> For the complete documentation index, see [llms.txt](https://prohelp.assetpanda.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://prohelp.assetpanda.com/settings/account-management/automations.md). # Automations #### [Visit Automations in the app](https://assetpanda.app/settings/account-management/automations) Automations in Asset Panda streamline workflows by executing predefined actions based on specific conditions. By defining triggers, conditions, and actions, you can create structured workflows that reduce manual effort and ensure consistency. Automations enhance efficiency by executing tasks seamlessly, reducing manual intervention, and ensuring accuracy in workflows. ## Automation components ### Triggers Triggers determine when the automation should run: * **When a record is created**: Runs when a new record is added to a collection * **When a record is updated**: Runs when any field in a record changes * **When a record is deleted**: Runs when a record is removed * **When a form is submitted**: Runs when a user submits a specific form * **At a scheduled time**: Runs at set intervals (hourly, daily, weekly, monthly, or yearly) * **Based on audit dates**: Runs relative to audit start or end dates * **When an audit is closed**: Runs when an audit is finalized * **When a record is audited**: Runs when a record is included in an audit ### Conditions Conditions filter records based on predefined criteria. Automations can be triggered when any condition is met or when all conditions are met. ### Actions Actions define the event that occurs when the automation runs. * **Send a notification**: Send an email, Slack message, or Microsoft Teams notification {% hint style="info" %} Automation triggers allow only up to 50 emails per trigger to ensure reliable delivery and prevent service limits from being exceeded. {% endhint %} * **Send a report**: Email a report of collection data * **Update field values**: Automatically change field values on a record * **Create a record**: Create a new record in the same or a different collection * **Send an audit report**: Email an audit report * **Subscribe to a webhook**: Send data to an external URL when triggered Multiple actions can be added to a single automation. ## Advanced Settings You can refine when automations run with advanced settings: * **Trigger Type Specification**: Specifies whether an automation runs based on manual updates, imports, API changes, or other automations. This specification prevents automations from triggering due to unintended record modifications. * **Field Change Specification**: Triggers automations only when specific fields change instead of based on a record update. This helps focus automation on relevant updates. ## Dynamic Automation Automations support dynamic conditions for numeric, currency, percentage, formula-math, and date-time fields. You can create flexible triggers based on relative date conditions, such as today, yesterday, or a set number of days ago. Field values can also be updated dynamically using data from other fields or related records. * **Dynamic Filtering**: Rather than using static values, conditions can compare one field's value to another field dynamically. For example, you can trigger a notification when stock quantity drops below a minimum threshold. * **Updating Field Values**:Fields can be updated based on values from other fields, including related records. You can also dynamically update date fields using values like Today. * **Dynamic Emails**: When sending notifications, email recipients can be dynamically selected from an email field in the collection or a related record. * **Mail Merge**: Emails can include field values from the triggering record, ensuring relevant details are automatically inserted. ### Handling Complex Automations Automations that create records require safeguards to prevent infinite loops. If an automation creates a new record in the same collection as the triggering record, it may trigger the automation repeatedly. To avoid this scenario: * You cannot select the same collection for both the trigger and record creation. * You are recommended to apply conditions when running scheduled automations to limit execution scope and avoid unnecessary system load. *** ## Create an automation 1. In the navigation pane, select Settings icon **Settings** > **Account Management**. 2. Expand the appropriate account and module, and then click **Manage** in the **Automation** tile. The list of automations is displayed. 3. Click **Create**. The Automation Settings page is displayed. 4. Enter the **Automation Name** and an optional **Description** of the automation. 5. Click **Save**. The automation details are displayed. 6. Under **WHEN,** select the trigger event and configure the associated options. See [Trigger events and options](#trigger-events-and-options). 7. Configure the conditions to filter the records associated with the trigger: 1. Click **Add Condition**. 2. For **When**, select the field to filter records. 3. Select the **Operator** used to review the field. 4. Enter the **Value** used to invoke the trigger condition. 5. Repeat steps a-d to configure the necessary conditions. 6. Above the conditions, select an option to specify whether **All** or **Any** conditions must be meet to trigger the action. 8. Under **THEN**, select the **Type** of action to perform and then configure the action. See [Action types](#action-types). 9. To add multiple actions, click **Add Action** and then repeat step 8. You can click **X** next to an action to remove it. 10. To view the summary of the automation, click :chevron-down: next to **Automation Summary**. 11. Click **Save**. *** ### Trigger events and options
Trigger eventOptions
When a record is created
  • By: Select the methods by which record creation triggers an action. Click x for a method to remove it from the trigger list. Select an option from the drop-down to reinstate it.
  • Using: Select the collection whose record creation triggers the action.
When a record is updated
  • By: Select the methods by which record updates trigger an action. Click x for a method to remove it from the trigger list. Select an option from the drop-down to reinstate it.
  • Using: Select the collection whose record creation triggers the action, then select the field that, when updated, triggers the action.

