Last updated onApril 10, 2026

The Workflow module allows you to configure manual or automated processes that are defined through triggers and actions.

Workflows

Add a new workflow

Expand the “Configuration” menu on the sidebar navigation.
Select the “Workflows” menu.
Select “Add” to add a workflow.
Populate the fields. Data fields with an asterisk (*) are required.
- Name*: Enter the workflow name.
- Frequency*: Select how often the workflow is evaluated.
- Tags: Enter keywords to quickly describe the workflow. Tags are included in search results. To enter multiple Tags, press Enter after each tag.
- Comments: Enter a description of the workflow.
Select “Save” upon completion.

View schedule

Select “View” to display the detailed workflow execution schedule. The system will redirect you to the corresponding scheduled job and will provide the ability to edit or manually run the job.

Manage workflows

Locate the workflow record.
To the right of each record, under the Actions menu, you may:
- View or edit the workflow.
- Download the workflow definition for importing into another database.
- Copy this workflow as a new workflow.
  - The newly copied record is created immediately after selecting to copy. Update the newly created record’s name to an appropriate value.
  - Copying a workflow (typically a task reminder workflow) linked to a task type will remove the link to the Associated Task Type in the Workflow Details section.
  - If the original record has an external identifier, the system will set the external identifier of the newly created record to null.
  - Note: The workflow may also be copied by selecting “Copy” at the bottom of the View/Edit Workflow Details page.
- Delete this workflow and all associated data.
  - Note: The workflow may also be deleted by selecting “Delete” at the bottom of the View/Edit Workflow Details page.

Triggers

Add a trigger

Locate the workflow.
Select the “Add” button within the Trigger section.
Populate the fields. Data fields with an asterisk (*) are required.
- Group*: Select the group of the trigger. Groups are used in conjunction with logical statements where the entire group evaluates to true or false.
- Precedence*: Enter the order of this trigger in relation to the other triggers in the group.
- Trigger Type*: Select the type of trigger.
- Logical*: Select the logical statement to define how this trigger relates to other triggers.
- Comments: Any comments you would like to store for this trigger.
There may be additional fields that appear depending upon the Trigger Type.
- Aggregate: Select the aggregate function to apply to the telemetry; leave blank to use raw data.
- Asset / Contact / Document / Task Attribute: Select the attribute for comparison.
- Asset / Contact / Document / Evaluation / Task Detail Item: Select the detail item field for comparison.
- Custom Trigger: The custom trigger to apply. This field accepts SQL.
- Earliest Date: Enter the earliest date for evaluation; leave blank for none.
- Emission Date Range: Enter the earliest and latest dates for the emissions.
- Emission Locked: Select to filter for emissions that are locked.
- Emission Type Match: Select the emission type for the desired emissions.
- Emission Unlocked: Select to filter for emissions that are unlocked.
- Form Question: Select the form question for comparison.
- Form Type: Enter the form type for comparison.
- Latest Date: Enter the latest date for telemetry evaluation; leave blank for none.
- Operator: Select the operator used for comparison.
- Rounding: Enter the number of decimals places to round the result
- Telemetry Type: Select the type of telemetry for comparison.
- Unit of Measure: Select the unit of measure for comparison.
- Frequency: Enter the expected frequency of the telemetry.
- Value: Enter the value to use for comparison.
Select “Save” upon completion.

View raw data

You may view the raw workflow data returned by the triggers by selecting “View the raw workflow data“.

Validate triggers

Select “Validate” to confirm that the triggers are valid and review the number of matched items.

Manage triggers

Once triggers have been created, manage these records to maintain accurate information.

Locate the trigger record.
To the right of each record, under the Actions menu, you may:
- Edit the trigger.
- Delete the trigger.

Actions

Actions are configured to be processed as a group when the triggers are met (“If these triggers are true then perform these actions”), in addition to as a group when triggers are not met (“Else perform these actions”). Specific actions are available based on the trigger(s) selected.

Create an action

Locate the workflow record.
Select the “Add” button within the Actions section.
On the next page, populate the fields based on the action selected. Data fields with an asterisk (*) are required.
Select “Save” upon completion.

