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Fleetio Automations give you the ability to set uplogic-based workflows that automate key tasks and repetitive actions in Fleetio. This article will guide you through the process of creating a new Automation using a template or from scratch. You can learn more about Automations in Automations Overview.
IMPORTANT: Automations are available on Professional, and Premium plans.
- Professional plans can have a maximum of two (2) active Automations.
- Premium plans can have a maximum of 20 active Automations.
Creating an Automation from a Template
To create an Automation using a template:
- Go to your Account Menu and select Automations
- Click the Browse Templates button to view the Automation Templates window
The Automation Templates window contains templates created by Fleetio to help you create an automation starting with a basic workflow.
In the Automation Templates window, you can:
- Filter the list by Trigger Type
- Hover over the step icons to view a summary of the Automation steps
- Click the Apply button to select a template
- Click the Apply button to select your desired template
- The template will open in the Automation builder window with the Name, Trigger, Conditions, and Actions selected based on the template you chose.
NOTE: Fleetio creates templates based on values that we see used in most accounts. If your account uses custom values (such as custom Issue Statuses or Vehicle Statuses), Fleetio will attempt to choose the appropriate value from those options; however, it's important to double-check the selected Condition and Actions to ensure they are populated with the correct values.
- (Optional) You can make any changes to the Automation that you'd like.
TIP: See Automations Overview to learn the basics about Automations before making any changes.
- (Optional) Select the checkboxes under Notifications and Monitoring if you would like to receive email notifications with an Automation summary or Automation failures.
- You can now save your Automation by either clicking Save Automation to save it and turn it on later or clicking Enable Automation to save and enable it now.
Once the Automation is enabled, any time the Trigger and Conditions you set up are met, the Automation will execute the Action you selected.
Creating an Automation from Scratch
Before creating a new Automation from scratch, it's important that you understand the basics of how Automations work in Fleetio. See Automations Overview to learn more about Automations.
Video: Creating Automations
Learn how to create a new Automation from scratch by watching the video below.
To create a new Automation from scratch:
- Go to your Account Menu and select Automations.
- Click the + Add Automation button.
The Automation's name will be automatically generated based on the date and time, but it can be edited at any time by clicking the pencil icon next to the Automation name.
To guide you through the process, we'll create a new Automation based on this example scenario:
“When a Work Order is created or updated, and the Work Order status is moved to completed, update the Vehicle status to active.”
The steps below will walk through how to set up the example above:
- On the right of the screen, start by adding a Trigger.
- Use the drop-down to select a Record Type. For our example, select Work Order.
- Next, select the Trigger Type. For this example, choose Created or Updated.
- Click Apply Trigger.
- Next, we need to set the Conditions.
- Click Add Condition.
- For our example, search for "Status", select Work Order Status, then choose is any of and Completed.
- Click Apply Condition.
- Next, select the Action. For our example:
- Set the Record Type to Vehicle,
- Set the Action Type to Update Field
- Set the Field to Status
- For Value, select Replace with, then select Active
- Click Apply Action.
- (Optional) Select the checkboxes under Notifications and Monitoring (e) if you would like to receive email notifications with an Automation summary or Automation failures.
- You can now save your Automation by either clicking Save Automation (f) to save it and turn it on later, or clicking Enable Automation (g) to save and enable it now.
Once the Automation is enabled, any time the Trigger and Conditions you set up are met, the Automation will execute the Action you selected.
