---
title: "Workflow: Create a Card When Equipment Is Created in Ontraccr"
url: "https://help.ontraccr.com/en/article/workflow-create-a-card-when-equipment-is-created-in-ontraccr"
language: "en"
last_updated: "2025-05-27T10:23:43.503Z"
---

# 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.

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## **🎯 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

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## **🧩 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:

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### 🔧 Setup Fields

| Field | Description |
| --- | --- |
| **Name** | Name your workflow (e.g., “Track new equipment”) |
| **Type** | Choose: **Create a card when equipment is created** |
| **Initial Status** | Choose the status where the new equipment card should appear (e.g., “Active” or “Needs Inspection”) |
| **Initial Color** | (Optional) Assign a visual color code |
| **Mapping** | Select what equipment fields should populate the card |

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### 🔁 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

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## **✅ 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