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Workflows Module – Introduction to Workflows

Configure automation to monitor, act, and notify based on real-time conditions, schedules, or asset behaviours.

Overview

Perspio™ Workflows are the automation backbone of the platform, allowing users to monitor asset behaviour, respond to events, and deliver notifications or actions based on predefined rules. Whether you're managing compliance, performance alerts, environmental monitoring, or integration flows, Workflows provide a no-code interface to build and maintain business logic at scale.

Workflows can execute actions such as:

  • Sending notifications (email, SMS, WhatsApp)

  • Creating SafetyCulture actions

  • Triggering escalation rules

  • Integrating with external platforms (e.g. ERP Systems, SafetyCulture, etc.)

  • Logging structured events or metrics

  • Updating asset states or locations

Each Workflow belongs to one of five types: Continuous, Events, Periodic, Scheduled, and Suppression, which define how and when they are executed.

Workflow Types

1. Continuous Workflows

These workflows run continuously in the background, constantly evaluating conditions in real-time. They're ideal for proactive monitoring, such as:

  • Detecting high-power usage

  • Monitoring freezer temperature thresholds

  • Triggering alerts when sensors exceed safety thresholds

Use continuous workflows when monitoring ongoing sensor streams or aggregated telemetry data for breaches, uptime, or anomalies.

2. Event-Based Workflows

Triggered only when specific system or device events occur (e.g., trip start, geofence enter/exit, ignition on/off). These are most efficient when tied to real-world events and allow tracking things like:

  • Geofence entry and exit

  • Trip completions

  • Device faults or recovery

  • Vehicle ignition or motion

Event workflows are optimised for performance and ensure actions are only executed when necessary.

3. Periodic Workflows

Executed at regular time intervals (e.g., every 15 minutes, every hour). Common uses include:

  • Periodic telemetry polling (e.g., temperature every 30 min)

  • Snapshot reporting

  • Time-based status checks

Use these when conditions must be evaluated on a rolling or repeating schedule regardless of live events.

4. Scheduled Workflows

These run at fixed calendar times (e.g., daily at 8 AM, every Monday at 5 PM). They’re perfect for:

  • Sending daily performance reports

  • Initiating scheduled tasks

  • Creating SafetyCulture actions at shift start/end

They are best for administrative or reporting functions where timing is predictable.

5. Suppression Rules

Suppression rules are used to temporarily disable or suppress workflow actions based on specific conditions. This is useful to:

  • Avoid duplicate or noisy alerts

  • Prevent cascading workflows during known downtime

  • Pause actions during maintenance windows

These rules help ensure workflows behave predictably under edge conditions or operational exceptions.

Interface Overview

The Workflows module presents a dashboard where you can manage all automation in your tenant:

Left Navigation Panel

  • Search Workflows: Quickly find a specific workflow by name.

  • Workflow Types: Filter workflows by Continuous, Events, Periodic, Scheduled, or Suppression categories.

  • Grouped View Toggle: Use the gear icon or “Group by Type” to change how workflows are displayed—by Type or Enabled Status.

Workflow Cards

Each card represents an individual workflow and includes:

  • Workflow Name

  • Summary or purpose description

  • Last Triggered Time

  • Status Icons:

    • 🟢 Green check: Enabled

    • 🔕 Bell: Notifications suppressed

    • 🕒 Clock: Scheduled

    • 🔁 Circular arrow: Periodic refresh

    • 📅 Calendar: Scheduled time

  • Action Menus (visible on click): Options to edit, disable, delete or review logs

Creating and Managing Workflows

To create a new workflow:

  1. Click the “+” icon beside the search bar.

  2. Select the type of workflow you want to create (Continuous, Event, etc.).

  3. Use the step-by-step wizard to define the trigger conditions and actions.

  4. Assign notification templates, logic blocks, or integration steps as needed.

  5. Save and enable the workflow.

Existing workflows can be edited, cloned, disabled, or deleted via the card controls.

Use Cases

  • Cold Chain Monitoring: Trigger alerts if freezer temperature exceeds threshold for >5 minutes (Continuous).

  • Fleet Operations: Notify when vehicles enter/exit geofences (Event).

  • SafetyCulture Integration: Generate inspection tasks every morning (Scheduled).

  • Energy Monitoring: Check high consumption every 30 minutes (Periodic).

  • Alert Noise Management: Suppress repeated alerts within a defined window (Suppression).

Summary

The Workflows module in Perspio empowers operations teams to build intelligent automation that reacts to real-time events, scheduled tasks, and business logic. With intuitive configuration and powerful control over timing and conditions, workflows reduce manual effort, improve response times, and ensure compliance and performance at scale.

Use the five types of workflows to cover all monitoring and automation needs—continuous oversight, event-driven actions, periodic checks, scheduled routines, and suppression rules.