Add or Remove Form Tag

Add a new form tag or removes an existing form tag when the rule triggers are met. If you are adding or removing multiple tags, please create a separate action for each tag. This action must be paired with a “Form Answer Comparison”, “Form Locked”, “Form Type Match”, or “Form Unlocked” trigger.

Action Type*: Select the type of action to perform. Select “Add Form Tag” or “Remove Form Tag”.
Value*: Enter the value to use for this action.

Associate Asset to Analysis

The Associate Asset to Analysis action allows you to associate an asset to an analysis. This action must be paired with an “Asset Attribute Comparison” or “Asset Detail Item Comparison” trigger.

Action Type*: Select the type of action to perform. Select “Associate Asset to Analysis”.
Analysis: The analysis to associate.

Associate Asset to Asset

The Associate Asset to Asset action allows you to associate an asset to another asset. This action must be paired with an “Asset Attribute Comparison” or “Asset Detail Item Comparison” trigger.

Action Type*: Select the type of action to perform. Select “Associate Asset to Asset”.
Associated Assets: The list of asset identifiers (GUIDs) to associate. Separate multiple assets with a semicolon.
Association Type: The asset association type.
Association Direction: The direction (parent/child) of the asset association.
Replace Existing Association: Toggle on if the newly created association replaces an existing one of the same Association Type.

Associate Asset to Calculation Group

The Associate Asset to Calculation Group action allows you to associate an asset to a calculation group. This action must be paired with an “Asset Attribute Comparison” or “Asset Detail Item Comparison” trigger.

Action Type*: Select the type of action to perform. Select “Associate Asset to Calculation Group”.
Calculation Group: The calculation group to associate.
Active Date: The active date to use. This field is optional and it is recommended to leave it blank. If left blank, the active date is set to the asset’s Location In-Service Date, In-Service Date, or 2020-01-01 (in that order, whichever is not blank).
Inactive Date: The inactive date to use. This field is optional and it is recommended to leave it blank. If left blank, the active date is set to the asset’s Location Retired Date, Retired Date, or null.

Associate Asset to Contact

The Associate Asset to Contact action allows you to associate an asset to a contact. This action must be paired with an “Asset Attribute Comparison”, “Asset Detail Item Comparison”, “Telemetry Aggregate”, or “Telemetry Comparison” trigger.

Action Type*: Select the type of action to perform. Select “Associate Asset to Contact”.
Associated Contacts: The list of contact identifiers (GUIDs) to associate. Separate multiple contacts with a semicolon.
Contact Role: The role of the contact.

Associate Asset to Document

The Associate Asset to Document action allows you to associate an asset to a document via distance (by using the Latitude/Longitude properties in an analyzed document) or by serial number (from the extracted text of an analyzed document). This action must be paired with a “Document Attribute Comparison” or “Document Detail Item Comparison” trigger.

Action Type*: Select the type of action to perform. Select “Associate Asset to Document”.
Selection Type: Select a method to use to select the asset that will be associated.
Asset Type Filter: Select the type of asset to consider in the selection process. Leave blank to allow any asset type.
Document Tag: The tag to add to the document when an asset is successfully associated.
Maximum Distance: Enter the maximum distance (in miles) to consider in the selection process.
- This field will appear only if the Selection Type is ‘Associate the nearest asset’.
- The WGS-84 geographic projection is used in distance estimations.
Minimum Serial Number Length: The minimum length of the serial number to consider in the selection process. Serial numbers with fewer characters than this number are ignored. This field will appear only if the Selection Type is ‘Associate all assets where its serial number is found’.
Serial Number Ignore List: The list of specific serial numbers to ignore in the selection process. Separate values with commas. Common serial numbers to ignore include the following: N/A, NA, Null, None, 0. This field will appear only if the Selection Type is ‘Associate all assets where its serial number is found’.

Associate Asset to Form

The Associate Asset to Form action allows you to associate an asset to a form. This action must be paired with an “Asset Attribute Comparison”, “Asset Detail Item Comparison”, “Telemetry Aggregate”, or “Telemetry Comparison” trigger.

Action Type*: Select the type of action to perform. Select “Associate Asset to Form”.
Associated Forms: The list of form identifiers (GUIDs) to associate. Separate multiple forms with a semicolon.

Associate Asset to Task

Action Type*: Select the type of action to perform. Select “Associate Asset to Task”.
Associated Forms: The list of task identifiers (GUIDs) to associate. Separate multiple tasks with a semicolon.

