Understanding Workflow Rules
Workflow Rules: Automate Actions Based on User Activity
In monitored IoT networks, there are times when you need to automatically perform certain actions when specific conditions are met in the application. The actions may include sending email notifications, executing your custom business logic, or triggering webhooks to notify other applications, etc.
In monitored IoT networks, there are times when you need to automatically perform certain actions when specific conditions are met in the application. The actions may include sending email notifications, executing your custom business logic, or triggering webhooks to notify other applications, etc.
For example, you may want to send an email to supervisors automatically when a new asset is added to your Zoho IOT application. Implementing such condition-based simple to complex automation ensures that actions are performed promptly without requiring manual intervention, and thereby considerably enhances the efficiency and overall reliability of the system.
Difference between Workflow Rules and Alarm Rules
Workflow Rules are designed to automate processes when users interact with records in the application. They trigger actions based on CRUD operations (Create, Read, Update, Delete) performed on records. Example: When a user creates a device (record) → send a notification email to the supervisor to initiate onboarding the device.
Alarm Rules are triggered only by device data (e.g., sensor readings, KPIs). They monitor real-time data or calculated metrics and send alerts when thresholds are breached. Example: If a device reports temperature > 100°F → Send an SMS alert to the maintenance team.
Benefits of Workflow Rules
Workflows enable automation in your Zoho IOT application. Some of the top benefits of defining workflow rules with automated actions in the application are provided below.
- Automate Tasks in Real Time Monitoring: Workflows help to perform automated tasks or business logic based on different conditions. This enhances system responsiveness and minimizing downtime.
- Increased Efficiency: Workflow rules streamline processes by reducing the need for manual intervention, which enhances operational speed and facilitates quicker issue resolution.
- Enhanced Reliability: Accurate execution of tasks based on conditions defined in the workflow rules minimizes human error, boosting system reliability.
- Scalability: Well-defined workflows facilitate the easy scaling of IoT applications by handling increasing amounts of data and more complex processes without requiring proportional increases in human resources.
Sections of a Workflow Rule
The application offers easy steps to configure workflow rules. The configuration is done in three sections: When, Condition, and Action.
Workflow Section | Description |
The first step in configuring the workflow rule is to identify when the rule needs to be triggered, i.e. the "Rule Trigger". Based on record action
Based on a date/time field's value
| |
The next step is to configure the condition to validate if the incoming record matches the condition to trigger the action. Apply Condition
All <Module/Model>
| |
The final step is to define the action to be performed.
|
Sample Workflow Rule Scenarios
Below are three sample scenarios where workflow rules are used to perform appropriate actions using email notification, custom function, and webhook action.
1. Energy Monitoring System for a Smart Building
Workflow Rule: Notification for New Asset Addition
Objective: To improve the operational efficiency of a smart building by sending notification emails to a device administrator in another team whenever a new asset is added to the application.
Workflow Rule Description: Define a workflow rule to automatically send an email notification to the device administrator whenever a new asset say energy meter is added to prompt the administrator to configure the energy meter and enable it to be monitored in the application.
Steps to Define the Workflow Rule
- When :Addition of new asset to the IoT Application.
- Condition :All asset models.
- Action :Send an email notification to the supervisor.
2. Messaging on Asset Performance in Industrial IoT Application
Workflow Rule: Switch the motor ON or OFF based on the time condition.
Objective: To improve the efficiency in the IIoT setup, write a business logic that switches a motor On or OFF.
Workflow Rule Description: Define a workflow rule to fetch the current status of a production motor and switch ON or OFF the motor based on the time condition.
Steps to Define the Workflow Rule
- When :On the set data/time.
- Condition :The status of the Motor asset.
- Action :Execute custom logic to switch the motor ON or OFF.
3. Fuel Level Monitoring System for Diesel Generator
Workflow Rule: Send fuel stock details to initiate invoice generation.
Objective: To improve efficiency and minimize downtime in the IIoT setup, write a business logic which fetches details and directs to third party invoice application.
Workflow Rule Description: Define a workflow rule to fetch fuel stock details for the asset and initiate generating a purchase order (PO) by sending data, rate, and quantity, via webhook.
Steps to Define the Workflow Rule
- When :On the set data/time.
- Condition :When the AMS renewal date is nearing.
- Action :Execute webhook to initiate generating a purchase order (PO)
Availability
All Workflow Rule actions operations require necessary permissions. Refer to Users and Profiles document for more details.
Check Feature Availability and Limits
Check Feature Availability and Limits
See also
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