Automated Workflows Reference

How Automated Workflows Work

Every workflow is built from three pieces:

• Trigger — the event that starts the workflow (e.g. “Create New Asset,” “Checkout Item”). Each workflow has exactly one trigger.
• Conditions — optional filters that narrow down when the workflow should actually run. If you add no conditions, the workflow runs every time the trigger fires.
• Actions — what happens when the trigger fires and all conditions are met. A workflow can have one action or several.

Field Types & Operators

Both conditions and several actions ask you to pick a field, then present operators and a value input that depend on that field’s type. This behavior is consistent everywhere in the workflow builder:

Condition Subjects

When you add a condition, the first thing you choose is the subject — what the condition is actually looking at. Which subjects are available depends on the trigger (see each trigger’s section below). Here’s the field list for every subject:

Asset

Reftab defaults: Title, Asset ID, Category, Maintenance End, Status Label — followed by all custom asset fields on your account. Operators/values follow the Field Types & Operators table above based on each field’s type.

User Performing Action

The person carrying out the action that fires the trigger (may be an admin acting on someone else’s behalf). Reftab defaults: name, email, access role — followed by all custom loanee fields on your account.

All fields behave as text fields except access role, where the value input becomes a dropdown of your account’s access roles: Administrator, Editor, Viewer, Disabled, plus any custom roles you’ve defined.

Loan

License

Reftab defaults: title, quantity, used count, available count, vendor, order number, purchase date, expiry date, email, licensee, cost, product key, notes — followed by all custom license fields on your account.

Accessory

Reftab defaults: title, Location, quantity, used count, available count, barcode, vendor, order number, purchase date, email, notes — followed by all custom accessory fields on your account.

Kit

Reftab defaults: name, barcode, location — followed by all custom kit fields on your account.

Loanee

The person the item is being checked out to (as distinct from User Performing Action above, who is performing the action). Reftab defaults: title, employee ID, access role, name, email — followed by all custom loanee fields on your account.

Maintenance

Single field: name, with operators equals / is not / is one of. The value input is a dropdown listing your account’s configured maintenance types.

Maintenance Result Of

Available only on Finish Asset Maintenance. Lets you check the actual result entered on a maintenance task. The first dropdown lists all custom tasks on your account; operators are equals / is not / greater than / less than. The value input adapts to that task’s field type (e.g. a list task gives you that field’s options).

Verification

Available only on Custody Verification Completed.

Actions Reference

What each action does when it runs. Which actions are available depends on the trigger — see each trigger’s section below.

Triggers

Click any trigger below to see which condition subjects and actions are available on it.

Related Guides & Examples

Walk-throughs of real workflows built with what’s on this page:

• How to Automate Pre-Trip Inspections — chains Create Reservation, Start/Finish Asset Maintenance, and Checkout Item together to require a vehicle inspection form before checkout.
• Preventing Check-outs for Specific Users — uses Checkout Item with a custom loanee field and Reject Workflow Trigger to enforce certification requirements.
• Can I Restrict Items For Loan Until They Are Cleaned? — uses Return Item and Apply Status Label to hold assets out of circulation until cleaned.
• Can I Automatically Return Equipment at a Scheduled Time? — uses Schedule (Assets) and Return Asset for stationary equipment that doesn’t need manual check-in.
• Change Asset Status Labels Based on Maintenance Fields — uses Finish Asset Maintenance with a Maintenance Result Of condition to flag failed inspections automatically.
• Automatically Update Asset Details and Field Data Using Workflows — uses Finish Asset Maintenance and Schedule triggers with Change Asset Field to keep custom fields current.
• Auto-Assign Asset Locations via Loanee Fields in Workflows — uses Change Asset Location to move assets based on a dynamic loanee field, often paired with SCIM.