Associate Contact to Contact

The Associate Contact to Contact action allows you to associate an asset with another contact. This action must be paired with an “Contact Attribute Comparison” or “Contact Detail Item Comparison” trigger.

Action Type*: Select the type of action to perform. Select “Associate Contact to Contact”.
Associated Contacts: The list of contact identifiers (GUIDs) to associate. Separate multiple contacts with a semicolon.
Association Type: The contact association type.
Association Direction: The direction (parent/child) of the contact association.
Replace Existing Association: Toggle on if the newly created association replaces an existing one of the same Association Type.

Associate Form to Document

The Associate Form to Document action allows you to associate a form to a document. This action must be paired with a “Form Type Match”, “Form Locked”, or “Form Unlocked” trigger.

Note: The form must have a question with the type of Attachment or Photo for this action to function.

Action Type*: Select the type of action to perform. Select “Associate Form to Document”.
Associated Documents: The list of document identifiers (GUIDs) to associate. Separate multiple documents with a semicolon.

Commit Emissions

The Commit Emissions action calculates and commits emissions (based on the current inputs and calculation configurations) for the desired asset(s) over the defined date range. This action can be limited to a specific calculation and/or calculation group.

The action automatically evaluates the emission date range to consider an asset’s in-service/retired and location in-service/retired dates. It also adjusts for the calculation group’s active/inactive date range. Please check these dates if you do not see the expected emissions updates for your selected range.

Action Type*: The type of action to perform. Select “Commit Emissions”.
Start Date: Calculate and commit emissions on or after this date. For example, {Today – 30}.
End Date: Calculate and commit emissions before this date. For example, {Today}.
Calculation: Limits the calculation to only this specific calculation. Leave blank to calculate all associated calculations for the asset.
Calculation Group: Limits the calculation to only this specific calculation group. Leave blank to calculate all associated groups for the asset.

Create Evaluation

The Create Evaluation action generates an evaluation when the rule triggers are met. This action should be paired with an Asset Detail Item Comparison, Asset Attribute Comparison, and/or Telemetry Comparison trigger.

Action Type*: Select the type of action to perform. Select “Create Evaluation”.
Evaluation Type*: Select the type of evaluation to create.
Evaluation Status*: The status to set for the evaluation. The default is “New”.
Evaluation Date*: The date to set for the evaluation.
Managed By: The person who manages this evaluation. Leave blank to default to the person who manages the workflow.
Assignees*: The list of email addresses or contact identifiers that will be assigned to the evaluation. Separate multiple recipients with a semicolon.

Create or Update Asset

The Create / Update Asset action generates a new asset or updates an existing asset when the workflow triggers are met.

You may use this action to execute pre- and post-save rule actions at the asset type in batch by simply adding the action and leaving all fields blank.

This action will generate an asset whose External Identifier is the Rule Action’s GUID, unless the External Identifier is specified in the action.

Action Type*: Enter the type of action to perform. Select “Create/Update Asset”.
Asset Type*: Select the type of asset to create.
Asset Status*: Select the status to set for the asset.
Asset Name: The name to set for the asset. Use variables to make this name dynamic.
Alternate Name: The alternate name to set for the asset.
Description: The description to set for the asset.
Serial Number: The serial number to set for the asset.
If this serial number matches an existing serial number of the same asset type, “_duplicate” will be appended to the created asset’s serial number. If there is already a duplicate, “_duplicate1”, “_duplicate2”, etc. will be appended as needed.
Parent Asset: The parent asset to set for the asset. Leave blank for none. Use variables to make this parent asset dynamic.
Association Type: The association type of the parent asset. Leave blank for none. Be sure to specify a parent asset if using the association type field.
Asset Identifier: The identifier of the asset to be created/updated for this action. Assetas recommends leaving this blank unless other rule action use this identifier to modify the asset. It is the user’s responsibility to set unique identifiers, and if an identifier is set here that matches an existing asset, the existing asset will be modified rather than creating a new asset.
In-Service Date: The in-service date to set for the asset. Leave blank for none. Use variables to make this date dynamic.
Location: The question to get the location coordinates for the asset from.
Location Type: The type of location to set for the asset.
Location Date: The location date to set for the asset. Use variables to make this date dynamic.
Add New Location: Whether to add a new location for this asset rather than updating the most recent one.
Comments: The comments to set for the asset. Use variables to make this field dynamic.
Overwrite Values: Toggle on to replace existing values. Toggle off to only replace blank values on any update. This is commonly set to ‘false’ to retain existing data and only add missing data.
- If updating an asset, Overwrite Values must be set to ‘true’.
Attribute Type: Select an asset attribute to optionally set at the time of asset creation or update.
Value: The value to set for the attribute. You may insert variables as needed.
Actions – Delete: Clears this asset attribute type.

