Can Use for an Article Category

Currently, there are 5 trigger types that you can use for an article category:

• Sending an email
• Sending a notification to Slack
• Calling a webhook
• Scheduling an audit on the planning tool
• Exporting a report

We can also configure our triggers to be compatible with other communication tools. If you’re interested, please contact us through our support@azumuta.com email,

Here’s an explanation for each trigger type:

Sending an Email

In this trigger type, whenever the occurrence determined on the When dropdown menu occurs, our platform will automatically send an email to a pre-determined person. Please have a look at the image below to learn more about this trigger type:

1. On the What dropdown menu, select Send an email.
2. On the When dropdown menu, select the occurrence that will activate this trigger.
3. On the Attributes dropdown menu, select the person that will receive emails from this trigger.
4. If needed, you can write additional notes for this trigger.
5. When you’re done, click Add. However, if you would like to cancel it, click Cancel.

Sending a Notification to Slack

In this trigger type, whenever the occurrence determined on the When dropdown menu occurs, our platform will automatically send a notification to Slack.

If you need help integrating Slack, please contact us via support@azumuta.com – we’d be happy to help.

1. On the What dropdown menu, select Send a Slack notification.
2. On the When dropdown menu, select the occurrence that will activate this trigger.
3. On the Attributes dropdown menu, select the Slack channel/Slack contact that will receive notifications from this trigger. You can do this once you’ve integrated Slack into your Azumuta platform. If you haven’t done so, please have a look at No.4.
4. Click to integrate Slack into your Azumuta platform. Please contact us through support@azumuta.com if you need any help with the integration process.
5. If needed, you can write additional notes for this trigger.
6. When you’re done, click Add. However, if you would like to cancel it, click Cancel.

Note: Besides sending notifications to Slack, we can also configure the platform to send notifications to any other communication tool that your organization uses. Please contact us at support@azumuta.com to learn more.

Calling a Webhook

In this trigger type, whenever the occurrence determined on the When dropdown menu occurs, our platform will automatically call a webhook.

A webhook is a tool that’s used to send and receive data across multiple platforms. If you would like to learn more about webhooks and how you can use them, please contact us via support@azumuta.com – we’d be happy to assist you.

See Calling a Webhook from a Trigger for the full setup guide, and Parameters and tags reference for the payload syntax.

1. On the What dropdown menu, select Call a webhook.
2. On the When dropdown menu, select the occurrence that will activate this trigger.
3. The Attributes dropdown menu contains the configuration options for this trigger. To learn more about webhooks and how to use them, please contact us through the support@azumuta.com email.
4. If needed, you can write additional notes for this trigger.
5. When you’re done, click Add. However, if you would like to cancel it, click Cancel.

Scheduling an Audit on the Planning Tool

In this trigger type, whenever the occurrence determined on the When dropdown menu occurs, our platform will automatically schedule an audit event on the planning tool. Therefore, you no longer need to do it manually.

1. On the What dropdown menu, select Plan an audit.
2. On the When dropdown menu, select the occurrence that will activate this trigger.
3. On the Attributes dropdown menu, select the audit/work instruction that will be used on the audit event.
4. Select whether the selected audit/work instruction will appear under its audit folder/work instruction folder on the planning tool.
5. Select whether the audit event will be linked to the product order. If so, the audit event will appear on the product order, as shown in the image below:
6. If needed, you can write additional notes for this trigger.
7. When you’re done, click Add. However, if you would like to cancel it, click Cancel.

Exporting a report

In this trigger type, whenever the occurrence determined on the When dropdown menu occurs, Azumuta automatically sends a report to a storage location. Most often, customers use this trigger to archive their reports on a platform that they use to store and share data, such as Microsoft SharePoint or SFTP.

You can export two kinds of report:

• Default recording report: the report of a finished work instruction recording, exported as a PDF. It needs no template.
• A docx report: one of the docx reports uploaded to the selected article category, exported as a .docx file, a PDF, or both.

