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

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.

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

  2. Select Create

  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:

Workflow IF Statements

The Follow IF statements can be used to start your workflow

  • Work Order is Created

  • Work Order is Deleted

  • Work Order is Closed

  • Request is Created

  • Request is Approved

  • Request is Denied

  • Purchase Order is Created

  • Purchase Order is Updated

  • Task Is Updated

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".

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