Create or Update Form

The Create/ Update Form action generates a new form or updates an existing form when the rule triggers are met. This action must be paired with an Asset Detail Item Comparison, Asset Attribute Comparison, or Evaluation Detail Item Comparison trigger.

Action Type*: The type of action to perform. Select “Create/Update Form”.
Form Type*: The type of form to create. You must select the form type and save prior to prepopulating form answers.
Asset Attribute for Recurring Forms: The asset date attribute that controls recurring forms for this action. If the date has not been updated since the last time a form was created, a new form will not be created.
Contact Attribute for Recurring Forms: The contact date attribute that controls recurring forms for this action. If the date has not been updated since the last time a form was created, a new form will not be created.
Form Date: The date to set for the form.
Draft: If this form should be set as draft. Enter “True” or “False” or a variable that evaluates to a Boolean.
Associated Contacts: The list of contact identifiers that are associated with this form. Separate multiple contacts with a semicolon. Leave blank for none.
- Contacts that meet the trigger conditions will not be auto-associated to the form. Please use the {TriggeringContact} variable to associate triggering contacts to the form.
Associated Assets: The list of asset identifiers that are associated with this form. Separate multiple assets with a semicolon. Leave blank for none.
- Assets that meet the trigger conditions will not be auto-associated to the form. Please use the {TriggeringAsset} variable to associate triggering assets to the form.
Form Unique Identifier: The unique identifier to use to determine if the form should be created or updated. Leave blank to have the system generate this for you.
- NOTE: This option should be used only in rare cases and only when absolutely necessary.
Form Association Type: The form association type between the triggering form and the created/updated form. Only works when there is a triggering form.
Association Direction: Sets the direction of the form association specified above. Options are “Triggering form is primary” or “Triggering form is secondary”. Only works when there is a triggering form.
Suppress Rule Evaluation: Toggle on to skip rules when creating or updating the form. Toggling on when dispatching many forms makes the logic run much faster.
Email on New Form: Toggle on to indicate that an email should be sent to form assignees with a link to the newly created form. Upon selection, fields for Recipients, Subject, and Body of the email are displayed. The Recipients field expects a semicolon-separated list of email addresses or contact GUIDs.
Form Answers: You must select and save the form type first before viewing the form answers. Enter the form question to pre-populate upon form creation, and the value to set for the question.
- When multiple variable answers are detected for repeating sections, the sections are automatically created. The Section field refers to the index/row number of the answer when repeating sections are allowed. This defaults to zero, and use this only when you want to set the answer to different sections with different values.
- Under the Actions menu, you may clear this answer.
Append: Answers with the Append switch checked will append that answer to the end of the question or section instead of replacing the value of an existing answer. Answers in a repeating section will append a new section with the answer. Answers within the same repeating section will be added to the same new section.
Note: The switch has no effect if the “Overwrite Values” switch isn’t checked. Appending can be thought of as overwriting a blank.
Overwrite Values:
Toggle on to replace existing values. Toggle off to only replace blank values on any update. This is commonly set to ‘false’ to retain existing data and only add missing data. If updating a form, Overwrite Values must be set to ‘true’.

Create or Update Task

The Create or Update Task action generates a task or updates an existing task when the rule triggers are met. The “Create/Update Task” action will generate a Task whose External Identifier is the Rule Action’s GUID. This action may be paired with any trigger.

