The Automations feature makes your life easier when generating work orders. In this article, we'll learn the logic of the Automations feature and how to create an automation.
What are Automations?
Automations are preset rules that automatically assign users, set priorities, or send notifications based on specific triggers. For example, you can create a rule that automatically assigns any "Plumbing" work order to your on-site janitor the moment it is created.
📌 Note: Automations are not applied retroactively. If you create a rule for a specific category, it will only apply to new work orders created from that moment forward — not to those already open.
How to Create an Automation
Navigate to the Work Orders icon on the left-hand menu bar.
Click the Automations tab at the top of the screen.
Click the Add Automation button on the right side of the screen.
Open the dropdown in the When section to choose the event that starts the automation. Available trigger events include:
New work order opened
Work order duplication detected
Work order was completed
Work order unseen, no response, or not completed
Select the With Priority conditions. Choose which priority levels (Low, Medium, High, or Critical) should trigger this rule. You can select multiple priorities.
Click the At Building field to choose the specific buildings where this automation applies.
Select the In Category option to define which work order category this rule applies to. If you select a single category, you can also select specific sub-categories for more granular control.
Define the Then action — what happens once the trigger is met. Available actions vary depending on your trigger. See the trigger breakdown below for details.
Assign the user by selecting specific team members or choosing Work order creator to assign the task back to the person who opened it.
Click Submit to save and activate your automation.
Understanding the Automation Logic
To build an effective automation, you must define the Trigger (the cause) and the Action (the result). When a work order is created, Visitt selects the best-matching automation based on these filters, in order of specificity:
Sub-Category
Category
Building
Priority
Property
The automation that most closely matches the work order's details will be selected. If a work order already has a value in a field (such as Assigned Users), automations that set that field won't apply.
💡 Note: Automations also apply to work orders generated from Recurring Schedules. If a recurring work order is already pre-assigned when created, automations that set the assigned user field will not apply.
When (The Event)
This is the starting point of any automation — the specific occurrence that tells the system to apply your rules. Without a "When" event, the system has no trigger to act on.
With Priority (The Urgency Filter)
Not all work orders are equal. This filter ensures that a "Low" priority lightbulb change and a "Critical" water leak are routed through the appropriate workflows. The automation only proceeds if the work order matches the selected priority levels.
At Building (The Location Filter)
Different buildings often have different dedicated staff. This filter prevents a work order from being accidentally assigned to staff at the wrong building.
In Category (The Task Type Filter)
This filter narrows the automation to a specific type of work. Select a top-level category (e.g., Electrical, Plumbing) to apply the rule broadly, or drill down into a sub-category for more precise targeting. Only work orders that match the selected category or sub-category will trigger the automation.
Then (The Resulting Action)
This is the instruction the system carries out once all conditions are met — replacing the manual steps a manager would otherwise perform.
Users (The Recipients)
Select which team members are affected by the Then action. You can also select Work order creator to keep responsibility with the person who identified the issue.
💡 Note: Assigning a user makes them directly responsible for the work order. Notifying a user simply keeps them informed without making them the owner.
Automation Triggers and Available Actions
1. Trigger: New Work Order Opened
Actions available:
Set a due date
Set a priority
Assign users (including the work order creator)
Notify users
2. Trigger: Work Order Unseen, No Response, or Not Completed
Actions available:
Notify specific users to prompt action after a defined period of inactivity — useful for alerting managers when a work order isn't receiving attention
3. Trigger: Work Order Completed
Maintains continuity by automatically creating a follow-up work order when a specific one is completed.
Actions available:
Create a new work order using a predefined template (e.g., automatically trigger a cleaning check after a facilities work order is completed)
Note: If no template is chosen, the system will automatically duplicate the original work order.
4. Trigger: Work Order Duplication Detected
Actions available:
Notify management when a duplicate work order is detected, enabling them to address inefficiencies immediately
Example Automation
Scenario: You want all "Emergency" electrical issues at the "Grand Plaza" building to be assigned immediately to your Head Electrician.
When: New work order opened
With Priority: Critical
At Building: Grand Plaza
In Category: Electrical
Then: Set assigned users
Users: John Doe (Head Electrician)
Result: The moment any staff member opens a Critical Electrical task at Grand Plaza, John Doe is assigned as the owner — without a manager ever having to open the app.
Editing Existing Automations
On the Automations page, you'll see a list of all your automations. To update a rule, click on it to open the configuration window. You can modify the triggers, buildings, categories, or assigned users, then save your changes.
Default "Assign User" Automation
Visitt includes a default "Set assigned user" automation that ensures a user is always assigned to any work order that doesn't match a more specific rule. This eliminates random or unassigned work orders.
Key Details:
Non-removable: The default automation cannot be deleted.
Automatic Application: It is automatically applied to any new properties created.
The assigned users can be changed at any time.
SLA Automations
SLA automations track how long a work order has been open and flag when it has exceeded the defined response time. For full instructions on configuring SLA automations, see the dedicated guide:
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