Send notifications based on priority

This example shows a very basic workflow configuration that sends a notification whenever a work order’s priority is set to “Highest”.

Unlike many of the other examples in this section of the help center, this workflow requires only one activity, with no loops or conditions. If you’re new to creating workflows, you might want to start with this one before moving on to the more complex examples.

Configuration overview

Goal

Send a notification when a work order’s status is set to “highest”

Trigger

• Type: Field was changed to a specific value
• What it does: Fires whenever a work order’s priority is set to “highest”. This applies to both new work orders being created and existing work orders whose priority has been changed.

Activity

• Type: Send a notification to a user(s) or group(s)
• What it does: Specifies the content and recipients of the notification that is sent whenever the trigger fires

Steps

1. Go to Settings > Workflows.
2. Click New:
   
3. Enter a name for your workflow.
4. In the I would like to section, select Send a notification to a user(s) or group(s):
   
5. In the Every time that a section, select Field was changed to a specific value:
   
6. Click OK.
7. To configure the trigger:
   1. Click the Trigger tab:
      
   2. In the Field drop-down list, select Work Order – Priority id.
   3. In the Value drop-down list, select the priority you want to send notifications for (e.g. Highest):
      
   4. Click OK.
      This closes the workflow, which is necessary to apply your trigger settings before moving on to the next step.
8. To configure the activity:
   1. Click the workflow to open it again.
   2. In the Activities tab, click the activity that was created automatically based on the option you selected in step 4:
      
   3. In the Recipients drop-down list, select the users who should receive this notification.
   4. In the Subject field, enter a subject for the notification.
   5. In the Body field, enter the following HTML (replacing "highest" with a different priority, if necessary):
      

      <p>The following work order has been assigned the highest priority:</p> 
      <ul> 
         <li><b>WO Code</b>: <ma:expr expr="rec.strCode"/></li> 
         <li><b>Description</b>: <ma:expr expr="rec.strDescription"/></li> 
         <li><b>Assigned to</b>: <ma:expr expr="rec.strAssignedUsers"/></li> 
         <li><b>Maintenance Type</b>: <ma:expr expr="rec.findRelatedRecord('intMaintenanceTypeID').strName"/></li> 
      </ul> 
      <p>Please coordinate with the assigned technician(s) to ensure this work is prioritized appropriately.</p>

   6. Click OK:
      
9. To activate the workflow, switch the status toggle to Active:
   
10. Click OK.

Once your workflow is activated, you may want to test it by creating a changing a work order's priority and validating that the workflow ran successfully. To learn more, see Monitor workflow activity.

Adapting this workflow

You can adapt this workflow for a different priority by:

• Selecting a different priority in step 7c
• Editing the HTML in step 8e to reference the other priority (e.g. change "highest" to "lowest")

You could also create multiple versions of this workflow if you want to notify users about more than one priority. For example, if you wanted to notify users whenever a work order is assigned the highest or the lowest priorities, you would create two separate workflows (i.e. one for each priority).