Action Type*: Select the type of action to perform. Select “Create Task” or “Update Task”.
Task Type*: Select the type of task to create.
Form Type: The type of form to include in the task. A link to the form will be embedded in the task.
Task Assignees*: Enter the list of email addresses, contact identifiers, or form answers (that contain a contact as an answer) that will be assigned to the task (and that will receive task-related emails). Separate multiple recipients with a semicolon. You may append variables to create a dynamic recipients list.
Task Summary*: Enter the summary to use for the task and for the subject line of any related emails. You may append variables to make the subject dynamic.
- The Answer variable will format dates as YYYY-MM-DD HH:MM:SS.
Task Description*: Enter the text to use for the task details and for the body of any related emails. You may append variables to make this information dynamic.
- This field does not support bulleted lists.
- The Answer variable will format dates as YYYY-MM-DD HH:MM:SS.
Task Priority*: Select the priority to set for the task.
Task Status*: Select the status to set for the task.
New Form Type to Launch from Task: The optional type of form that can be created from the generated task.
Due Date: Select the due date to set for the task. Leave blank for none. Use variables to make this date dynamic.
Start Date: Select the start date to set for the task. Leave blank for none. Use variables to make this date dynamic.
Close Date: Select the close date to set for the task. Leave blank for none. Use variables to make this date dynamic.
- If updating a task to automatically set a close date, best practice is to set a close date equal to a date question within the form, rather than today’s date. This allows the task close date to reflect the date the work was completed.
Associated Assets: Enter the list of asset identifiers, or form answers (that contain an asset as an answer) that are associated with this task. Separate multiple assets with a semicolon. Leave blank for none. Use variables to make the associated assets dynamic.
Asset Attribute for Recurring Tasks: Select the asset date attribute that controls recurring tasks for this action.
Task Identifier: The External Identifier of the task that will be created/updated. This allows for a workflow to update a specific task rather than creating a new task from that specific iteration of the workflow. If the external identifier matches an existing task, it will be updated appropriately. If left blank, the system will create a new task with a generated unique identifier.
Email on New Task: Toggle on to send an email to the assignees when a new task is created by this rule.
Email on Task Updates: Toggle on to send an email to the assignees when an existing task is updated by this rule.
Overwrite Values: Toggle on to replace existing values. Toggle off to only replace blank values on any update. This is commonly set to ‘false’ to retain existing data and only add missing data.
- If updating a task, Overwrite Values must be set to ‘true’.
Task Attributes: Enter the task attribute and corresponding value to pre-populate upon task creation or update.

FTP Document

The FTP Document action delivers a document template to an FTP when the rule triggers are met. You may pass in items that triggered the workflow into the document template parameters.

Action Type*: Select the type of action to perform. Select “FTP Document”.
Server: The URL or IP address of the server.
Port: The port number to use for the FTP connection.
Username: The username to use for the FTP authentication credentials. Leave blank for an anonymous connection.
Password: The password to use for the FTP authentication credentials. Leave blank for an anonymous connection.
Folder: The destination folder on the FTP server.
Document Template: The document template to deliver via FTP.
Parameters: The document template parameters to use when retrieving the data.
- To pass in multiple parameters, separate them with a semicolon, with no spaces in between.
- When setting a value in a dropdown list for a report filter, use the following format:
  SL#<<Selection List External ID>>#=<<GUID of item in selection list>
- For example: SL#ParticipantsList#=4c6081db-25b8-47ec-845f-08daf275ba74
- Or SL#SL_ActiveCOBerms#={TriggeringAsset} to trigger multiple records.
- For date range and date time range parameters, please see the Appendix of the Assetas user manual.
Timezone: The time zone that is used when retrieving the data.

Lock or Unlock Emission

The Lock / Unlock Emission action locks and unlocks the emissions to control edits when the rule triggers are met. This action must be paired with an ““Emission Locked”, “Emission Type Match”, or “Emission Unlocked” trigger.

Action Type*: Select the type of action to perform. Select “Lock Emission” or “Unlock Emission”.

Lock or Unlock Form

The Lock / Unlock Form action locks and unlocks the workflow to control edits when the rule triggers are met. This action must be paired with a “Form Answer Comparison”, “Form Locked”, “Form Type Match”, or “Form Unlocked” trigger.

Action Type*: Select the type of action to perform. Select “Lock Form” or “Unlock Form”.

