Workflow Automations

Using Workflow Automations to Update Asset Fields

Rachel Link avatar
Written by Rachel Link
Updated over a week ago

Overview

The workflow automation feature allows you to make updates to an asset field when a task is started, completed, or deleted.

This article will teach you how to create workflow automations in Limble.

(Note: only Super Users can configure workflow automations.)

Table of Contents

How to Add a Workflow Automation

Navigate to the Manage Locations page by selecting the Locations icon. From the expanded list of options, choose “Manage.”

Select your desired location by clicking on the location name.

In the new window, scroll down to Workflow Automations.

To add a new workflow, click “Add Workflow Automation.”

Workflow Automation Options

When you create a new workflow, you have 3 configuration options:

Task Type

Task Status (Started, Completed, or Deleted)

Asset Field

Automations are kicked off based on a task type. You can choose to create an automation for all tasks or select PMs, unplanned WOs, work requests, or planned WOs.

To select your task type, click the blue “task” text.

From the new dropdown, select your desired task type.

Next, decide the task status for your automation. By default, Limble will trigger the automation when a task is started.

To select your task status, click the blue “started” text.

From the new dropdown, select your desired task status.

Finally, choose which asset field is going to change. To select your task status, click the blue “Asset’s Field” text.

Select your desired field from the list of options. If you don’t see your desired field, use the search function to look for it.

From here, the field type will determine your options.

If you choose a dropdown field, such as up/down status, you’ll be able to choose from the options you created.

(Note: photo and document fields are not available for workflow automations at this time.)

Populate the field as desired.

Enabling or Disabling a Workflow Automation

By default, when a workflow automation is created it is enabled.

You can disable your automation without deleting it by toggling the slider icon. If the slider is green, the automation is enabled.

If the slider is gray, the automation is disabled.

Example

One of the most common uses for workflow automations is changing the up/down status of an asset at the start of unplanned work orders or work requests.

This will automatically change the up/down status of an asset when unplanned maintenance begins.

First, we’ll add a workflow automation to change the asset field to “down” when a work request is started.

Select “Add Workflow Automation.”

Change the task type to “Work Request” by clicking the blue “Task” text and selecting the correct option from the dropdown.

Keep the timing as is, since we want the field to change when work requests are “Started.”

Click “Asset Field” and select the up/down status field from the dropdown menu, or by using the search function.

From the new dropdown, select the down option.

Repeat this process for unplanned work orders.

Now, the up/down status of my assets will change to “Down” any time a work request or unplanned WO begins.

If you want to change the status to “Up” when unplanned work is completed, add another workflow automation with the following conditions:

When a [Work Request] is [completed], Update an Asset’s [Up/Down Status] with [Up].

Repeat the same for unplanned work orders by configuring an automation with these conditions:

When an [Unplanned WO] is [completed], Update an Asset’s [Up/Down Status] with [Up].

Now your assets’ up/down status will automatically change based on the status of your unplanned work!

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