What Are Order Automation Rules?

Introduction

Order Automation Rules are ARMOR's most powerful tool for streamlining preventive maintenance, parts replenishment, and routine servicing. Instead of manually creating orders for every PM cycle or scheduled inspection, automation rules let you define conditions under which ARMOR automatically creates orders—based on runtime hours, calendar intervals, alerts, or other triggers. Once configured, rules run continuously in the background, creating orders when your equipment reaches maintenance milestones, eliminating manual tracking and ensuring PM schedules are never missed.

This article explains what automation rules are, how they work, what types of rules exist, and how they interact with vendors, assets, and approval workflows.

What Is an Automation Rule?

Core Concept

An automation rule is a conditional trigger that monitors one or more assets and automatically creates a service or parts order when defined conditions are met. Rules are associated with:

• A vendor who receives the order
• One or more assets (or all assets with specific tags, such as all CAT generators)
• A trigger condition (e.g., every 500 hours of runtime, every 6 months)
• An order template (description, priority, approval requirements)

When the trigger condition is met, ARMOR automatically creates a new order, assigns the correct vendor, and sends the order through the approval workflow (if applicable) and ultimately to the vendor for fulfillment.

Example Scenario

Imagine you have 50 CAT C15 generators that require preventive maintenance every 500 hours of runtime. Without automation rules, you would need to:

• Manually track each generator's runtime
• Remember when each generator is due for PM
• Create 50 individual orders throughout the year as each generator reaches 500 hours
• Risk missing PM cycles, causing warranty issues or equipment failures

With an automation rule, you configure the rule once:

• Rule Name: "CAT C15 500-Hour PM"
• Applies To: All assets with Manufacturer = "Caterpillar" AND Model = "C15"
• Trigger: Every 500 hours of runtime
• Vendor: CAT Power Systems (or your preferred service vendor)
• Order Description Template: "Perform 500-hour PM per CAT C15 maintenance schedule. Replace oil, filters, inspect belts and coolant..."
• Priority: Normal
• Requires Approval: No (automatic send)

ARMOR monitors all 50 generators' runtime. When Generator #1 reaches 500 hours, ARMOR automatically creates Order SVC-001, assigns it to CAT Power Systems, and sends the order email—without any manual intervention. When Generator #2 reaches 500 hours two weeks later, the same process repeats. Over the course of the year, 50 orders are created automatically, each perfectly timed to the equipment's actual usage.

The result: Zero missed PMs, zero manual tracking, and consistent maintenance across your entire fleet.

Types of Automation Rules

ARMOR supports several types of automation rules, each designed for different maintenance or ordering scenarios:

1. Runtime-Based Rules (Hour-Meter Triggers)

Runtime-based rules trigger orders based on equipment operating hours, as reported by hour meters or engine control units.

Trigger Type	Example	Best For
Every X Hours	"Create order every 500 hours"	Generator PM, engine oil changes, diesel engine inspections
At Specific Hour Thresholds	"Create order at 1,000 hours, 2,500 hours, 5,000 hours"	Major overhauls, increasing maintenance intensity as equipment ages

How It Works:

• ARMOR continuously polls asset runtime data (from IoT telemetry, manual updates, or integration with control systems)
• When an asset's hour meter crosses the threshold (e.g., 500 hours since last order), ARMOR creates an order
• The rule "resets" after each order, so the next order will be triggered at 1,000 hours, then 1,500 hours, and so on

Real-World Example:

"Every CAT C18 generator requires PM every 750 hours. I created a runtime-based rule that triggers at 750-hour intervals. Over the past year, ARMOR created 18 orders across my 12 generators (some generators run more than others). Every order was perfectly timed to actual usage, and I never had to manually check hour meters."

2. Calendar-Based Rules (Time Interval Triggers)

Calendar-based rules trigger orders at fixed time intervals, regardless of equipment usage.

Trigger Type	Example	Best For
Every X Months	"Create order every 6 months"	Quarterly inspections, semiannual PM, annual certifications
On Specific Dates	"Create order on January 1 and July 1 every year"	Annual inspections, regulatory compliance checks
Days Before/After Event	"Create order 30 days before asset install anniversary"	Warranty renewals, annual certifications

How It Works:

• ARMOR monitors the calendar and creates orders on the defined schedule
• Rules can be configured to trigger on specific days (e.g., the 1st of every month) or relative to dates (e.g., 90 days after last order)

Real-World Example:

"Our fire suppression systems require quarterly inspections by law. I created a calendar-based rule that triggers every 3 months. Every January 1, April 1, July 1, and October 1, ARMOR creates an order and sends it to our fire safety contractor. I get reminded 30 days in advance via email notification, giving me time to coordinate site access."

