This article applies to:
Admins
Premium Procurement
About this Article
This article provides an overview of the triggers and actions that can be used in Automations.
Triggers
A trigger is an event that starts the automation. It could be anything from the status of a step changing, a document being uploaded, or a new request being created.
Automations can be built using the following triggers
⚡Document Uploaded
Description: Runs whenever a document is uploaded to a Vendr request.
How to use: Automatically notify team members or start a review process when a new document is added to a workflow request.
Configuration Settings
Workflow Template: Only run when documents are uploaded to requests for this specific workflow template. If a document is uploaded to a request with a different workflow template, the trigger will not run.
Upload specific documents: Only run when documents are assigned with a specific document type. Document types are automatically set by Vendr using document image recognition. For example, if you upload an order form to a request, Vendr will automatically detect it's an order form and assign the document type of Order Form. Standard and custom document types are supported.
⚡Step Status Changed
Description: Runs when the status of a step in a workflow is changed.
How to use: Update stakeholders when a workflow step progresses, ensuring everyone is informed of the current status.
Configuration Settings
Workflow Template: Only run on requests for this specific workflow template. If a document is uploaded to a request with a different workflow template, the trigger will not run.
Step: Only run on a specific step in the selected workflow template
Status changed to: Only run when the status of the selected step is changed from any value to the selected value.
⚡Webhook Received
Description: Runs whenever you make an API request or send a webhook to Vendr.
How to use: Automate your processes in Vendr from an external system or tool.
When you add this action, Vendr will automatically generate a webhook endpoint for your automation. Any time, a POST or PUT HTTP request is made to that URL Vendr will trigger this automation.
To configure this trigger you must first send a test request to the URL provided by the trigger. This allows your automation to use any of the data fields passed into the JSON body of the webhook in any action.
Limitations:
Other HTTP Methods like GET, PATCH, and DELETE will return an error and will not trigger your automation.
Your API request must include a body and the body must be in JSON.
Actions
⚡Change Step Status
Description: Changes the status of a specified step in a workflow.
How to use: Automatically progress a workflow step after completing a prerequisite action or when certain conditions are met.
⚡Send Webhook
Description: Sends a webhook to an external URL with specified data.
How to use: Integrate Vendr workflows with external systems by sending real-time updates or triggering actions in other tools.
⚡Upload Document to Box, Google Drive, MS One Drive, and Dropbox
Description: Uploads a document to a specified cloud storage service (Box, Google Drive, Microsoft OneDrive, Dropbox).
How to use: Automatically back up documents to a cloud storage service or share them with team members via their preferred platform.
⚡Create an Issue in Jira
Description: Creates a new issue in Jira with specified details.
How to use: Automatically generate Jira issues for tracking tasks, bugs, or other items related to Vendr workflows.
NOTE
This action will only appear if you have installed the Jira integration and have added the trigger Step Status Changed.
Configure Settings
Project: Select the Jira or Service Desk project you want to create an issue for
Issue Type: Select the type of issue you wanted created. Standard and custom issue types are supported
Select Issue Fields
You can add data from Vendr to the Jira issue you create by selecting which data fields you want to map to specific fields in Jira.
NOTE
You can only map fields in Jira if they have the same field type. However, if the field is a text field, you can map it to any other field type.
You can sync the following fields from Vendr to your Jira issue. Simplify
Intake questions (standard and custom)
Suppliers and products
Step questions (standard and custom)
Limitations
Syncing checklists fields
Add Attachments
Select which document questions you want to sync to Jira. Whenever a user uploads a document in Vendr, the specified document field(s) will automatically be attached to the corresponding Jira ticket.
Documents available for syncing
Documents upload from intakes
Documents uploaded from steps
Add Comments
Select whether you want comments added to the created Jira ticket to be automatically added to the Vendr request. Comments only sync from Jira to Vendr, you cannot sync comments in the other direction.
Update Status
Select whether the step in Vendr should be marked as completed when the issue has reached the done status or any equivalent custom status you have configured. i.e. the issue has a green checkmark
