Triggers let you automatically perform actions on an asset class or workflow class when specific conditions are met, such as creating a follow-up work order after a failed inspection, updating an asset's attributes based on workflow results, or sending an email alert. Triggers fire when you save an asset or complete work against one, and you can configure them from the Asset Class Builder or Workflow Class Builder.
Trigger conditions and actions
Every trigger has two parts: a condition that determines when the trigger fires, and one or more actions that define what happens when it does.
Conditions
Conditions control when a trigger fires. You can set a trigger to always fire, regardless of any criteria, or define rules based on fields in your asset class or workflow class.
When you select Always, the trigger fires every time the asset is saved or work is completed.
You can't add other conditions to the same trigger block when Always is selected.
For field-based conditions, you can select a field, an operator, and a compare type.
Operators include Equal, Not Equal, Begins With, Doesn't Begin With, Contains, Doesn't Contain, Ends With, Is Empty, and Is Not Empty. Not all operators are available for all field types.
Compare types control what the field is compared to:
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Reported Value: The action fires based on the value of a single field.
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Compared Value: The action fires based on a comparison between the selected field and another field on the asset or workflow.
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Expression: The action fires based on a comparison between the field and an expression.
You can build complex conditions by using rules and groups:
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Add Rule: Adds a single condition.
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Add Group: Adds a nested grouping of rules.
By default, multiple rules are evaluated with AND logic: all rules must be met. You can switch any grouping to OR logic so that the trigger fires when any rule in that group is met.
Actions
Actions control what happens when a trigger's condition is met. You can assign multiple actions to a single condition, and each action type is described in detail in the sections below.
Every action has a One-Shot setting. When one-shot is enabled, the action fires only the first time the condition is met for a given asset. When one-shot is disabled, the action fires every time the condition is met.
The following action types are available:
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Add to asset timeline: Adds a timeline entry to the asset with a field value or custom message.
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Create a work order: Creates a work order against the current asset or another asset.
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Send email alert: Sends a message to Utility Cloud users or external email addresses.
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Update asset attribute: Updates a field on the asset you're completing work against. Workflow triggers only.
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Update indicator text: Displays text above the asset's icon on the Map. Workflow triggers only.
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Create an asset: Creates a new asset with configurable fields and location.
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Update other asset attribute: Updates a field on a different asset in Utility Cloud.
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Send to webhook: Sends an API payload to a webhook endpoint. Workflow triggers only.
Security Rights Required: View Asset Classes; Edit Asset Classes; OR View Workflow Classes; Edit Workflow Classes
Adding to an asset timeline
You can add a timeline entry to the asset you're editing or completing work against. The message can be set in two ways:
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Custom Message: Enter a static message that appears on the timeline each time the trigger fires.
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Field Value: Select a field from your asset class or workflow class. When the trigger fires, that field's current value is added to the timeline.
Creating a work order
You can automatically create a work order when the trigger fires. To set this up, select Define Work Order Parameters to open the Create Work Order Trigger dialog. The work order can target the current asset, a specific static asset, or a dynamic asset determined by a field in your asset class or workflow class.
After selecting the target asset, you can configure the work order details: Workflow Class, Work Order Description, Priority, Type, Tags, Assignees, and Teams. You can also mark the work order as available to contractors by selecting Available to contractors.
Under Scheduling, you can set when the triggered work order is due:
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None: The work order has no scheduled due date.
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Scheduled: The work order is due a set amount of time after the trigger fires. Enter a number and select a unit: Hours, Days, Weeks, Months, or Years.
Teams: You can assign one or more teams to the triggered work order by selecting them from the Teams dropdown. This dropdown is available in both the Workflow Class Builder and the Asset Class Builder. When the trigger fires, the resulting work order is assigned to the selected teams.
Current asset
When you select Current Asset, the triggered work order is created on the asset you're editing or completing work against.
Static asset
When you select Other Asset and then Static Asset, you can search for a specific asset. Results display as cards showing the asset's ID, description, and account. Select an asset to set it as the target. The triggered work order is always created on that asset, regardless of which asset you're editing or completing work against.
Dynamic asset
When you select Other Asset and then Dynamic Asset, first select the field that determines the target asset from the Which field to trigger dropdown. Then select an Asset Class. The work order is only created if the asset in that field matches the asset class you selected.
If you need work orders to trigger on multiple asset classes, create a separate trigger action for each one.
Sending an email alert
You can send a message to other Utility Cloud users or external email addresses when the trigger fires. The message content can be set in several ways:
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Field Value: Sends the current value of a selected field from your workflow class or asset class.
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Full Workflow: Sends the full results of the completed workflow. Available in workflow triggers only.
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All Asset Attributes: Sends all of the asset's current attributes. Available in asset class triggers only.
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Custom Message: Sends a static message you define.
After selecting the message content, select Select Recipients and enter email addresses or select from the list of Utility Cloud users.