3. Alert-Based Rules (Event-Triggered Orders)

Alert-based rules trigger orders when specific equipment alerts or conditions are detected.

Trigger Type	Example	Best For
Critical Alert	"Create order when asset sends 'Overheat' alert"	Emergency service requests for equipment failures
Warning Alert	"Create order when asset sends 'Low Coolant' warning"	Preventive action before failures occur
Threshold Breach	"Create order when asset temperature exceeds 200°F"	Condition-based maintenance

How It Works:

• Assets with IoT telemetry send real-time data to ARMOR
• When a monitored parameter breaches a threshold (e.g., coolant temperature > 200°F), ARMOR creates an alert
• If an automation rule is configured for that alert type, ARMOR immediately creates a service order

Real-World Example:

"Our Cummins generators send telemetry alerts when engine temperature exceeds safe limits. I created an alert-based rule that automatically creates an emergency service order when an 'Overheat' alert is received. Last month, Generator #8 overheated at 2:00 AM. ARMOR created an emergency order, sent it to our 24/7 service vendor, and the technician was on-site by 4:00 AM. We never would have known about the issue until morning without automation."

4. Hybrid Rules (Multiple Triggers)

Hybrid rules combine multiple trigger types, creating orders based on whichever condition is met first.

Trigger Combination	Example	Best For
Runtime OR Calendar	"Create order every 500 hours OR every 12 months (whichever comes first)"	PM for generators that may sit idle for long periods (e.g., standby generators)
Calendar AND Alert	"Create order every 6 months, but create an emergency order if alert is received"	Scheduled PM with emergency override for failures

Real-World Example:

"Our standby generators don't run often, so hour-meter-based PM isn't always appropriate. I created a hybrid rule: 'Create PM order every 500 hours OR every 12 months, whichever comes first.' Generators that run frequently get PM based on hours. Generators that sit idle get PM at least once a year to ensure they're ready when needed."

Anatomy of an Automation Rule

Every automation rule contains the following configuration fields:

Rule Identification

Field	Description	Example
Rule Name	User-friendly name for the rule	"CAT C15 500-Hour PM"
Rule ID	Unique identifier (auto-generated)	RULE-00123
Rule Status	Active, Paused, or Disabled	Active

Rule Scope (Which Assets?)

Field	Description	Example
Asset Filter	Defines which assets the rule applies to	All assets with Manufacturer = "Caterpillar" AND Model = "C15"
Specific Assets	Optionally, apply rule only to specific assets	Generator #12345, Generator #67890
Site Filter	Optionally, apply rule only to assets at specific sites	All assets at "Boston Data Center" site

Trigger Conditions

Field	Description	Example
Trigger Type	Runtime, Calendar, Alert, or Hybrid	Runtime
Trigger Value	Specific threshold or interval	Every 500 hours
Trigger Offset	Optional: Trigger X units before/after threshold	Trigger 50 hours early (at 450 hours) to allow scheduling time

Vendor Assignment

Field	Description	Example
Vendor	Which vendor receives orders created by this rule	CAT Power Systems
Vendor Selection Mode	Fixed vendor OR use asset's vendor filtering rules	Fixed: Always send to CAT Power Systems

Order Template

Field	Description	Example
Order Type	Service, Parts, or Capital	Service
Order Description Template	Pre-written description (can include placeholders)	"Perform 500-hour PM per CAT C15 schedule. Oil change, filter replacement, belt inspection..."
Priority	Emergency, Urgent, Normal, or Low	Normal
Requires Approval	Yes or No (or inherit from vendor config)	No (automatic send)
Maintenance Mode	Enable maintenance mode when order is created?	Yes (auto-enable maintenance mode for the asset)

Notifications and Reminders

Field	Description	Example
Notify Users	Email specific users when rule creates an order	Notify facility manager and maintenance supervisor
Pre-Trigger Warning	Send reminder email X days/hours before trigger	Send reminder 30 days before PM is due

How Automation Rules Interact With Other ARMOR Features

Automation Rules + Vendor Filtering

Automation rules work seamlessly with vendor filtering. You have two options:

1. Fixed Vendor: The rule always sends orders to a specific vendor, regardless of the asset's filtering rules. This is useful when you have a contract with a specific vendor for PM services.
2. Use Asset Vendor Filtering: The rule respects each asset's vendor filtering rules (based on required/optional tags and priority). This is useful when different assets may have different preferred vendors.

