Path | Duration | Level | Before you start | ||
🟣 Configurator · Level 2 | 45 min | Advanced | [[10 · Consultas - reutilizar los datos que ya tienes | Queries - reusing the data you already have]] · [[11 · Programaciones - el trabajo planificado | Schedules - planned work]] |
Events react when someone saves. But there are situations that do not depend on anyone saving anything: controls that have gone days without review, documents about to expire, too many rejections in one morning. That is what automations are for: Mairu reviews the data every so often and acts if it finds something.
🎯 By the end you'll know how to
Tell when to use an event and when an automation.
Create an Indicator-type automation with a condition and a threshold.
Create a List-type automation that acts on several records.
Use the current date to make an automation dynamic.
🧠 The idea: query + frequency + action
An automation is a query that Mairu runs periodically:
EVERY day at 8:00 QUERY controls pending review IF there are results (or the value exceeds a threshold) DO notify / send email / change status / webhook / schedule form
Event | Automation | |
Fires | On saving a response | With a frequency (every X minutes, every day, every Friday…) |
Looks at | One response | All of those a query returns |
Typical question | "When someone saves this, does anything happen?" | "Is there anything in my data that needs attention?" |
Two types
Type | Uses a query… | Example | Actions |
Indicator | of type Indicator (a number) and a condition on it | If there are more than 2 NOT OK today… | Notify, send email, webhook |
List | of type List: acts on each record it returns | For each control pending review… | Plus: change status and schedule form |
🛠️ Guided practice
Automation 1 · Alert if rejections pile up (Indicator)
The query. In Settings > Queries create the query NOT OK since a date, type Indicator, with a parameter of type Date called desde:
{
"select": "temperatura",
"aggregate": "count",
"from": "control_envasado",
"where": [
{
"allConditions": {
"conditions": [
{ "field": "resultado", "operation": "=", "value": "NOT OK" },
{ "field": "created_at", "operation": ">=", "value": "desde" }
],
"type": "and"
},
"type": "and"
}
]
}
With count the responses that meet the conditions are counted; since temperatura is required, they all have it. Test it with Testing before continuing.
The automation.
In Settings > Automations create a folder Quality and, inside it, an automation Accumulated rejections.
When > Query: type Indicator, query NOT OK since a date. Assign the current date to the
desdeparameter.Condition: greater than
2.Frequency: every 60 minutes.
Action: Send email to
calidad.pruebawith the subject More than 2 NOT OK controls today.
Automation 2 · Reminder of unreviewed controls (List)
The query. Create Controls pending review, type List, filtering by the status name:
{
"select": ["created_at", "linea", "lote", "motivo_rechazo"],
"from": "control_envasado",
"where": [
{
"allConditions": {
"conditions": [
{ "field": "state_id", "attribute": "name", "operation": "=", "value": "Pending review" }
],
"type": "and"
},
"type": "and"
}
]
}
The automation.
Create Review reminder, type List, with this query.
Frequency: every day at 8:00.
Action: Notify the Quality department.
💡 With the Schedule form action you could go a step further: create a review task for each pending control, with the data inherited from the query. If you enable Create automatic response, Mairu directly creates the response with that data.
🔍 Check that it works
Record three NOT OK controls today: in less than an hour the Accumulated rejections email arrives.
Leave a control in Pending review until the next day: at 8:00 Quality receives the notification.
Change that control to Non-compliant with the status selector: the next day it no longer appears in the reminder.
⚠️ Common mistakes
"I can't create the automation." If you don't have any, create a folder first.
Using an automation where an event is enough. If the alert must go out at the moment of saving, use an event: it is immediate and simpler.
Frequencies too high with noisy actions. An Indicator automation that is met every 5 minutes will send an email every 5 minutes. Adjust frequency and threshold with the person who receives the alerts in mind.
Queries with fixed dates. A query with
"2026-11-01"written by hand will stop working tomorrow. Use a Date-type parameter and the current date.Scheduling forms en masse without reviewing their events. Responses created automatically also fire the events of the target form.
🏋️ Challenge
Quality wants to monitor the expiry dates: every Monday, a list of the packaged batches whose expiry falls within the next 30 days, sent by email. Design the query, think about which parameter you need and create the automation. Hint: review the case Controlling training and certificates that expire, it solves a very similar problem.
📚 Learn more
How to send an email when a form meets a condition
➡️ Next lesson: Dashboards - a screen for each profile