Workflow: Create a Card When Equipment Is Created in Ontraccr

🚛 Workflow: Create a Card When Equipment Is Created in Ontraccr
 

Overview

This workflow automatically creates a board card when a new piece of equipment is added to your Ontraccr database. It’s perfect for setting up an equipment management board to track inspections, repairs, availability, or deployment across your operations.

🎯 When to Use This Workflow

Use this when:

• You want to automatically track newly purchased or registered equipment
• You manage equipment status, usage, or inspection tasks through a board
• You need visibility into active, inactive, or out-of-service assets
• You want to auto-trigger checklists or inspections when equipment is added

🧩 How to Set It Up

1. Open the board you’ll use to track equipment (e.g., “Equipment Tracker”).
2. Go to Settings > Workflows.
3. Click the ➕ Add button.
4. Fill out the workflow fields:

🔧 Setup Fields

🔁 Field Mapping Options

Map key equipment info into the card:

• Equipment Name → Card Title (🟢 Required)
• Type, Serial Number
• Assigned Division or Manager
• Purchase Date, Inspection Schedule
• Status or Condition Notes

✅ Example Use Case

• Your fleet team adds a new boom lift to the Equipment module
• This workflow auto-creates a card in the Equipment Tracker Board in the “Pending Inspection” column
• The card includes:
  • Equipment Name
  • Serial Number
  • Linked to project or division
  • Assigned to maintenance lead

This card can then trigger tasks (like inspection checklists) or be moved through active/inactive workflows.

🧠 Tips & Edge Cases

• Works best when your team regularly adds or purchases new equipment
• Combine with card color rules or status-based tasks to enforce inspections or repair cycles
• Use this in tandem with filters to view by project site, division, or equipment status
• If your team uses Forms, you can attach inspection forms to the card or to automated tasks