Available On: Starter, Professional and Business Plus
*All plans can create up to 1 custom workflow! Unlimited workflows are available on the Business Plus plan
UpKeep simplifies tech and admin tasks, boosting productivity 🚀 Customize workflows and automate assignments for peak efficiency.
If you’re not sure where to start, download our UpKeep Custom Workflow Planner and get organized with your team before setting up the workflows inside your account.
How to Create an Automated Workflow
You can automatically assign priority, locations, users, teams, categories, assets, due dates, and reminders based on minimal request or work order inputs.
Navigate to Automated Workflows:
Go to Settings from the main menu.
Click on the Automatation tab.
Create a New Workflow:
Click "Create" to start a new workflow.
Title Your Workflow:
Give your custom workflow a descriptive title to easily identify its purpose.
Define the IF Statement:
Select the IF statement to initiate the automation. This statement defines the condition that will trigger the workflow.
Refer to the section on types of automated workflows for options and details.
Add Optional AND Statements:
Choose an AND statement to add additional criteria, such as if the work order is assigned to a specific user or location. This step is optional.
If you select an AND statement, an additional field will appear where you can select from existing data or enter new information.
You can add multiple AND statements to refine the workflow criteria further.
Define the THEN Statement:
Choose the THEN statement, which specifies the action that will be taken once the IF (and any AND) conditions are met.
This is the outcome or result of the workflow. An additional field will appear where you can select data or type in specific details, such as assigning a priority or asset to a work order.
Save Your Workflow:
Review your setup to ensure it meets your requirements.
Click "Save" to finalize and activate your custom automated workflow.
Here is an example of assigning a specific team of technicians to new work orders that have a high priority:
Understanding IF Statements for Automated Workflows in UpKeep
Automated workflows in UpKeep allow you to streamline processes and automate actions based on specific triggers. The IF statements are crucial in determining when and how these workflows should be activated. Here’s a breakdown of the IF statements you can use to start your workflows
Available IF Statements
Work Order is Created
Trigger workflows when a new work order is created in UpKeep.
Work Order is Deleted
Activate workflows when a work order is deleted from the system.
Work Order is Closed
Use this trigger when a work order is marked as closed.
Request is Created
Start workflows when a new request is created.
Request is Approved
Trigger actions when a request is approved.
Request is Denied
Use this IF statement to activate workflows when a request is denied.
Purchase Order is Created
Initiate workflows when a new purchase order is created.
Purchase Order is Updated
Activate workflows when a purchase order is updated.
Task is Updated
Trigger workflows based on updates to tasks within the system.
Important Notes
Work Order Originated from a Request:
Automated workflows triggered with the primary condition "Work Order is Created" do not activate if the work order originated as a request. For work orders created from requests, you need to create separate or duplicate workflows for the primary condition "Request is Approved" to ensure all scenarios are covered.
By understanding and utilizing these IF statements, you can tailor your automated workflows to better meet your needs and ensure efficient operations within UpKeep.