Creating workflows for Xero assets

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You'll get complete visibility of your assets as data from Xero is automatically transformed into consumable information and actionable insights.

Connect Oomnitza and Xero in minutes

You'll get visibility of your Xero assets by creating configurable workflows to automate tasks such as:

• Workflows for getting and updating asset information, such as the asset name, number and asset status.
• Workflows for creating Xero assets

Let Oomnitza be your single source of truth!

You'll get visibility of your devices as data from Xero is automatically transformed into consumable information and actionable insights.

Before you start

Creating workflows

Create asset workflows

Xero Get Asset Details

Xero Create Asset

Xero Update Asset

Before you start

Before you can create the integration with Oomnitza, you need to have added your Xero credentials to Oomnitza and set your Xero Tenant ID as a global variable. For further information, refer to Adding your Xero credentials to Oomnitza.

We recommend that you also create the extended integration for Xero assets. You can use the information retrieved in these integrations to trigger workflows that can get assets, update assets and create assets.

Creating workflows

Create asset workflows

To create an asset workflow, you must complete these steps:  

1. Click Configuration > Workflows 
2. Click Add (+) and select Assets from the list.
3. Drag and drop the API block onto the Sandbox.
4. Click Edit on the API block and enter Xero in the search field. 
5. Select a preset:
   • Xero Get Asset Details
   • Xero Create Asset
   • Xero Update Asset
   • To choose a preset, click the forward arrow (>).
6. Select the credentials that you created in Adding your Xero credentials to Oomnitza.
7. Your Tenant ID should be derived from the global variable you created in Adding the Xero Tenant ID as a global variable
   
8. Configure the API Block following the preset instructions below, and save your changes.
9. Edit the Begin Block and add rules to trigger the workflow. For example, if you set the Actions to New you can trigger a workflow every time a new asset is created. Refer to Using the Begin block.
10. Connect the Blocks. 
11. Save, validate, and activate your workflow.

 Understanding Workflows

Using the Xero Get Asset Details preset

This Xero Get Asset Details preset returns the details of a Xero asset, by ID. You can configure the message payload by selecting Advanced Mode.

1. In the API block window, click the Advanced Mode button located in the upper right of the window.
2. Select the Information tab. You will notice that the Xero Asset ID is referenced in the property {{xero_asset_id}}.Follow the mapping steps in Creating custom mappings so that this property exists in Oomnitza and is populated with information before you run this workflow.
3. Select the Response tab. You can map the entire response by placing {{response}} in the Response field and mapping it to a custom long text Oomnitza field, such as API Response. Once you have the entire response, you can then parse the JSON response values to custom Oomnitza fields as per the example below.

For further information, refer to the Xero API Documentation: Get Assets.

Using the Xero Create Asset preset 

The Xero Create Asset preset enables you to create a new Xero asset. When you select this preset you need to supply the new asset information by selecting Advanced Mode.

1. In the API block window, click the Advanced Mode button located in the upper right of the window.
2. Select the Body tab. You will notice that the Xero Asset Name and Asset Number are referenced in the property {{device_name}}and {{device_number}}.Follow the mapping steps in Creating custom mappings so that this property exists in Oomnitza and is populated with information before you run this workflow.  You can also add more fields that will be used in the request payload, such as the warranty expiry date or asset purchase date. See Xero API Documentation: Post Assets.
3. Select the Response tab. You can map the message response as per the example in the Xero Get Asset Details preset.

Using the Xero Update Asset preset

This Xero Update Asset preset updates a Xero asset, by ID. When you select this preset you need to supply the following information:

1. Asset Name: The Device Name. If you have fetched this information already using the extended integration for Xero assets, you can call a value in the workflow by entering: {{device_name}}
2. Asset Number: The Device Number. If you have fetched this information already using the extended integration for Xero assets, you can call a value in the workflow by entering: {{device_number}}
3. Asset Status: Possible values are: DRAFT, REGISTERED or DISPOSED. If you have fetched this information already using the extended integration for Xero assets, you can call a value in the workflow by entering: {{asset_staus}}

You can configure the message payload by selecting Advanced Mode.

1. In the API block window, click the Advanced Mode button located in the upper right of the window.
2. Select the Body tab. You will notice that the Xero User ID is referenced in the property {{xero_asset_id}}.Follow the mapping steps in Creating custom mappings so that this property exists in Oomnitza and is populated with information before you run this workflow. You can add more fields that will be used in the request payload, such as the asset purchase date or serial number. See Xero API Documentation: Post Assets.
3. Select the Response tab. You can map the message response as per the example in the Xero Get Asset Details preset

Reference articles for workflows

• Mapping positive and negative responses
• Troubleshooting workflows 
• Using the API block