Example:

• You create a rule for "CAT generator 500-hour PM"
• Rule is set to "Use Asset Vendor Filtering"
• Generator #1 has vendor filtering configured: CAT Dealer (priority 1), Generic Service Provider (priority 2)
• Generator #2 has different filtering: Regional Service Co. (priority 1)
• When the rule triggers for Generator #1, the order goes to CAT Dealer
• When the rule triggers for Generator #2, the order goes to Regional Service Co.

This flexibility allows a single rule to apply across hundreds of assets while still respecting asset-level vendor preferences.

Automation Rules + Approval Workflow

Orders created by automation rules can be configured to require approval or bypass approval:

• Require Approval: Orders created by the rule enter "Pending Approval" status and are sent to designated approvers before being sent to the vendor. Useful for high-cost PM or when management wants visibility.
• Bypass Approval (Automatic Send): Orders created by the rule are automatically sent to the vendor without approval. Useful for routine, low-cost PM that has been pre-approved.
• Inherit From Vendor: Use the vendor's approval configuration (some vendors require approval, others don't).

Best Practice: For routine PM under $500, configure rules to bypass approval to maximize efficiency. For major services or expensive parts, require approval.

Automation Rules + Maintenance Mode

Service orders created by automation rules can be configured to automatically enable Maintenance Mode for the asset. When maintenance mode is enabled:

• ARMOR's alerting system knows the asset is intentionally down for service
• Alerts are suppressed to avoid false alarms
• Dashboard status changes from "Operational" to "In Maintenance"
• Maintenance mode automatically disables when the order is marked "Complete"

This integration ensures accurate reporting and prevents unnecessary alarm escalations during scheduled maintenance.

Automation Rules + Asset-Level Overrides

Automation rules can be overridden at the asset level. For example:

• A global rule applies to all CAT C15 generators (trigger every 500 hours)
• Generator #12345 is under warranty and requires PM every 250 hours per warranty terms
• You create an asset-level override for Generator #12345: "Trigger every 250 hours instead of 500"
• All other CAT C15 generators continue using the global 500-hour rule

Asset-level overrides are powerful for handling exceptions without creating separate rules. See the article "Asset-Level Behavior & Rule Overrides" for details.

Common Automation Rule Scenarios

Scenario 1: Fleet-Wide Generator PM

Challenge: You manage 80 generators from multiple manufacturers (CAT, Cummins, Kohler). Each manufacturer has different PM intervals.

Solution:

• Create separate rules for each manufacturer/model combination:
  • Rule 1: CAT C15 generators - every 500 hours
  • Rule 2: Cummins QSK60 generators - every 750 hours
  • Rule 3: Kohler 150kW generators - every 12 months (calendar-based, for standby units)
• Each rule uses asset vendor filtering so orders go to the appropriate dealer or service provider
• Rules bypass approval (routine PM is pre-authorized)

Outcome: ARMOR creates approximately 120 PM orders per year across the fleet. Zero manual tracking. 100% compliance with manufacturer PM schedules.

Scenario 2: Emergency Response for Critical Alerts

Challenge: Data center generators must respond immediately to failures. Manual order creation is too slow.

Solution:

• Create alert-based rules for critical alerts:
  • Rule: "Overheat Alert" → Create emergency service order, send to 24/7 vendor
  • Rule: "Battery Failure Alert" → Create urgent service order
  • Rule: "Fuel Level Critical" → Create parts order for fuel delivery
• Rules are configured with "Emergency" priority and bypass approval
• Vendor receives the order email instantly when the alert is triggered

Outcome: Mean time to vendor notification reduced from 2 hours (manual) to 2 minutes (automated). Faster vendor response reduces downtime risk.

