How to track asset inventory while minimizing alerts

Sam Peirce
Sam Peirce Administrator admin

A common challenge that Oomnitza users face is how to receive alerts when inventory drops below a certain threshold, without receiving an alert every time a transaction occurs after that threshold has been met. The below process allows users to circumvent this by initializing these alerts from Oomnitza’s Locations module and defining inventories through API Blocks.

Prerequisites

All that’s needed to run this workflow is a Location object in Oomnitza with two fields: 

Inventory: A number field that is used to store a count of asset inventory.

Inventory Alert Sent: A checkbox field that is used to determine if an alert has been sent, and prevent additional alerts from being resent until the stock drops below the desired threshold a second time.

The general workflow outline

Here’s a visualization of how the workflow works. This workflow should be created in Oomnitza’s Locations module. While it may seem complex, the steps are relatively straightforward, and Oomnitza’s support team is happy to help with setting it up.

Begin Block: Every hour we run this workflow for a single location. The Action type should be Schedule, and the rule criteria should be: Name equals {the desired location}.

API Block: When the workflow begins, we first use the API Block to call the following URL:

https://{instance}.oomnitza.com/api/v3/assets?filter=status eq 'inventory'

In this example, we’re looking solely at devices with a status of inventory, however Oomnitza’s filter logic can be used to define any type of inventory desired.

In the Authorization section, we include Oomnitza credentials that have read access to assets.

In the Response section, we include the following mapping: 

Response field: {{ (response | length ) }} = Oomnitza field: Inventory.

Wait Block: After running the workflow, we wait for 1 minute to make sure everything updates properly.

Conditional Threshold: If the inventory is less than X, we want to initiate an alert, where X is our minimum amount of inventory before sending an alert. If we follow the “No” path, we move to an Update block, which clears the Inventory Alert Sent field to ensure that we resend an invite the next time inventory drops below the desired threshold. 

If we follow the “Yes” path, we take the following steps:

Use a Conditional Threshold to check if an alert has already been sent. If one has, we complete the workflow without sending an alert.

If an alert has not been sent, we use a Notification block to sent an alert to our IT team, or create a ticket in our ticketing system, then we use an Update block to mark the alert as sent.

Finally, we end the workflow.

This is a convenient way to track inventory (or anything else you can think of) without creating a glut of alerts, and the workflow can be tailored to meet the needs of your organization. For questions or help setting this up, please reach out to your Customer Success Manager or to [email protected]