Triggers & Automation

Triggers let TiniVault automatically send you email notifications based on your items. You define the search criteria, set a time, and TiniVault will check your items every day and email you when matches are found.

Prerequisites

Triggers require email (SMTP) to be configured. If you haven't done that yet, ask whoever set up your TiniVault server to configure it, or see the Administration page.

What Are Triggers?

A trigger combines:

• A search query — the same type of filter you'd use on the search page (tags, field values, text search)
• A schedule — what time of day to run the check
• An action — send an email with the matching items

If the search finds any items, you receive an email listing them. If nothing matches, no email is sent.

Real-world examples:

• 📅 "Email me every morning with any warranties expiring in the next 30 days"
• 🚗 "Email me every Monday with vehicles due for service this month"
• 🏠 "Email me on the 1st of each month with insurance policies up for renewal"

Creating a Trigger

1. Go to Settings → Triggers in the sidebar navigation
2. Click New Trigger
3. Fill in the trigger details:

Basic information:

• Name — a description of what this trigger does (e.g., "Warranty expiry alerts")
• Enable — toggle to activate or deactivate the trigger

Search query:

• Use the same filter builder as the Search page
• Add tag filters, field filters, and text search as needed
• The trigger will run this exact query every day

Schedule:

• Set the time of day when the trigger should run

4. Click Save to create the trigger

How Triggers Work

Every day at the configured time, TiniVault:

1. Runs the trigger's search query against all your items
2. If any items match, sends an email to the configured recipient(s)
3. If no items match, no email is sent — you're not bothered with empty reports

The email contains a summary of the matching items including their names, key fields, and tags.

Managing Triggers

The Triggers page shows all your triggers with their status:

• Active — the trigger runs daily
• Inactive — the trigger is paused (toggle the switch to re-enable)

Testing a Trigger

You can run any trigger immediately without waiting for the daily schedule:

1. Open the Triggers page
2. Find the trigger you want to test
3. Click the Test button (play icon)
4. TiniVault runs the query now and sends the email if items match

This is useful to verify a new trigger is set up correctly.

Editing a Trigger

Click the edit icon next to any trigger to open the edit dialog. You can change:

• The trigger name
• The search query
• The schedule time
• Whether the trigger is active

Deleting a Trigger

Click the delete icon next to a trigger and confirm to remove it permanently.

Trigger Ideas

Here are some useful triggers you might want to set up:

📅 Warranty & expiry reminders

• Filter: Field "Expiry Date" is within the next 30 days + Tag includes #warranty
• Schedule: Every morning at 8:00 AM
• You'll know when warranties are about to expire

🚗 Vehicle maintenance

• Filter: Tag includes #vehicle, Field "Next Service Date" is within the next 7 days
• Schedule: Every Monday at 9:00 AM
• Never miss a service appointment

📋 Insurance renewal

• Filter: Tag includes #insurance, Field "Renewal Date" is within the next 60 days
• Schedule: First of each month at 8:00 AM
• Enough notice to compare policies

🏠 Appliance inventory check

• Filter: Tag includes #appliance, Field "Purchase Date" is more than 10 years ago
• Schedule: Once a year
• See which appliances might be due for replacement