Lock or Unlock Telemetry

The Lock / Unlock Telemetry action locks and unlocks the telemetry records when the rule triggers are met. This action must be paired with a “Telemetry Aggregate” trigger. Do not use the ‘Date Grouping’ field when setting the Telemetry Aggregate trigger as this will group all returned records.

Action Type*: Select the type of action to perform. Select “Lock Telemetry” or “Unlock Telemetry”.

Send Email

The Send Email action sends an email when the rule triggers are met. This action may be paired with any trigger.

Action Type*: Select the type of action to perform. Select “Send Email”.
Email Recipients*: Enter the list of email addresses, contact identifiers, or form answers (that contain a contact as an answer) that will receive the email. Separate multiple recipients with a semicolon (e.g., {FormAnswer:Form Question External Identifier}; email2@company.com). You may append variables to create a dynamic recipients list.
Email Subject*: Enter the subject to use for the email. You may append variables to make the subject dynamic.
Email Body: Enter the body to use for the email, message, or task. You may append variables to make the body dynamic.
Document Template: The document template to attach to the email.
Report: Select the report data to attach to the email as an XLSX file.
Parameters: Enter the report or document template parameters to use when retrieving the data. To pass in multiple parameters, separate them with a semicolon.
- When setting a value in a dropdown list, use the following format:
  SL#<<Selection List GUID>>#=<<GUID of item in selection list>>
- For example: SL#ParticipantsList#=4c6081db-25b8-47ec-845f-08daf275ba74
- For date range and date time range parameters, please consult the appendix of the Assetas manual.
Summary Email: Toggle on to send one summary email for the workflow regardless of how many items are returned. Toggle off to create one email for each item matched.

Send SMS

The Send SMS action sends an SMS message when the rule triggers are met. This action may be paired with any trigger. Messages are sent from the number (844) 542-3501. SMS messages may only be sent to phone numbers in the United States. Local carrier rates apply to delivered messages.

When setting up the workflow, please use the Validate button in the Triggers section to confirm the number of SMS messages that may be triggered by the workflow.

Action Type*: Select the type of action to perform. Select “Send SMS”.
SMS Recipients*: Enter the list of phone numbers, contact identifiers, or form answers (that contain a contact as an answer) that will receive the SMS message.
- Messages are only sent to “Mobile” numbers that are marked as “Use” at the contact record. Separate multiple recipients with a semicolon (e.g., {FormAnswer:Form Question External Identifier}; email2@company.com).
- You may append variables to create a dynamic recipients list.
Message*: Enter the content of the SMS message. You may append variables to make the subject dynamic.
Summary Message: Toggle on to send one summary SMS message for the workflow regardless of how many items are returned. Toggle off to create one message for each item matched.

Set Asset Attribute

The Set Asset Attribute action sets the answer to an existing asset attribute type when the rule triggers are met. This action will set the attribute for each asset associated to the workflow where the attribute type exists. This action may be paired with an “Asset Attribute Comparison”, “Asset Detail Item Comparison”, “Evaluation Detail Item Comparison”, “Form Answer Comparison”, “Form Locked”, “Form Type Match”, “Form Unlocked”, “Telemetry Aggregate”, and “Telemetry Comparison” trigger.

Action Type*: Select the type of action to perform. Select “Set Asset Attribute”.
Asset Attribute*: Select the asset attribute type where the answer will be set.
Value*: Enter the value to set for the asset attribute type identified above. You may append variables to make the value dynamic.
- If you use the {CurrentUser} variable to set an answer, the Data Type of the asset attribute type where the answer is being set needs to be a Dropdown List with the List specifying a Contact Selection List report. Otherwise, a 36-character GUID will display instead of the current user’s name.
- The {EVALUATE:} function may be used in this field. See the Evaluate page for examples of how to use this function.

Set Asset Detail Item

The Set Asset Detail Item sets the answer to an existing asset detail item when the rule triggers are met. This action will set the detail item for each asset associated to the workflow. This action must be paired with an “Asset Attribute Comparison” or “Asset Detail Item Comparison” trigger.

Action Type*: Select the type of action to perform. Select “Set Asset Detail Item”.
Detail Item*: Select the asset detail item where the answer will be set.
Value*: Enter the value to set for the asset detail item identified above. You may append variables to make the value dynamic.
- The {EVALUATE:} function may be used in this field. See the Evaluate page for examples of how to use this function.