Scenario 3: Regulatory Compliance Inspections

Challenge: Fire suppression systems require quarterly inspections by law. Missing an inspection results in fines and insurance issues.

Solution:

• Create calendar-based rule:
  • Rule: "Fire Suppression Quarterly Inspection"
  • Trigger: Every 3 months (January 1, April 1, July 1, October 1)
  • Applies to all assets with Type = "Fire Suppression"
  • Vendor: Fire Safety Contractor
  • Pre-trigger notification: 30 days in advance
• Rule requires approval (facility manager must confirm site access arrangements)

Outcome: 100% compliance with quarterly inspection requirements. Facility manager receives reminder 30 days in advance, reviews order, approves it, and coordinates site access. Zero missed inspections over 3 years.

Scenario 4: Parts Replenishment for High-Use Equipment

Challenge: Manufacturing facility uses compressed air systems that require air filter replacements every 2,000 hours. Filters are inexpensive, but failure to replace them causes expensive compressor damage.

Solution:

• Create runtime-based rule for parts orders:
  • Rule: "Compressor Air Filter Replacement"
  • Trigger: Every 2,000 hours
  • Order Type: Parts
  • Order Description: "Ship (1) air filter, Part # AF-1234"
  • Vendor: Compressor Parts Supplier
  • Priority: Normal
  • Trigger offset: -200 hours (trigger at 1,800 hours to allow shipping time)
• Rule bypasses approval (low-cost consumable, pre-approved)

Outcome: Filters arrive before they're needed. Maintenance staff receives filters in stock room with plenty of time to schedule replacement. Zero compressor failures due to dirty filters over 2 years.

Benefits of Automation Rules

Benefit	Impact
Zero Missed PM Cycles	Equipment stays in warranty, failures are prevented, regulatory compliance is maintained
Reduced Manual Work	Maintenance staff spends time on value-added work instead of order creation and tracking
Consistent PM Scheduling	All assets receive PM at the correct interval—no "squeaky wheel" bias
Faster Emergency Response	Alert-based rules ensure vendors are notified immediately when failures occur
Audit Trail and Compliance	ARMOR logs every automatically created order, providing proof of PM scheduling for audits
Scalability	One rule can manage hundreds of assets—no additional workload as fleet grows

Getting Started With Automation Rules

To start using automation rules:

1. Identify High-Volume Repetitive Tasks: Which orders do you create most often? (Generator PM, filter replacements, quarterly inspections?)
2. Start With One Rule: Don't try to automate everything at once. Pick one high-impact use case (e.g., generator PM) and create your first rule.
3. Test the Rule: Monitor the rule for 1-2 cycles to ensure it triggers correctly and orders are accurate.
4. Expand Gradually: Once the first rule is working well, create rules for other use cases.
5. Leverage Auto-Generated Rules: ARMOR can automatically create rules when you add new vendors (see "How Rules Are Automatically Created From Vendors" article).

Related Topics

• How Rules Are Automatically Created From Vendors - Learn how ARMOR generates rules when you create vendors
• Editing, Pausing, or Disabling Rules - Manage and modify existing automation rules
• Asset-Level Behavior & Rule Overrides - Override global rules for specific assets
• How Vendor Filtering Works - Understand how rules interact with vendor filtering
• How the Approval Workflow Works - Configure approval requirements for automated orders

Summary

Order Automation Rules are conditional triggers that automatically create service or parts orders when defined conditions are met—based on runtime hours, calendar intervals, equipment alerts, or hybrid triggers. Rules monitor one or more assets and create orders assigned to specific vendors when thresholds are reached. Automation rules eliminate manual PM tracking, ensure compliance with maintenance schedules, accelerate emergency response, and scale effortlessly as fleets grow. Rules interact with vendor filtering (fixed vendor or asset-level filtering), approval workflows (require approval or bypass), maintenance mode (auto-enable), and asset-level overrides (exceptions for specific assets). Common rule types include runtime-based (every X hours), calendar-based (every X months), alert-based (when specific alerts occur), and hybrid (multiple triggers). Administrators should start with one high-impact rule, test it thoroughly, and expand gradually to additional use cases.

For assistance creating or configuring automation rules, contact the ARMOR Support Team.

Tags: orders, automation, rules, PM, preventive maintenance, scheduled maintenance, triggers, runtime, calendar, alerts