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How to Use Automated Workflows

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.

Automatically assign priority, locations, users, teams, categories, assets, due dates, and reminders based on minimal request or work order inputs.


Types of Automated Work Flows

  • If Work Order is Created:
    • And: Work Order Priority is, Work is assigned to Asset, Work Order is Assigned to Location, Work Order is assigned to User, Work Order is assigned to Team, Work Order Category is, Work Order created time is between hours, Work Order Due date is between,  Work Order Due date is after, Work Order Title Equal to, Work Order Title Contains
      • Then: Assign Priority to Work Order, Assign Asset to Work Order, Assign Location to Work Order, Assign User to Work Order, Assign Team to Work Order, Assign Category to Work Order, Add Checklist Send Work Order Email Reminder
  • If Work Order is Closed:
    • And: Work Order Priority is, Work is assigned to Asset, Work Order is Assigned to Location, Work Order is assigned to User, Work Order is assigned to Team, Work Order Category is, Work Order closed time is between hours, Work Order Due date is between,  Work Order Due date is after, Work Order Title Equal to, Work Order Title Contains
      • Then: Assign Priority to Work Order, Assign Asset to Work Order, Assign Location to Work Order, Assign User to Work Order, Assign Team to Work Order, Assign Category to Work Order, Send Work Order Email Reminder
  • If Request is Created:
    • And: Request Priority is, Request is assigned to Asset, Request is assigned to Location, Request is assigned to User, Request is assigned to Team, Request Category is, Request created time is between hours, Request Due Date is between, request due date is after, Request Title Equal to, Request Title Contains
      • Then: Assign Priority to Request, Assign Asset to Request, Assign Location to request, Assign User to request, Assign Team to request, Assign Category to Request, Add Checklist Approve Request, Send Request Reminder Email
  • If Purchase Order is Created:
    • And: Purchase Order is assigned to Vendor, Purchase Order Category is, Purchase Order due date is between, Purchase Order due date is after, Purchase Order date is between, Purchase Order date is after
      • Then: Assign Vendor to Purchase Order, Assign Category to Purchase Order, Approve Purchase Order, Decline Purchase Order, Fulfill Purchase Order, Send Purchase Order Reminder Email
  • If Purchase Order is Updated:
    • And: Purchase Order is assigned to Vendor, Purchase Order Category is, Purchase Order due date is between, Purchase Order due date is after, Purchase Order date is between, Purchase Order date is after
      • Then: Assign Vendor to Purchase Order, Assign Category to Purchase Order, Approve Purchase Order, Decline Purchase Order, Fulfill Purchase Order, Send Purchase Order Reminder Email
  • If Task is updated:
    • And: Name equal to, Name Contains, Value equal to, Value Contains, Number value is greater then, Number value is less then
      •  Then: Create Work Order, Create Request
  • If Part is updated: 
    • And: Part is, When quantity goes below
      • Then: Create Purchase Order with quantity

How a Failed Form Item can trigger a work order:


How to Make an Automated Workflow

Head to your Settings gear in the lower left hand corner of the menu panel and toggle over to “Automated Workflows“.  Click “Create New Workflow” button.

Step 1: Give you custom workflow a descriptive title

Step 2: Choose your IF. This is what kicks off the automation

Step 3: Next choose if there is any other qualifying criteria, such as the Work Order being assigned to a User or Location (this AND step is optional)

Step 4: If you entered AND data, a secondary field will automatically populate with your data to choose from. Choose or enter a date

Step 5 (Optional): Add Conditions. What additional items would you like to occur for this automated Work Flow Trigger. Example: Work Order is Closed AND Work Order is Assigned to Asset X AND Priority is High

Step 6: Choose your THEN. This is the effect of your IF plus any AND, such as assigning a Priority or an Asset to that Work Order

Step 7: Select from the secondary field that will automatically populate with your data or enter a date or email

Step 8: Click “Save”!

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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.

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.

Having trouble? Contact your Customer Success Manager to get the help you need to set up your workflows!
This feature is only available in our Business Plus and Enterprise plans.