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Workflow Outcomes (Actions)

Automate task execution, alerts, integrations, and data updates using up to three powerful outcomes per workflow.

Overview

Each workflow in Perspio concludes with one or more outcomes—the actions automatically triggered when the defined conditions are met. These actions can send notifications, update asset data, trigger inspections, or integrate with external systems.

Users can configure up to three (3) Actions per workflow, allowing for flexible yet focused automation that balances performance and clarity. Outcomes can use data variables to personalise content or dynamically select recipients, ensuring contextual relevance and operational impact.

Accessing Outcomes

Outcomes are defined during the workflow configuration process:

  1. Create or edit a workflow.

  2. Navigate to the “Actions (Trigger)” tab in the workflow builder.

  3. Select up to 3 outcomes from the available list.

  4. Configure each selected outcome using its specific fields and variable options.

Outcome Types and Descriptions

1. Send E-mail

Delivers a custom email to a specified recipient list.

  • Recipient Options: Manually entered or selected from workflow variables (e.g. asset.owner.email).

  • Use Cases: Alert teams, notify customers, escalate to supervisors.

  • Customisation: Supports plain text or HTML format with merge variables.

 

2. Send SMS

Sends a text message to one or more mobile numbers.

  • Recipient Options: Static numbers or dynamic from variables (e.g. asset.driver.phone).

  • Use Cases: Urgent alerts, fault detection, remote area messaging.

  • Limitations: Character count applies; messages are sent via integrated SMS provider.

 

3. Update Perspio Asset

Modifies one or more fields within the Asset Master for the triggering asset.

  • Fields: Select any custom or standard field from the asset schema.

  • Use Cases: Flag maintenance required, update status to “Faulty”, set utilisation tags.

  • Notes: Changes apply instantly and appear in asset history.

 

4. Share an Asset

Creates a secure link to a view-only snapshot of the asset that triggered the workflow.

  • Delivery: Sent via email and/or SMS to recipients (from variables or static input).

  • Access Period: Define expiration time (e.g. 24 hours).

  • Use Cases: Share asset status with contractors, external technicians, or customers.

 

5. Send Report

Sends an existing Perspio report as an attachment or link.

  • Report: Select from pre-configured reports (e.g. Utilisation, Activity, Events).

  • Recipients: Entered directly or from variables.

  • Use Cases: Deliver performance summaries, weekly compliance logs, or audit snapshots.

 

6. Create a Perspio Event

Logs a structured event in the system.

  • Event Type: Custom tag and description.

  • Linked To: Triggering asset or system object.

  • Use Cases: Create audit trails, track issues, or drive downstream workflows.

 

7. Create a SafetyCulture Action (Available for integrated tenants)

Creates a new action in SafetyCulture (iAuditor).

  • Action Type: Predefined templates or free text.

  • Assignment: Directed to specific team or user.

  • Use Cases: Schedule inspections, assign remedial tasks, log incidents.

 

8. Create Inspection (Available for integrated tenants)

Generates an inspection within SafetyCulture.

  • Template: Choose from active templates within the tenant.

  • Trigger Conditions: Use asset type, fault code, or telemetry.

  • Use Cases: Initiate equipment inspections, checklist validations, compliance forms.

 

9. Create VSR Inspection – Vehicle Safety Report (Available for integrated tenants)

Triggers a SafetyCulture inspection specifically formatted as a Vehicle Safety Report.

  • Purpose: Prestart checks, safety audits, or defect logs.

  • Templates: Pulled from SafetyCulture account.

  • Use Cases: Fleet pre-use inspections, fatigue compliance, and daily safety checks.

 

10. Update Asset Location in SafetyCulture (Available for integrated tenants)

Updates the location field in the SafetyCulture asset linked to the Perspio asset.

  • Input: Based on telemetry or configured field.

  • Use Cases: Keep SafetyCulture asset locations up to date for inspection and task routing.

 

11. Send HTTP Request (Available for integrated tenants)

Issues a custom HTTP(S) request to a third-party endpoint.

  • Method: POST, GET, PUT, or DELETE

  • Payload: Fully customisable JSON body, with support for Perspio variables.

  • Use Cases: Trigger integrations with ERP/CRM, call webhook endpoints, log in third-party systems.

Screen Controls and Configuration

During outcome selection:

  • Dropdown Menus: Display the list of available outcomes.

  • Toggle Selectors: Enable or disable each action.

  • Field Inputs: Display conditionally based on selected outcome (e.g., email body, phone field, HTTP headers).

  • Variable Insertion: Insert dynamic values by clicking {} icon next to input fields.

A counter at the top of the outcome section will show how many of the 3 available actions are currently selected.

Summary

Workflow Outcomes in Perspio are the execution layer of automation—each outcome translates workflow triggers into real-world operational actions. By limiting the selection to three, the system ensures clarity, performance, and high-value execution. From communications and reporting to integrations and data updates, the available outcomes provide extensive flexibility for diverse industry use cases.

Plan your automation strategically, combining real-time triggers with meaningful, actionable outcomes that drive visibility, accountability, and efficiency.