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Guide: Automation in Allmoxy

A map of everything that runs on its own in Allmoxy: catalog pricing and validations, output pages, price adjustments, supplies, triggers, tags and Zapier.

Automation in Allmoxy is everything that happens on its own once you have set it up: the catalog prices and checks each product as the customer builds it, output pages and export files are built when an order is saved, price adjustments apply per customer, supplies are reserved as orders move through production, triggers send emails, texts, tasks and tags when something happens, and webhooks and Zapier carry those same moments to other apps. This guide is a map: a paragraph on each piece, a link to the steps, and a suggested order to set them up in.

Applies to: every Allmoxy site and every order type. Catalog automation, price adjustments and supply allocation are set up by whoever manages your catalog and settings; triggers live at Settings > Operations > Triggers and need the Add/edit site triggers permission.

In this article

Catalog automation: pricing, validations, output pages and export files

Your catalog does the first round of work, with nobody at a keyboard.

Real-time pricing: each product's pricing formula turns the customer's answers into a price while they build the order, so a quote needs no office time. See How Allmoxy prices a product and Guide: Building your catalog.

Validations are restrictions set at the product level that alert the customer to invalid options or invalid combinations. They are set once during the catalog build, and from then on they alert customers automatically on the order page, before the order ever reaches you. See Product validations.

Once an order is saved, Allmoxy automatically generates its output pages. By default these are an invoice, a packing slip and an All Parts cut list, and you can customize them and add as many output pages to your site as you'd like. Product-level and order-level labels are output pages too. See Output pages.

You can also configure export files that generate customized files for your manufacturing software for each order. Use batch orders to combine the export files of several orders into one. See Exporters and Batch orders.

Price adjustments

Price adjustments let you set a pricing structure for different customers and have it apply automatically. Assign an adjustment to one company, or use tags to group similar customers: for example, every company with the Dealer tag gets a 25% markup on the standard price. The adjustment shows on the order page in real time as the customer adds products, so what they see is what they pay. See Price adjustments and Tags in Allmoxy.

Supply allocation (resource allocation)

Once configured, the supplies each product uses are calculated automatically for every product on an order. When the order first reaches Verified or In Progress, those supplies are allocated (reserved) to it. They move to Used on their own only when Auto-Checkout Supplies is on (Settings > E-commerce > Order Settings, either Global or Per Supply with the supply's Auto Checkout ticked); otherwise they stay allocated until someone checks them out. Allmoxy works out each supply's position from its minimum, what is on hand, what is reserved and what is on order, and when a supply falls below its minimum on-hand threshold it is added to the Need to Purchase list so your inventory manager can generate an order with your vendor.

Resource allocation requires configuration. We recommend implementing resource allocation and inventory management after you've launched your Allmoxy site; contact your Customer Success rep for more information. See Allocate supplies to products and Create a purchase order.

Triggers

A trigger is a rule you build: when a certain event happens, for the customers you choose, do one thing. Events come from things your team does (changing an order status, clocking in to a process), things your customers do (signing up, placing an order, signing an output page, uploading a file) and Allmoxy's nightly jobs (past-due reminders, expiring cards, finance charges). The one thing can be an email, a text message, an announcement, a task, adding or removing tags, or a web request to another system.

For example, a trigger you build can watch for an order moving from Ordered to Verified and email the Order Contact: it tells them the status changed, confirms the estimated ship date, and attaches a copy of the invoice. On order events you can include output pages, export files, or both, on a trigger email.

See How triggers work and how to build one for the steps and Trigger events, conditions and message variables for the full list of events.

Tags

Tags are a way to group things in Allmoxy: products, companies, contacts and orders. Use them to flag special orders (rush orders, special-item orders and the like), to group customers for price adjustments and triggers, and to drive reports, output pages and Zapier. Two automation tools work together here: a trigger can add a tag to an order automatically when certain product criteria are met. See Tags in Allmoxy and Automatically add tags to an order.

Webhooks and Zapier: sending events to other apps

There are two ways to send what happens in Allmoxy to another system, and they are separate, with different event lists.

A webhook is a trigger action. Pick the event, give Allmoxy a web address, and it sends that event's data there once, as it happens. It suits anything with a URL to receive it: a project board, a spreadsheet tool, your own system. See Send order data to another app with a webhook.

Zapier is a module Allmoxy turns on for your site; ask your Customer Success Manager or support@allmoxy.com. The Allmoxy app in Zapier then receives new companies and contacts, sign-ups, order status changes, invoices, payments recorded by hand, tags and clock events, and your Zaps pass them to Mailchimp, Google Sheets or whatever else you use. See Connect Allmoxy to Zapier and build your first Zap and Zapier triggers and the data each one sends.

Where to start

This guide is grouped the way our Automation 101 training was: catalog-based automation (real-time pricing, validations, export and output pages), automated workflows (tags, triggers and price adjustments) and production automation (resource allocation). Set them up in roughly that order.

  1. Catalog first. Pricing formulas, validations and your output pages are built during your catalog build, and everything else depends on them.
  2. Tags next. Decide the handful of company tags and order tags you will use (dealer, region, rush), because price adjustments and triggers both run on them.
  3. Price adjustments, if different customers pay different prices.
  4. Triggers. Start with the template triggers that come with your site, switch on an order confirmation and a status email, and add more as you see what your office repeats by hand.
  5. Webhooks and Zapier, once your triggers are steady and you want the same moments in another app.
  6. Supply allocation last, after launch, with your Customer Success rep.

Watch

Automation 202, a recorded training webinar on YouTube, builds on the ideas in this guide with worked examples: Automation 202 on YouTube.

Things to know

  • Triggers run during the save, right away. Nothing is queued or tried again later; a failed email, text or web request is recorded in the Trigger Call Log and left there.
  • One save can fire several triggers. An order that jumps several statuses in one save fires a status trigger once per status it passes, so a customer with an email on every status can get several at once.
  • Trigger emails come from Allmoxy's notification address with your company name. The trigger's Reply Address field is where replies go, so fill it in.
  • A webhook is sent once, with no retry, and regenerating your Zapier key cuts off every Zap using the old one.
  • Zapier's payment events only cover payments you record by hand. For every payment, build a trigger on Payment Made with an email or webhook action.

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