How to Set and Manage Automated Workflows
Learn to set up custom automated workflows to double productivity and efficiency!
Jason Visenberg avatar
Written by Jason Visenberg
Updated over a week ago

All plans can create up to 1 custom workflow! For unlimited automated workflows, upgrade to the Business Plus plan today!

UpKeep was created to make the lives of technicians and admins both easier and more productive. Custom workflows mean your team can double productivity quickly and efficiently. The custom Automated Workflows feature allows you to automate your Request and Work Order assignments to maximize your productivity. Now you can customize your UpKeep account to reflect exactly how your team or department operates. Create the perfect system for your team today!

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.

  1. Navigate to your Settings and click on Automated Workflows.

  2. Select Create New Workflow

  3. Give your custom workflow a descriptive title

  4. Select the IF statement to start off this automation. See the section below on the types of automated workflows.*

  5. Next, choose the AND statement, such as if the work order is assigned to a specific user or location. (This step is optional but you can select additional other qualifying criteria. If you select an AND statement, an additional field will populate. You will be able to select from your existing data or type something new in.)

  6. You can add multiple/additional AND statements to make this workflow more specific.

  7. Now, choose your THEN statement, such as assigning a priority or asset to a work order.

  8. This will be the end of the workflow, the result of your IF (along with any AND) statements. An additional field will populate with your data or you can type something in (like a date or email).

  9. Finally, click Save!

Here is an example of assigning a specific team of technicians to new work orders that have a high priority:

How to Change Asset Status with Automated Workflows

With our Automated workflows you can change the status of your assets based on work orders or request created or closed and based on tasks being updated.

Caution: This automated workflow provides a lot of capability. However, it does come with some risk, Improperly establishing these workflows could cause the asset status to be changed too frequently and can skew or jeopardize the accuracy of your assets downtimes.

The following conditions can be used to change Asset Status:

  • Work Order is Created

  • Work Order is Deleted

  • Work Order is Closed

  • Task is Updated

  • Request is Created

  • Request is Approved

  • Request is Denied

Note: Automated workflows to be triggered with the primary condition "Work Order is Created" do not trigger when the work order originated as a request. Separate or duplicate workflows should be created for the primary condition of "Request is Approved".

Examples of Automate workflow set up:

Using these examples and following the steps above to set these up.

Example 1: Work Order is Created AND: Category is.. Damage THEN: Set assets status to Non-Operational (or custom status you have created)

Example 2: Request is Approved AND: Title Contains ..Broken THEN: Set asset status to Non - Operational (or custom status you have created)

Example 3: Work Order is Closed AND: Work Order Category is Damage AND: Work Order Status is Completed THEN: Set Asset status to Operational

Example 4: Task is Updated AND: Value is equal to Fail THEN: Set Asset Status to Non - Operational

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