Set Contact Attribute

The Set Contact Attribute action sets the answer to an existing contact attribute type when the rule triggers are met. This action will set the attribute for each contact associated to the workflow where the attribute type exists. This action may be paired with a “Contact Attribute Comparison”, “Contact Detail Item Comparison”, “Form Answer Comparison”, “Form Locked”, “Form Type Match”, or “Form Unlocked” trigger.

Action Type*: Select the type of action to perform. Select “Set Contact Attribute”.
Contact Attribute*: Select the contact attribute type where the answer will be set.
Value*: Enter the value to set for the contact attribute type identified above. You may append variables to make the value dynamic.
- If you use the {CurrentUser} variable to set an answer, the Data Type of the contact attribute type where the answer is being set needs to be a Dropdown List with the List specifying a Contact Selection List report. Otherwise, a 36-character GUID will display instead of the current user’s name.
- The {EVALUATE:} function may be used in this field. See the Evaluate page for examples of how to use this function.

Set Form Answer

The Set Form Answer action sets the answer to an existing form question when the rule triggers are met. This action may be paired with a “Form Answer Comparison”, “Form Locked”, “Form Type Match”, or “Form Unlocked” trigger.

Action Type*: Select the type of action to perform. Select “Set Answer”.
Form Question*: Select the question where the answer will be set.
Value*: Enter the value to set for the question identified above. You may append variables to make the value dynamic.
- If you use the {CurrentUser} variable to set an answer, the Data Type of the question where the answer is being set needs to be a Dropdown List with the List specifying a Contact Selection List report. Otherwise, a 36-character GUID will display instead of the current user’s name.
- The {EVALUATE:} function may be used in this field. See the Evaluate page for examples of how to use this function.
Overwrite Values: Toggle on to replace existing values. Toggle off to only replace blank values on an update. This is commonly set to false to retain existing data and only add missing data.

Set Task Attribute

The Set Task Attribute action sets the answer to an existing task attribute type when the rule triggers are met. This action will set the attribute for each task associated to the workflow where the attribute type exists. This action may be paired with an “Task Attribute Comparison” or “Task Detail Item Comparison” trigger.

Action Type*: Select the type of action to perform. Select “Set Task Attribute”.
Task Attribute*: Select the task attribute type where the answer will be set.
- If the trigger(s) apply to exactly one task type, this list will display only the attribute types of that task type; otherwise, this list will show all attribute types.
Value*: Enter the value to set for the task attribute type identified above. You may append variables to make the value dynamic.
- If you use the {CurrentUser} variable to set an answer, the Data Type of the task attribute type where the answer is being set needs to be a Dropdown List with the List specifying a Contact Selection List report. Otherwise, a 36-character GUID will display instead of the current user’s name.
- The {EVALUATE:} function may be used in this field. See the Evaluate page for examples of how to use this function.
Overwrite Values: Toggle on to replace existing values. Toggle off to only replace blank values on an update. This is commonly set to false to retain existing data and only add missing data.

Set Task Detail Item

The Set Task Detail Item action sets the value to an existing task detail item when the rule triggers are met. This action will set the detail item for each task associated to the workflow. This action may be paired with a “Task Attribute Comparison” or “Task Detail Item Comparison” trigger.

Action Type*: Select the type of action to perform. Select “Set Task Detail Item”.
Task Detail Item*: Select the task detail item where the value will be set.
- If the trigger(s) apply to exactly one task type, this list will display only the detail items of that task type; otherwise, this list will show all detail items.
Value*: Enter the value to set for the task detail item identified above. You may append variables to make the value dynamic.
- The {EVALUATE:} function may be used in this field. See the Evaluate page for examples of how to use this function.
Overwrite Values: Toggle on to replace existing values. Toggle off to only replace blank values on an update. This is commonly set to false to retain existing data and only add missing data.

Set Telemetry

The Set Telemetry action sets telemetry values at the associated asset when the rule triggers are met. This action will set telemetry for each asset associated to the workflow. This action may be paired with an “Asset Attribute Comparison”, “Asset Detail Item Comparison”, “Form Answer Comparison”, “Form Locked”, “Form Type Match”, “Form Unlocked”, “Telemetry Aggregate”, and “Telemetry Comparison” trigger.

