Connect apps

Each system you can automate is an app in the builder: a set of triggers and actions for that system. Two of them are Assignar's own. The rest of the catalog covers hundreds of the tools businesses run on, from email, calendars and spreadsheets to chat, cloud storage and accounting packages, plus utility steps for schedules, delays, branches and formatting data.

Assignar Pay

Assignar Pay is connected for you, with nothing to sign in to. Its steps act as the workspace's acting user, shown as Runs as in the toolbar, so a step works only if that person could do the same thing in Assignar Pay. See Share workflows.

What it can watch for

Assignar Pay triggers fire within seconds of the event:

Worker tag triggers fire once per tag, so a workflow can react to one tag such as Inducted.

Narrow a trigger with filters

Depending on the record, you can filter by client, project, supplier, worker, tag, form, status, type or a minimum amount. Pick a client and the project list narrows to that client's projects.

Status changes. One Status Changed trigger covers every transition, and you say which move you care about:

• Leave From Status and To Status empty to react to every change.
• Set To Status to Paid for "when an invoice gets paid".
• Set From Status to Pending and To Status to Overdue for "when an invoice tips into overdue".

To react when a timesheet is approved, use Timesheet Approval Status Changed with To Status set to Approved.

Who made the change. Invoice, quote, purchase order and supplier invoice triggers can filter on Created By Role, the role of the person who raised the record. Their status-changed triggers also offer Changed By Role, the role of the person who just moved the status. On supplier invoices, Created By Role includes Supplier, so a workflow can react to a supplier submitting an invoice rather than your team raising one.

A role filter matches the person's role in your organization now, not when the record was raised. Someone who has left never matches, and a record created by an import or an API key has no role, so it never matches either.

What it can do

• Find records: invoices, timesheets, form submissions, dockets, orders, allocations, purchase orders, quotes, supplier invoices, workpacks, workpack defects and cost codes, with filters, sorting and date ranges. Or fetch one record by its reference.
• Move a record on: Update Invoice Status and Update Purchase Order Status.
• Create records: Create Client, Create Cost Code and Create Purchase Order. Create Cost Code takes an External ID, so running it again updates the same code instead of adding a duplicate. A purchase order a workflow raises appears in Purchase Orders like any other; see Raise purchase orders.
• Tag workers: Add Tag to Worker, Remove Tag from Worker and Replace Tag on Worker, for example moving someone from Inducted to Induction Expired. Pick the worker, use the Assignar Pay user who submitted a form, or give an email. Adding a tag the worker already has, or removing one they do not have, does nothing, so a workflow can safely run again. Each change is recorded in the worker's activity, naming the acting user.
• Bring in a supplier invoice: send a PDF or photo of a supplier invoice or receipt into Assignar Pay from an email attachment, a shared drive, a chat message or a form upload. Assignar Pay reads it and leaves a draft for someone to review, so nothing is approved or paid automatically. Give the step a reference for the file, such as the email and attachment it came from, and the same file is never queued twice. See Review supplier invoices.
• Reach people: Send Document Email, Add Comment to a record's activity, Create Notification for roles or named people, and Send SMS to your crew; see Text from a workflow.
• Ask a person first: Request Approval in Assignar pauses the workflow until someone decides; see Add an approval step.
• Maintain client financial controls: read or update assessments, statuses and settings, check an action's policy, request a financial exception and read its status. Controls remain off until you explicitly enable them. See Automate client financial reviews.
• Produce a document: Generate Document merges a document template with data from the workflow and returns a PDF to email, store or attach.
• Check SMS credits: Get SMS Credits reads your remaining balance so a workflow can warn someone before it runs out.

Each step needs the acting user to hold the matching permission in Assignar Pay. For example, Create Purchase Order needs permission to create purchase orders, the tag steps need permission to manage tags, and the supplier invoice step needs permission to create supplier invoices.

Assignar Ops

Assignar Ops connects to your Assignar operations account. The first time you use it, the builder asks for your Region, Client ID and Client Secret, the same details you enter to connect Assignar in Assignar Pay. They are checked when you save the connection.

Assignar Ops triggers check for new activity every few minutes:

• New Form Result, which you can pin to a single form
• New Digital Docket
• New Order and Updated Order
• New Leave Request
• Timesheet Created or Updated

Its actions find, fetch, create and update workers, orders, projects, clients and assets; read form results and dockets; create, approve and decline leave requests; and process timesheets.

Create a worker

The Create Worker step adds a person to Assignar Ops. Fill in:

• User Type (required): Fieldworker for crew who work on site, the default, or Dashboard user for office staff who sign in to the Assignar dashboard.
• First Name, Last Name, Email and Phone, each up to 100 characters.
• Employee ID, up to 50 characters. Leave it blank if you don't use employee IDs.
• Extra details, for any other worker fields you want to set. The worker's type, sign-in and username can't be set here; use User Type instead.

If a field is missing or too long, the step stops before anything is sent to Assignar Ops, with a message that names the field. Fix it and run the workflow again.

Connect an outside system

1. Add the trigger or action you want from that system.
2. On its connection field, choose to add a new connection.
3. Sign in to the system, or paste the details it asks for.

The connection is saved in the workspace, so every workflow in that workspace can pick it from the list, and everyone in a shared workspace can use it. When a system stops accepting a connection, for example after a password change, open the connection and sign in again.

If a system your business depends on is not in the catalog, contact Assignar support with a custom integration request.