Updating an asset attribute
You can update an attribute on the asset you're completing work against. This action is only available in workflow triggers. To set it up:
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Select the asset class that should receive the update.
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Select the field on that asset class to update.
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Choose the source for the new value:
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Custom Value: Enter a static value.
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Field Value: Select a field from the workflow class or asset class. When the trigger fires, that field's current value is applied to the asset attribute.
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If the source field and target attribute aren't compatible (such as mapping a text field to a date field, or a non-required field to a required one), the trigger fails. When this happens, an audit entry is added to the asset that would have been updated.
Updating indicator text
You can display text above an asset's icon on the Map when the trigger fires. This action is only available in workflow triggers. You can set:
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The Indicator Text to display.
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The Font Size.
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The Indicator Text Color.
Creating an asset
You can automatically create a new asset when the trigger fires. To set this up, select Define Asset Parameters. You'll configure the new asset across three tabs.
Trigger tab
On the Trigger tab, you can configure the basics of the new asset:
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Account: Select Current Account to create the asset in the same account as the triggering asset, or Other Account to select a different account from a searchable list.
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Asset Class: The asset class for the new asset. The asset class must be configured to automatically generate an asset ID. Asset classes without auto-generated IDs don't appear in this list.
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Create asset as child: Select this checkbox to create the new asset as a child of another asset. Then select Current Asset to use the triggering asset as the parent, or Other Asset to select a specific asset.
Field mapping tab
On the Field Mapping tab, you can set values for the new asset's default fields and asset attributes. Required fields display in red. Each field can be set in two ways:
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Standard value: Enter a static value directly in the field.
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Dynamic value: Select the three-dot menu next to the field, then select a field from the workflow class or asset class to map. When the trigger fires, that field's value is copied to the new asset.
Required default fields (such as Asset Description) and required asset attributes need a value set before you can save.
Location tab
On the Location tab, you can set where the new asset is created. Under Location to create asset, select:
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Location of user: The asset is created at your location at the time of completing the work.
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Location of asset: The asset is created at the location of the asset you're completing work against or editing.
Updating another asset's attribute
This action works like a standard asset attribute update, but targets a different asset in Utility Cloud, not the one you're editing or completing work against.
First, select the field that determines which other asset to update from the Which field to trigger dropdown. Then configure the target under Which asset class field to update:
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Select the asset class that should receive the update.
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Select the field on that asset class to update.
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Choose the source for the new value:
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Custom Value: Enter a static value.
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Field Value: Select a field from the workflow class or asset class.
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The same compatibility rules apply: if the source and target fields aren't compatible, the trigger fails and an audit entry is added to the asset that would have been updated.
Sending to a webhook
You can send an API payload to a webhook endpoint when work is completed. This action is only available in workflow triggers. To set it up:
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From What to send, select the payload type. Currently, the only available option is work order status, which includes the work order ID, status, and date of completion.
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Select Configure Webhook to open the Configure Webhook Trigger dialog.
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Select the request method (POST, PUT, or GET) and enter the endpoint URL.
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Select Save.
If a webhook trigger fails, an email is sent to any workflow stakeholders and an audit entry is added to record the failure.
Creating a trigger
You can create triggers from the Triggers view in either the Asset Class Builder or the Workflow Class Builder. The process is the same in both. To create a trigger:
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From the Landing Page, select the Asset Classes or Workflow Classes tile, or select either from the navigation menu.
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Select the asset class or workflow class you'd like to add a trigger to.
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Select the menu icon next to Save, then select Triggers.
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Select the add icon in the upper-right of the Triggers view.
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In Conditions, set the conditions that determine when your trigger fires. For more information, see Conditions above.
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In Actions, set one or more actions that occur when the condition is met. For more information on each action type, see the sections above.
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Select Save to save your changes.
You can add as many triggers as needed to your asset class or workflow class.
Security Rights Required: View Asset Classes; Edit Asset Classes; OR View Workflow Classes; Edit Workflow Classes
Editing a trigger
To edit an existing trigger:
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From the Landing Page, select the Asset Classes or Workflow Classes tile, or select either from the navigation menu.
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Select the asset class or workflow class that contains the trigger you'd like to edit.
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Select the menu icon next to Save, then select Triggers.
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Make your changes to the trigger's conditions or actions.
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Select Save to save your changes.
Security Rights Required: View Asset Classes; Edit Asset Classes; OR View Workflow Classes; Edit Workflow Classes
Deleting a trigger
To delete an existing trigger:
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From the Landing Page, select the Asset Classes or Workflow Classes tile, or select either from the navigation menu.
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Select the asset class or workflow class that contains the trigger you'd like to delete.
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Select the menu icon next to Save, then select Triggers.
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Select the close icon on the trigger you'd like to remove.
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Select Save to save your changes.
Security Rights Required: View Asset Classes; Edit Asset Classes; OR View Workflow Classes; Edit Workflow Classes