The Overassigned Accessories block can be used to monitor the usage of an accessory over a given period.
The block monitors accessory assignments within a stockroom. For each assignment, a workflow is triggered and determines if the quantity exceeds the specified value. If the quantity surpasses the specified value, the workflow follows a positive path. Otherwise, it takes a negative path. This process continues until the specified time period is reached.
If both new and used accessories are enabled for the stockroom, the quantity includes the combined total of new and used units.
Follow the example below to utilize the block for defining limits and creating a notification that alerts you when the accessory limit has been exceeded.
Creating the workflow
- Click Configuration > Workflows.
- Click Add (+) and select Stockroom Actions from the list.
Begin block
- Open the Begin block in editing mode.
- Provide a meaningful name for the block.
- From the Actions list, select New. Do not use Edit as an action as it will not capture the change.
- Include relevant Rule criteria. Since the over-assigned accessory block checks every assignment, it is recommended that you specify adequate rule criteria. By doing so, you can avoid the block running for unwanted transactions. For example, you can set the criteria to check a specific stockroom, rather than checking every stockroom.
- Click Show In List View to ensure that the correct records are targeted.
- Save the changes.
Overassigned accessories block
- Click Blocks
- Drag the Overassigned Accessories block onto the canvas.
- Click Edit.
- Set a target value for the number of over-assigned accessories in the Total Assignments field. For instance, if you want a notification to be triggered when 4 accessories are assigned, set the value to 3.
- Specify the date period (in days) for assessing the number of over-assigned accessories. For example, if the threshold should be based on assignments over the next 7 days, enter 7.
- Save the changes
Notify block
Add a Notify block to receive alerts when the threshold for over-assigned accessories is breached.
-
- Click Blocks
- Drag the Notify block onto the canvas.
- Click Edit.
- In the Information page, complete the following tasks:
- Provide a meaningful name for the block
- Deactivate Workstream so that you only receive an email notification.
- Ensure that Include Link is selected to provide a link to your Oomnitza workflow in your notification.
- In the Recipients page, enter the recipients of the notifications. You can choose to select recipients from defined Oomnitza users, roles, or fields. To send an email to the assigned stockroom point of contact (POC), select the Stockroom POC field. Alternatively, you can manually enter email addresses.
- On the Message page, add a message. Click Select a field to refer to data stored in fields.
- Click Save.
Fig: Notification message created values stored in stockroom fields
Running the workflow
- Click Save and connect the blocks
- Validate the workflow and Activate the workflow. The workflow is now live.
Result
Once an assigned accessory breaches the predefined threshold, you will receive a notification as configured in the workflow.
Fig: Notification email
Related Links
To configure the Notify block header and footer, see Global email settings
For guidance on reviewing workflow run logs and troubleshooting common errors, see Troubleshooting workflows.
For steps on how to assign an accessory to a user, see Assigning accessories to users
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