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Automation Rules

Configure automatic actions based on events in Kuviq.

Overview​

Automation rules allow you to:

  • Trigger actions automatically
  • Reduce manual work
  • Ensure consistent processes
  • React to events immediately

How Rules Work​

Rule Components​

Every rule has:

  1. Trigger - What starts the rule
  2. Conditions - When to apply (optional)
  3. Actions - What to do

Example Rule​

WHEN inspection is completed
IF result is "Failed"
THEN create corrective action AND notify manager

Creating Rules​

Accessing Automation​

  1. Go to Admin > Automation
  2. Click Create Rule or New Rule
  3. Configure rule components
  4. Save and activate

Rule Builder​

The visual rule builder:

  1. Select trigger type
  2. Add conditions (optional)
  3. Define actions
  4. Name and save

Trigger Types​

Inspection Triggers​

TriggerFires When
Inspection CompletedAny inspection finishes
Inspection FailedInspection result is fail
Inspection PassedInspection result is pass
Inspection StartedSomeone begins inspection
Inspection OverdueDue date passes

Item Triggers​

TriggerFires When
Item CreatedNew item added
Item UpdatedItem details changed
Item Status ChangedStatus transitions
Item MovedLocation changed
Item DeletedItem removed

Corrective Action Triggers​

TriggerFires When
Action CreatedNew corrective action
Action OverduePast due date
Action CompletedMarked complete
Action EscalatedEscalation occurs

User Triggers​

TriggerFires When
User JoinedNew user activated
User DeactivatedUser access removed
User Role ChangedRole updated

Schedule Triggers​

TriggerFires When
DailyEvery day at configured time
WeeklySpecific day and time each week
MonthlySpecific day and time each month

Schedule Configuration​

When using schedule triggers, configure:

SettingOptions
FrequencyDaily, Weekly, Monthly
TimeHour and minute (24-hour format)
Day of WeekFor weekly schedules (Monday-Sunday)
Day of MonthFor monthly schedules (1-31)

Schedule Preview​

When configuring a schedule trigger, the rule builder shows:

  • Next 5 executions: Preview when the rule will run
  • Timezone display: Times shown in your local timezone
  • Validation: Ensures schedule configuration is valid

This helps verify the schedule is set correctly before activating the rule.

Conditions​

Adding Conditions​

Conditions filter when rules apply:

  1. Click Add Condition
  2. Select field to check
  3. Choose operator
  4. Enter value

Condition Operators​

OperatorDescription
EqualsExact match
Not equalsDoesn't match
ContainsIncludes text
Greater thanNumeric comparison
Less thanNumeric comparison
Is emptyNo value
Is not emptyHas value

Common Conditions​

ConditionExample Use
Priority equalsOnly critical items
Location equalsSpecific site
Item type equalsCertain equipment
User role equalsSpecific roles

Multiple Conditions​

Combine conditions:

  • AND - All must be true
  • OR - Any can be true

Example:

IF Priority is Critical AND Location is Building A

Action Types​

Notification Actions​

ActionDescription
Send emailEmail to specified users
Send in-app notificationNotify within Kuviq
Send SMSText message (if configured)

Assignment Actions​

ActionDescription
Assign to userSet specific assignee
Assign to roleAssign to role members
Assign by locationLocation-based assignment

Data Actions​

ActionDescription
Update fieldChange a value
Create recordCreate new item/action
Tag itemAdd tags

Integration Actions​

ActionDescription
WebhookSend data to external URL
Create calendar eventAdd to calendar
Log to auditRecord in audit log

Common Rule Examples​

Failed Inspection Alert​

Purpose: Notify manager when inspection fails

WHEN: Inspection Completed
IF: Result = Failed
THEN: Send email to [Location Manager]

Overdue Inspection Reminder​

Purpose: Alert when inspection becomes overdue

WHEN: Inspection Overdue
THEN: Send notification to [Assignee]
      Send notification to [Manager]

Critical Item Assignment​

Purpose: Auto-assign critical corrective actions

WHEN: Corrective Action Created
IF: Priority = Critical
THEN: Assign to [Safety Manager]
      Send email to [Leadership]

New Item Welcome​

Purpose: Set up new items

WHEN: Item Created
IF: Item Type = Fire Extinguisher
THEN: Create inspection schedule
      Send notification to [Location Inspector]

Weekly Summary​

Purpose: Send weekly status report

WHEN: Weekly (Monday 8 AM)
THEN: Generate compliance report
      Send email to [Management Team]

Managing Rules​

Viewing Rules​

  1. Go to Admin > Automation
  2. See all rules listed
  3. View status (active/inactive)

Rule List Details​

ColumnDescription
NameRule name
TriggerWhat starts it
StatusActive or inactive
Last RunWhen last executed
Run CountTimes executed

Editing Rules​

  1. Find rule in list
  2. Click Edit
  3. Modify components
  4. Save

Activating/Deactivating​

Toggle rules on/off:

  1. Find rule
  2. Click toggle switch
  3. Or use Activate/Deactivate button

Deleting Rules​

  1. Find rule
  2. Click Delete
  3. Confirm deletion

Testing Rules​

Test Mode​

Before activating:

  1. Create rule
  2. Click Test
  3. Select sample data
  4. Review what would happen
  5. Adjust if needed

Test Results​

Test shows:

  • Would rule trigger?
  • Which conditions matched
  • What actions would run
  • Preview of results

Rule History​

Execution Log​

View past executions:

  1. Go to Admin > Automation
  2. Select a rule
  3. Click History or View Executions
  4. See execution history

Log Details​

Each execution record shows:

FieldDescription
Executed AtWhen the rule ran
TriggerWhat triggered execution
StatusSuccess, partial, or failed
DurationHow long execution took
ActionsList of actions performed
ResultsOutcome of each action

Action Results​

For each action in an execution:

  • Success: Action completed successfully
  • Failed: Action failed with error message
  • Skipped: Action was skipped due to conditions

Manual Execution​

You can manually trigger a scheduled rule:

  1. Open the rule
  2. Click Execute Now
  3. Rule runs immediately with current data
  4. View results in execution history

This is useful for testing or running a scheduled rule outside its normal schedule.

Best Practices​

Rule Design​

  1. Start simple - Basic rules first
  2. Be specific - Use conditions to target
  3. Test thoroughly - Before activating
  4. Monitor - Check execution logs
  5. Document - Clear names and descriptions

Performance​

  1. Avoid overly broad triggers
  2. Use conditions to filter
  3. Don't create duplicate rules
  4. Disable unused rules

Maintenance​

  1. Review rules periodically
  2. Clean up obsolete rules
  3. Update for process changes
  4. Monitor for errors

Troubleshooting​

Rule Not Triggering​

Check:

  • Rule is active
  • Trigger event occurred
  • Conditions are met
  • No errors in log

Wrong Actions Executed​

Check:

  • Conditions are correct
  • Action configuration
  • Target recipients

Rule Errors​

Common issues:

  • Invalid email addresses
  • Permission issues
  • External service unavailable
  • Invalid field values

Permissions​

Who Can Manage Rules​

Typically:

  • Super Admins
  • Admins (organization rules)
  • May require specific permission

Rule Scope​

Rules can be:

  • Organization-wide
  • Location-specific
  • User-specific

Next Steps​