Overview
Save time on repetitive tasks by creating rules that trigger actions in the Workflow Automation page.
Automate customer communication and status updates based on a Ticket, Part, Item, and Build level, trigger Push Messages or send emails, and much more.
Creating Rules:
In the Management Console, please navigate to the Autonomous > Workflow Automation page:
There are several rules that can be created initially to assist with customising and automating your workflow.
To create a rule, click on the “Create Rule” button located at the top-right corner of the page:
📦 Parcel-Flow & Logistics Automations
New triggers have been added to enhance visibility and management of parcel workflows.
1. Parcel Status Field
You can now define and track the status of a parcel (e.g., In Preparation, Ready to Ship, Shipped) similarly to other status fields in AMFG. [These statuses are managed in Settings > Attributes & Status]
2. Automatic Shipping Notifications
Clicking the "Ship Parcel" button can now automatically trigger custom rules.
Trigger:
IFParcel Status is changed to Shipped.Action:
THENSend a push message (JSON) to an integrated third-party system (like accounting or CRM) or send a Delivery Email to the customer using a specific template.
3. Syncing Item Status with Parcels
Add to Parcel: Automatically change an Item Status when it is assigned to a parcel.
Remove from Parcel: Revert or update an Item Status if it is removed from a parcel.
Build & Production Automations
1. Build to Item Status Chain
Changing a Build Status (e.g., to "Finished") can automatically update the status of every individual item contained within that build.
2. Auto-Nesting Triggers
You can now define a specific Build Status (e.g., "Ready for Nesting") to automatically trigger the Cloud Nester. Once nesting is complete, the system can automatically move the build to a "Scheduled" status.
Ticket & Quoting Automations
1. Automatic Quote Acceptance
Quotes can be configured to automatically change to "Accepted" the moment they are sent to Production.
2. Project & Invoice Creation
Status Impact: Set rules to change Ticket, Part, or Item statuses immediately upon Project (Order) creation.
Auto-Invoicing: For users not using the full Finance Module, you can trigger the automatic generation of an Invoice ID whenever a new order is created.
3. Assignee Notifications - CC functionality
Action Value: Define your routing matrix using the multi-recipient lookup field. You can combine multiple targets into a single action rule, eliminating the need to create separate duplicate rules for the same event:
Contact: Directs the email to the customer who placed the order.
Assignee: Targets the internal operator or engineer managing the ticket.
Manager / Accounting / Finance / Etc.: Systemic department tags that forward the email to preset, shared organization inboxes to keep cross-functional teams aligned. These additional CC addresses are configured in the Contacts Page.
Custom Entries: You can also type in manually external email addresses directly into the field box to include external partners or stakeholders.
Example: Email trigger based on Part or Ticket status changes.
Fires an automated system notification template out to internal department groups, customer records, or alternative addresses.
Trigger “IF”:
Part OR Ticket Status isCondition Type:
Status changed toCondition Value: Choose trigger target milestone (e.g., New, Shipped, etc.)
Action Type "THEN":
Send Ticket email to→ Route your email using the recipient selection dropdown.Note: If you want to route to a CC recipient (e.g., Finance, Accounting, etc.), make sure that a main contact, such as Contact or Assignee, is also selected!
Email Template: Select Email Template from the available list.
External Integration (Push Messages)
AMFG can send JSON-formatted messages via REST API to third-party software (accounting, ERP, HubSpot) based on status changes.
Please refer to the "Setting Up Push Messages" guide for more details.
In the Workflow Automation page, you can create the following types of Push Messages:
Order Push: Triggered by Order, Part, or Quote status changes.
Customer Push: Triggered when contact details or statuses are updated.
Parcel Push: A new JSON structure specifically for parcel-level/delivery data.
Note: When configuring status-based rules, ensure they do not conflict with the "Default Status" settings defined in Settings > Attributes & Status page.
Here's a list of example rules and chain suggestions for Workflow Automation:
1. A build status change will change the status of all Items inside the Build:
This rule allows the user to change the Item Status of all items in the Build automatically by changing the Build Status.
Trigger “IF” -> Build status is
Condition Type -> Status changed to
Condition Value -> Select status [Choose from any available Build Statuses configured in Attributes & Status]
Action Type "THEN" -> Build Item Status is [Changes the status of only the items that are included in this build]
Action Value -> Change to: Select status [Choose from any available Item Statuses configured in Attributes & Status]
Example Scenario: If the Build Status is changed to “Finished”, this rule can ensure that all Items in the Build are also changed to “Finished” automatically.
2. 'Items status' of all Items in a Part can trigger a Part status change:
This rule allows the user to automatically change the Part status based on the individual items' statuses associated with this Part.
Trigger “IF” -> Item Status
Condition Type -> Is [Select Status]
Then “Add condition” -> AND Status of all items in part contain
Condition Value -> Select status [Choose from any available Item Statuses configured in Attributes & Status]. Select the same status as above!
Action Type "THEN" -> Part Status is
Action Value -> Change to: Select status [Choose from any available Part Statuses configured in Attributes & Status]
Example Scenario: If all the Items from one part have the “Finished” status, then the Part status can automatically change to “Finished”.
3. All Parts status in a Project triggering Ticket (Order) status Change
This rule automatically updates the Ticket (order) status based on the statuses of the individual parts associated with this Order.
Trigger “IF” -> Part Status
Condition Type -> Is [Select Status]
Then “Add condition” -> AND Status of all parts in ticket contain
Condition Value -> Select status [Choose from any available Part Statuses configured in Attributes & Status]. Select the same status as above!
Action Type "THEN" -> Ticket Status is [This refers to the order status]
Action Value -> Change to: Select status [Choose from any available Ticket Statuses configured in Attributes & Status]
Example Scenario: If all Parts in one Ticket (order) have the “Printed” status, then the Ticket status can automatically change to “Printed”.
