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About this Article
This article provides an overview of the triggers and actions that can be used in Automations. It reflects the current functionality of Vendr integrations, particularly with Jira, and includes updates on known limitations and supported configurations.
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. 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.
Configuration Settings:
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.
Test Request Requirement: You must first send a test request to the provided URL. This allows your automation to use any of the data fields passed into the JSON body of the webhook in subsequent actions.
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 format.
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 Cloud Storage
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.
Configuration Settings:
Project: Select the Jira or Service Desk project where you want to create an issue.
Issue Type: Select the type of issue to create. Standard and custom issue types are supported.
Select Issue Fields: Map data from Vendr 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.
Supported Field Types:
Text Fields: Single-line and Multi-line text fields.
Number Fields: Simple numerical values.
Dropdown Fields: Single-select fields only.
Limitations:
Cascading select fields and other complex Jira custom fields are not supported.
Dropdown fields in Jira cannot be updated through Vendr.
Add Attachments
Description: Sync attachments from Vendr to Jira tickets.
How to use: Automatically attach files uploaded in Vendr to the corresponding Jira issue.
Configuration Settings:
Document Questions: Select which document questions you want to sync to Jira. Any documents uploaded to these fields in Vendr will be attached to the Jira ticket.
Document Sources: Includes documents uploaded through intakes and workflow steps.
Add Comments
Description: Sync comments between Vendr and Jira.
Configuration Settings:
Comments sync from Jira to Vendr automatically. Comments cannot sync from Vendr to Jira.
Update Status
Description: Updates a step in Vendr based on the status of a Jira issue.
Configuration Settings:
Vendr steps are marked as completed when the Jira issue reaches the "Done" status.
Limitations:
Currently, the integration does not recognize alternate statuses (e.g., "Resolved") or resolutions. Only the "Done" status is supported for step completion.
Documentation previously stated broader compatibility with custom statuses but has been updated to reflect current functionality.
Limitations
Only supported field types (Text, Number, Single-select Dropdown) can be synced.
Status updates require the Jira issue to explicitly reach the "Done" status. Resolutions alone do not trigger Vendr step completion.
Comments only sync from Jira to Vendr.
Select list fields in Jira cannot be updated through Vendr.