Send email when asset expires

[Antonia]

Hello,

I am trying to create a rule for assets:

As a rule, there is an expiration date for licenses or certificates, for example. If this expiration date is three weeks in the future, a reminder email should be sent to several people or even a mailing list. The asset has a user attribute. I have already tried using a text field and separating the emails with commas or semicolons, but this did not work because no emails were recognized.

When I use the user field, a user is recognized with a user ID, but of course not the email. This is because the email of this user is in a different object type. So how do I link this user attribute to the other mail attribute? So the email is not recognized as an email because it only contains a user and no email in this attribute. The log would only contain the user ID.

[Christos Markoulatos]

Hi @Antonia 

From what i can see, the reason your rule isn’t picking up emails is because {{object:"E-Mail"}} only works if that attribute is an Email type and the value is stored directly on the same object. In your case, the email seems to live in a related object (like a Person or User object), so the smart value needs to follow the reference path.

If your asset has a reference attribute called User pointing to the person object, and that object has an Email attribute, you can use:

{{object.User.Email}}

If you’re sending to multiple users, you can do this in the Recipient(s) field:

{{#lookupObjects}}{{User.Email}}{{^last}}, {{/}}{{/}}

This loops through all the objects returned by your AQL and grabs the email from the linked user object.

Quick setup for your rule:

• Trigger: Scheduled (daily or weekly)
• Condition: AQL like

  objectType = "License" AND "Expiration date" > now() AND "Expiration date" <= startOfDay(21d)

• Action: Lookup objects → same AQL
• Action: Send email → To:

  {{#lookupObjects}}{{User.Email}}{{^last}}, {{/}}{{/}}

Subject and body can also use smart values like {{object.Name}} or {{object.Expiration date}}.

Links that might help:

• Automation smart values for Assets
• Configuring Assets automation rules

Hope this helps!

[Antonia]

Hi @Christos Markoulatos ,

thank you for your reply. Unfortunately, I'm getting several errors in my rule when I try to follow your instructions.

For the first condition: AQL like

For some reason, I can't specify a query in the “Object” tab, even though I'm in global automations.

And the “work item field” tab doesn't really make sense, since we're not talking about work items. T

hen, when I'm at “Send customized email,” I can't use this formula “{{#lookupObjects}}{{User.Email}}{{^last}}, {{/}}{{/}}” because it splits up.

[Jayesh Raghuvanshi]

@Antonia 

Use the attributes.value property while referencing it in the email action 
{{object.E-Mail.value}}

Thanks
Jayesh R

[Antonia]

@Jayesh Raghuvanshi 

thanks for your help, but It didn't work:

I tried the following: {{object.Key-Owner.value}} and {{object.Email.value}}.
The key owners contain the user, and the email simply contains the emails as text. Do I have to separate the emails with a specific character?