4. Email trigger based on the Part or Ticket status
This rule allows the users to trigger an automatic sending of an email based on Part OR Ticket status.
Trigger “IF” -> Part OR Ticket Status is
Condition Type -> Status changed to
Condition Value -> Select status [Choose from any available Part or Ticket Statuses configured in Attributes & Status]
Action Type "THEN" -> Send Ticket email to -> Select Email Template
Action Value -> To Customer AND/OR Assignee [It is possible to select both or add custom email addresses] -> Select Template [Choose from the available Email templates configured in the Settings > Email and PDF templates]
Example Scenario: If the Ticket Status is “Shipped”, please send the Email template “Order Dispatch” to the Customer.
5. Email trigger to a User when an Order is assigned:
This rule allows users to receive an email notification when a particular Order is assigned to them.
Trigger “IF” -> Ticket Assigned
Condition Type -> When a user is assigned to a Ticket
Condition Value -> N/A
Action Type "THEN" -> Send Ticket email -> Select Email Template
Action Value -> To Assignee -> Select Template [Choose from any available Email template configured in the Settings > Email and PDF templates]
Example Scenario:
6. Set Item status when adding it to a Build:
This rule allows the Item status to be automatically updated when you add it to a Build.
Trigger “IF” -> Item Added to Build
Condition Type -> Assigning an Item to a Build
Condition Value -> N/A
Action Type "THEN" -> Change Item status
Action Value -> Change to: Select status [Choose from any available Item Statuses configured in Attributes & Status]
Example Scenario:
7. Set Item status when removing it from a Build
This rule allows the item status to be automatically updated when you remove an Item from a Build.
Trigger “IF” -> Item Removed from Build
Condition Type -> Removing an item from any build
Condition Value -> N/A
Action Type "THEN" -> Change Item status
Action Value -> Change to: Select status [Choose from any available Item Statuses configured in Attributes & Status]
Example Scenario:
8. Set Item status when adding it to a Parcel (Only relevant with Logistics Module)
This rule allows the Item status to be automatically updated when you add that Item to a Parcel.
Please note: This rule is only relevant if you're using the Logistics module. Please get in touch with sales@amfg.ai if this module is of interest.
Trigger “IF” -> Item Added to Parcel
Condition Type -> Adding an item to any Parcel
Condition Value -> N/A
Action Type "THEN" -> Change Item status
Action Value -> Change to: Select status [Choose from any available Item Statuses configured in Attributes & Status]
Example Scenario:
9. Set Item status when removing it from a Parcel (Only relevant with Logistics Module)
This rule allows the Item status to be automatically updated when you add that Item to a Parcel.
Please note: This rule is only relevant if you're using the Logistics module. Please get in touch with sales@amfg.ai if this module is of interest.
Trigger “IF” -> Item Removed from Parcel
Condition Type -> Removing an item from any Parcel
Condition Value -> N/A
Action Type "THEN" -> Change Item status
Action Value -> Change to: Select status [Choose from any available Item Statuses configured in Attributes & Status]
Example Scenario:
10. Changing Part status based on Production Center
This rule allows the item status to be automatically updated when you remove that item from the build and assign it to a Production Center.
Trigger “IF” -> Part is Assigned to Production Center
Condition Type -> Assigning to a specific Production Center
Condition Value -> Select Production Centre [Choose from any available Production Centres]
Action Type "THEN" -> Change Part Status
Action Value -> Change to: Select status [Choose from any available Part Statuses configured in Attributes & Status]
Example Scenario:
11. Changing Item status based on Logistic Process (Only relevant with Logistics Module)
This rule allows the Item status to be automatically updated when you assign a logistic process to it.
Please note: This rule is only relevant if you're using the Logistics module. Please get in touch with sales@amfg.ai if this module is of interest.
Trigger “IF” -> Logistic Process is assigned
Condition Type -> Assigned
Condition Value -> Select Logistics [Any available logistic processes provided by your Courier Integration]
Action Type "THEN" -> Change Item status
Action Value -> Change to: Select status [Choose from any available Item Statuses configured in Attributes & Status]
Example Scenario: If the logistics process DHL is assigned, then the Item status can be automatically changed to “Shipped”.
12. Order (Project) creation impacting Statuses
This rule allows the Ticket, Part, and Item status to be changed when a Quote (or Ticket) is converted to a Project (Order). [Please be aware that this can conflict with the default status set in Settings -> Attributes. Please consider the workflow carefully.]
Trigger “IF” -> Project Created
Condition Type -> Triggers automatically when the Ticket is converted to a Project (or when an order is created from the Front End)
Condition Value -> [Please note this rule may conflict with the default status set in Attributes & Status, please configure accordingly]
Action Type "THEN" -> Change Ticket (Order) OR Part OR Item status [Only one should be selected; if other statuses are required, please create separate rules]
Action Value -> Change to: Select status [Choose from any available Ticket / Part / Item statuses configured in Attributes & Status]
Example Scenarios:
13. Order (Project) creation causes Invoice creation
This rule allows the user to generate an Invoice ID automatically when a new order is created. [This rule would be useful if you're not using the Finance Module]
Trigger “IF” -> Project Created
Condition Type -> Triggers automatically when the Ticket is converted to a Project (or when an order is created from the Front End)
Condition Value -> N/A
Action Type "THEN" -> Create Invoice
Action Value -> Generates an Invoice ID for every new order [This can be used to generate Invoice PDFs directly from an order]
Example Scenario:
Push Message Triggers
AMFG can also send Push Messages based on the following triggers:
Tickets Status
Part Status
Quoted Submitted
Quote Status
Please refer to the following Article in order to set this up: