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Workflow Scopes

Learn how Workflow Scopes work in Perspio. This guide explains Assets, Groups, and Global scopes, how each behaves, when to use them, and examples to help you apply the right workflow scope for targeted monitoring and notifications.

Overview

In Perspio Workflows, Scope defines which assets a workflow evaluates. Selecting the correct scope is critical: it controls where your conditions apply, who receives notifications, and how much data the workflow processes.

Scope is configured in the Add Workflow Wizard → Step 2: Scope, after you complete Details (Workflow Type, Name, Description).

What “Scope” controls

Scope determines:

  • Which assets are monitored by the workflow condition logic

  • How broadly the workflow applies (single assets vs groups vs the entire tenant)

  • How maintenance changes behave over time (especially for group-based workflows)

Where to configure Scope

  1. Go to Workflows.

  2. Select Add to open the Add Workflow Wizard.

  3. Complete Step 1: Details.

  4. In Step 2: Scope, select one of the three scope modes:

    • Assets

    • Groups

    • Global

 

Scope options explained

1) Assets scope

Purpose: Apply the workflow to a manually selected list of assets.

Tile description: “Monitor assets that have been manually selected.”

How it behaves

  • The workflow evaluates only the assets you explicitly choose.

  • If new assets are added to the platform later, they are not included automatically.

  • Best when you need tight targeting or an exception rule.

Best use cases

  • One-off monitoring for a small set of assets (e.g., trial devices, VIP customer assets)

  • Temporary or investigative monitoring

  • Special handling for specific asset classes without relying on group structure

Example workflows

  • “Temperature Alert – Trial Fleet Only”

  • “Asset Name contains ‘Freezer’ – Notify Technician”

2) Groups scope

Purpose: Apply the workflow to all assets that belong to one or more selected groups. Doesn't apply for Security Groups, only for Asset Groups.

Tile description: “Monitor assets that are members of selected groups.”

How it behaves

  • The workflow evaluates assets based on group membership.

  • This is the preferred option when you want workflows to scale with operations:

    • Add an asset to the group → it becomes in-scope automatically

    • Remove an asset from the group → it stops being evaluated

Best use cases

  • Customer-specific workflows (each customer group gets its own rules)

  • Branch/region workflows (e.g., NSW vs QLD operations rules)

  • Asset-type workflows (e.g., “Refrigerated”, “Generators”, “High-value assets”)

Example workflows

  • “Rego Expiry Reminder – NSW Fleet Group”

  • “Door Open Alert – Refrigerated Assets Group”

  • “Device Offline – Customer ABC Group”

3) Global scope

Purpose: Apply the workflow to all assets available within the tenant.

Tile description: “Monitor all assets available within the tenant.”

When Global is selected, the helper text confirms this behaviour (example shown):

  • “This workflow will evaluate all available assets within the platform, with no filter.”

How it behaves

  • The workflow evaluates broadly across the environment.

  • Best for tenant-wide policies and standardised operational rules.

  • Use carefully with Conditions and Suppression to avoid unnecessary volume.

Best use cases

  • System-wide compliance rules (e.g., device offline checks)

  • Global notifications for safety/critical events

  • Standard governance and monitoring patterns that should apply everywhere

Example workflows

  • “Device Offline > 2 hours – Notify Operations”

  • “Critical Event Trigger – Escalate to On-Call”

  • “Daily Summary – Send to Ops Inbox”

Choosing the right scope (quick guide)

  • Assets: choose when you need precision and manual control over a small set.

  • Groups: choose when you want scalable rules that follow operational grouping.

  • Global: choose when the workflow is a standard policy for the entire tenant.

Best practices

  • Prefer Groups for workflows you expect to keep long-term (it reduces ongoing admin).

  • Use Assets scope for exceptions or temporary workflows.

  • Use Global only when:

    • your condition is specific and safe at scale, and/or

    • you’ve configured Schedule and Suppression to control repeat triggers.

  • In Actions, use the Variable Inspector to include identifying fields (Asset Name, IDs, key telemetry) so alerts are self-explanatory.

Troubleshooting

  • Workflow triggers too often: scope is likely too broad (Global) or groups contain more assets than expected. Tighten scope and/or condition, and review suppression.

  • Workflow missing assets: confirm the asset is included in the selected scope (manually selected for Assets scope, or correctly assigned to the target group for Groups scope).

  • Scope changes not reflected: for Assets scope, you must edit the workflow to add/remove assets; for Groups scope, update group membership.