Before you can use this trigger, make sure that you’ve already integrated an SFTP or SharePoint location into your Azumuta workspace. Please contact us through support@azumuta.com to learn more.

1. On the What dropdown menu, select Export a report.
2. On the When dropdown menu, select the occurrence that will activate this trigger. To export the default recording report, select When a work instruction is finished or When a work instruction is put into rework mode.
3. Under Attributes, select the report. Choose Default recording report, or one of your docx reports. Make sure that you have already uploaded the docx report to the selected article category.
4. In Destination, select the SFTP or SharePoint location to send the report to.
5. In Directory, type the folder the report should be sent to. See Parameters and tags reference to insert a live value into the folder path.
6. In Filename, type the filename of the report on the destination. The default for the recording report is shown under the field. You can insert a live value here as well.
7. For a docx report, select under Format whether to export it as a docx file, a PDF file, or both. The recording report is always exported as a PDF, so this option doesn’t appear for it.
8. If needed, you can write additional notes for this trigger.
9. When you’re done, click Add. However, if you would like to cancel it, click Cancel.

Export the default recording report

The default recording report is the standard report of a work instruction recording on a product order. With this trigger, Azumuta saves it to your destination automatically when the work instruction is finished, so nobody has to remember to export it. This lets you archive the official record for your product orders.

Keep the following in mind:

• Only on a finished or reworked work instruction. The report is only available on When a work instruction is finished and When a work instruction is put into rework mode. On events where the recording is still empty (activated or started), or that don’t involve a recording (such as a product order being finished), only docx reports can be selected, and Azumuta won’t save a trigger that combines them.
• Choose a work instruction (optional). The Work instruction field under Attributes is set to (Any) by default, so the trigger exports the report of every work instruction. Select one to export the report of that work instruction only.
• Filenames and folders. The default filename starts with the product order number, followed by the work instruction name and today’s date. You can also use these values in Directory and Filename:

Value	Result
${=identifier}	The product order number
${=workinstructionName}	The name of the work instruction
${=treePath}	The folders that contain the work instruction in the tree

To cut folders off the tree path, use ${=treePath(1)} to drop the first folder, or ${=treePath(-1)} to keep only the last one.

• The file can arrive a few minutes later. The report is created in the background after the occurrence, so the file may take a few minutes to show up on the destination. To check whether a file was sent, and where to, open the trigger’s usage history. See See the list of triggers in your workspace and each trigger’s usage history.

Audits can export the default recording report too. See Triggers for audits.

Create a trigger for product orders

Besides creating a trigger for an article category, you can also create a trigger for product orders in your workspace.

However, unlike creating a trigger for an article category, you can’t create a trigger for a specific product order. Each trigger will apply to all product orders that exist in your workspace.

To create a trigger for product orders in your workspace:

1. Click Settings under Management.
2. Click Triggers under Integrations.
3. Click the yellow plus button.
4. Fill out the available fields. We will provide an explanation for each field below the video.
5. When you’re done, click Add.

1. On the Scope dropdown menu, select the trigger use case. Since we’re going to create a trigger for product orders, you should select All product orders.
2. On the What dropdown menu, select the trigger type that you will use.
3. On the When dropdown menu, select the occurrence that will activate this trigger.
4. The Attributes dropdown menu will display additional configuration options for this trigger. They will only appear once you’ve filled in the What and When dropdown menus.
5. If needed, you can write additional notes for this trigger.
6. When you’re done, click Add. However, if you would like to cancel it, click Cancel.

The Trigger Types That You Can Use for Product Orders

Product orders have the same trigger types as article categories. Please click the links below to learn how each trigger type works.

• Sending an email
• Sending a notification to Slack
• Calling a webhook
• Scheduling an audit on the planning tool
• Exporting a report

We can also configure our triggers to be compatible with other communication tools. If you’re interested, reach out to support@azumuta.com.