Action Type*: Select the type of action to perform. Select “Set Telemetry”.
Telemetry Type*: Select the telemetry type to use for the telemetry.
Unit of Measure*: Select the unit of measure to use for the telemetry.
Telemetry Tag: Enter the asset’s telemetry tag identifier to use for the telemetry.
Active Date*: Select the active date to use for the telemetry.
Inactive Date: Select the inactive date to use for the telemetry.
Time Zone: The time zone of the Active and Inactive dates.
- NOTE: Existing telemetry data is typically stored in UTC, so if any “Triggering Date” variable is used for the Set Telemetry Active/Inactive Dates, the Time Zone should typically be set to UTC. “Triggering Date” variables include: {TriggeringActiveDate}, {TriggeringInactiveDate}, {TriggeringGroupActiveDate}, {TriggeringGroupInactiveDate}, {TriggeringMaxActiveDate}, {TriggeringMaxInactiveDate}, {TriggeringMinActiveDate}, {TriggeringMinInactiveDate}
Numeric Value: Enter the numeric value to use for the telemetry.
Numeric Value Override: The overriding numeric value to use for the telemetry. Using this field will preserve the value in the Numeric Value field.
- The Numeric Value Override field will supersede the Numeric Value field when populated, in the Telemetry Search page.
- In Reports, the Final Numeric Value column will display the Numeric Value Override when present, and the Numeric Value when there isn’t an override.
- When using the Numeric Value Override field, it’s critical that reports use the Final Numeric Value column rather than the Numeric Value column.
Text Value: Enter the text value to use for the telemetry.
Text Value Override: The overriding text value to use for the telemetry. Using this field will preserve the value in the Text Value field.
- The Text Value Override field will supersede the Text Value field when populated, in the Telemetry Search page.
- In Reports, the Final Text Value column will display the Text Value Override when present, and the Text Value when there isn’t an override.
- When using the Text Value Override field, it’s critical that reports use the Final Text Value column rather than the Text Value column.
Estimated: Toggle on to indicate the telemetry is estimated.
Invalid: Toggle on to indicate the telemetry is invalid.
Locked: Toggle on to indicate the telemetry is locked.
Collected Date: Select the collection date to use for the telemetry. If no date is set, the collected date will default to the date the form was submitted.
Comments: Enter the comments to use for the telemetry.
Ignore Locked Status: When toggled off, it skips updates to any locked telemetry record. When toggled on, it allows updates to locked telemetry.
The default is toggled off, to skip updates to locked telemetry.

Unassociate Asset from Asset

The Unassociate Asset From Asset action allows you to unassociate an asset from another asset. This action must be paired with an “Asset Attribute Comparison”, “Asset Detail Item Comparison”, “Telemetry Aggregate”, or “Telemetry Comparison” trigger.

Action Type*: Select the type of action to perform. Select “Unassociate Asset From Asset”.
Associated Assets: The list of asset identifiers (GUIDs) to associate. Separate multiple assets with a semicolon.
Association Type: The asset association type.
Association Direction: The direction (parent/child) of the asset association.

Unassociate Asset from Contact

The Unassociate Asset From Contact action allows you to unassociate an asset from a contact. This action must be paired with an “Asset Attribute Comparison”, “Asset Detail Item Comparison”, “Telemetry Aggregate”, or “Telemetry Comparison” trigger.

Action Type*: Select the type of action to perform. Select “Unassociate Asset From Contact”.
Associated Contacts: The list of asset identifiers (GUIDs) to associate. Separate multiple assets with a semicolon.
Role: The role of the contacts to be unassociated.

Unassociate Contact from Contact

The Unassociate Contact From Contact action allows you to unassociate a contact from another contact. This action must be paired with a “Contact Attribute Comparison” or “Contact Detail Item Comparison” trigger.

Action Type*: Select the type of action to perform. Select “Unassociate Contact From Contact”.
Associated Contacts: The list of contact identifiers (GUIDs) to unassociate. Separate multiple contacts with a semicolon.
Association Type: The contact association type.
Association Direction: The direction (parent/child) of the contact association.

Manage actions

Once actions have been created, manage these records to maintain accurate information.

Locate the action record.
To the right of each record, under the Actions menu, you may:
- Edit the action.
- Delete the action.

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