    You can select Include all options to trigger the action if any record field is updated.
When a record is deleted
  • By: Select the methods by which record deletion triggers an action. Click x for a method to remove it from the trigger list. Select an option from the drop-down to reinstate it.
  • Using: Select the collection whose record deletion triggers the action.
When a form is submittedUsing: Select the form whose submission triggers the action.
At a scheduled time
  • Using: Select the collection associated with the trigger.
  • Interval Type: Select whether the trigger occurs Hourly, Daily, Weekly, Monthly, or Yearly.
  • Every: Select an option to specify the delay between intervals. For example, you can run the automation every 3 days.
  • Time zone: Select the time zone that determines the time when the automation is triggered.
  • Start Date: Select the date and time when the automation should start.
  • End Date: Select the date and time when the automation should end.
Based on an audit start date
  • Start: To start a specified time before or after the start date (for example, 6 hours before an audit starts), enter the number of intervals and then select the interval.
  • Before/after start date: Select whether the selected Start time should be before or after the audit start date.
  • Interval: Select whether the trigger occurs Hourly, Daily, Weekly, or Monthly
  • End after: Specify the number of times that the automation should run when it starts.
Based on an audit end date
  • Start: To start a specified time before or after the end date (for example, 6 hours after an audit completes), enter the number of intervals and then select the interval.
  • Before/after start date: Select whether the selected Start time should be before or after the audit start date.
  • Interval: Select whether the trigger occurs Hourly, Daily, Weekly, or Monthly
  • End after: Specify the number of times that the automation should run when it starts.
When an audit is closedNo options required.
When record is auditedCollection: Select the collection whose record audit triggers the action.
*** ### Action types
TypeOptions
Send notification

Send a notification when the trigger occurs. Click Compose to create the draft of the email.

  • You can send the notification to specific emails, emails associated with collection fields, and to all users in a specific role.
  • You can select line styles (Normal, Small Heading, Medium Heading, Large Heading) and other text options to format the body of the email.

  • You can click Field to insert field placeholders in the email. They are replaced with the relevant record values when the email is sent.

    • Images and signatures are displayed as inline images.
    • PDFs, audio and video files, and GPS data are displayed as clickable links that are opened in a new tab.
Update field value
  • In: The collection containing the field to be updated.
  • Field: The field to update.
  • To value: The value to apply to the selected field. You can enter a specific value or copy values from fields associated with the triggering collection. You can update date fields with selected date-related options (for example, number of days ago).
Send Report
  • Report Source: Select the collection or saved view to associate with the action.
  • Report Format: Select whether to share the report in PDF, Excel, or CSV format.
  • Notification Type: Click Compose to create the draft of the email that will share the report. You can send the notification to specific emails, emails associated with collection fields, and to all users in a specific role.
Create record
  • In: Select the collection in which you want to create a record.
  • Field Mapping: Click Create to map data from the automation collection fields to the selected In collection fields.
Subscribe to webhookClick Add URLs to specify the webhook urls. See Webhooks Integration.
Send audit report
  • Report Format: Select whether to share the audit report in PDF, Excel, or CSV format.
  • Notification Type: Click Compose to create the draft of the email that will share the audit report. You can send the notification to specific emails, emails associated with collection fields, and to all users in a specific role.
*** ## Activate or deactivate an automation You can activate an automation so that it runs as configured. You can deactivate an automation to prevent it from being run. * To activate an automation, select **Status** in the list or select the check box for the automation and then click **Activate**. * To deactivate an automation, clear the **Status** selection or select the check box for the automation and then click **Deactivate**. *** ## Edit an automation 1. In the navigation pane, select Settings icon **Settings** > **Account Management**. 2. Expand the appropriate account and module, and then click **Manage** in the **Automation** tile. The list of automations is displayed. 3. Click ![Actions icon](/files/bcnzsf0lmYzkFN6vQTq3) in the automation row and then select **Edit automation**. 4. Adjust the automation settings. See [Create an automation](#create-an-automation). *** ## Delete an automation 1. In the navigation pane, select Settings icon **Settings** > **Account Management**. 2. Expand the appropriate account and module, and then click **Manage** in the **Automation** tile. The list of automations is displayed. 3. Click ![Actions icon](/files/bcnzsf0lmYzkFN6vQTq3) in the automation row and then select **Delete automation**. --- # Agent Instructions This documentation is published with GitBook. GitBook is the documentation platform designed so that both humans and AI agents can read, navigate, and reason over technical content effectively. Learn more at gitbook.com. ## Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question. Perform an HTTP GET request on the current page URL with the `ask` query parameter, and the optional `goal` query parameter: ``` GET https://prohelp.assetpanda.com/settings/account-management/automations.md?ask=&goal= ``` `ask` is the immediate question: it should be specific, self-contained, and written in natural language. `goal` is optional and describes the broader end goal you are ultimately trying to accomplish on behalf of the user. GitBook uses it to tailor the answer towards what is most useful for that goal. The response will contain a direct answer to the question and relevant excerpts and sources from the documentation. Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.