How to build a status transition flow (automation)

What are automations?

Automations let you define "if this, then that" rules that fire automatically when work order events occur. They reduce manual work, enforce business rules and ensure consistency across your team.

Anatomy of an automation

Every automation consists of three parts:

Trigger — the event that starts the automation (e.g. work order created, status changed, work order completed).
Conditions — optional filters that narrow when the automation fires. Conditions support AND and OR logic.
Actions — what happens when the trigger fires and conditions are met.

Available actions

Update a work order field
Send an email notification
Create a task
Archive the work order
Create a follow-up work order
Calculate travel kilometres

Building your first automation

Navigate to Settings > Automations.
Click Add Automation.
Select a trigger (e.g. Status Changed).
Add conditions if needed (e.g. work type = "Maintenance" AND status = "Complete").
Define one or more actions (e.g. send email to planner, create follow-up work order).
Save and enable the automation.

Testing and monitoring

After enabling an automation, create a test work order and walk through the trigger scenario. Check the status changes section on the work order to see an execution log of which automations fired and what actions were taken.

Tips

Start with simple automations and add complexity gradually.
Use descriptive names so other administrators can understand the purpose at a glance.
Be careful with cascading automations — one automation's action can trigger another.