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How to Use Automated Workflows

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!

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

All plans can create up to 1 custom workflow! To add additional workflows, upgrade to the Business Plus plan.

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.

We recommend you check out our video tutorial on Automated Workflows!

 How to Create an Automated Workflow

  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.
    • You can add multiple/additional AND statements to make this workflow more specific.
  6. Now, choose your THEN statement, such as assigning a priority or asset to a work order.
    • 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)
  7. Finally, click Save!

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

Having trouble? Contact your Customer Success Manager to get the help you need to set up your workflows!

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 Inspection Task Item can trigger a work order:

This feature is only available in our Business Plus and Enterprise plans.