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How to Create Smart Workflows

Create automated rules that trigger actions when sensor data meets specific conditions — like sending alerts when temperature exceeds a threshold.

Quick Summary

Click Smart Workflows in the sidebar, click Create Smart Workflow, define conditions (e.g., "Temperature > 28°C"), add actions (e.g., "Send notification"), and save.

Before You Begin​

Requirements
  • You need workflows:create permission
  • IoT devices must be registered and sending data
  • Integration service must be connected
  • Plan limits apply to number of rules

How Event Rules Work​

📡 Device sends data
       ↓
🔍 Infodeck evaluates conditions
       ↓
✅ Conditions match?
   │    ↓ Yes
   │    ⚡ Execute actions
   │
   └── No → Wait for next data

Step-by-Step: Create a Smart Workflow​

Step 1: Open Smart Workflows​

  1. Click Smart Workflows in the sidebar
  2. Click Create Smart Workflow
  3. A modal appears to select the workflow type

Step 2: Enter Workflow Details​

FieldRequiredDescription
NameYesWorkflow name (e.g., "High Temperature Alert")
ScheduleNoWhen workflow is active (Always, Weekly, Monthly)
TagsNoTags for organizing workflows

Step 3: Define Conditions​

Click Add Condition to create trigger logic:

FieldOptionsDescription
AssetSelect deviceWhich sensor to monitor
PropertyTemperature, Humidity, etc.What to measure
Operator>, <, =, ≥, ≤, ≠Comparison type
ValueNumber or textThreshold value
Data TypeInteger, StringValue type

Multiple Conditions​

Combine conditions with AND or OR:

LogicMeaning
ANDAll conditions must be true
ORAny condition can be true

Step 4: Set Time Restrictions (Optional)​

Limit when the rule can trigger:

FieldDescription
Days of WeekSun, Mon, Tue, Wed, Thu, Fri, Sat
Start TimeHour:Minute to start monitoring
End TimeHour:Minute to stop monitoring

Step 5: Add Actions​

Click Add Action to define what happens:

Action TypeDescription
Send NotificationAlert users via email/push
Enqueue CommandSend downlink to device
Create Work OrderAuto-generate maintenance task

Step 6: Save the Workflow​

Choose how to save your workflow:

ButtonDescription
Save as draftSave without activating — workflow won't trigger
CreateSave and activate — workflow starts monitoring immediately

Real-World Examples​

Example 1: Cold Storage Temperature Alert​

Situation: Food safety regulations require cold storage to stay below 5°C. You need alerts if temperature rises.

Solution:

  1. Click Smart Workflows in the sidebar
  2. Click Create Smart Workflow
  3. Enter:
    • Name: Cold Storage Temperature Alert
    • Description: "Alert when cold room exceeds safe temperature"
  4. Add condition:
    • Asset: Cold Room 1 Sensor
    • Property: Temperature
    • Operator: >
    • Value: 5
    • Data Type: Integer
  5. Add action:
    • Type: Send Notification
    • Recipients: Quality Assurance Team
    • Message: "Cold Room 1 temperature exceeds 5°C!"
  6. Click Create to activate

Result: Quality team receives immediate notification when temperature rises above safe limit, preventing spoilage.

Example 2: HVAC Auto-Shutdown on High Temperature​

Situation: Server room HVAC should trigger emergency shutdown when temperature exceeds 35°C to prevent equipment damage.

Solution:

  1. Create Smart Workflow:
    • Name: Server Room Emergency Response
  2. Add conditions (AND logic):
    • Condition 1: Temperature > 35
    • Condition 2: Humidity > 80 (optional secondary trigger)
  3. Add actions:
    • Action 1: Enqueue Command
      • Device: HVAC Controller
      • Command: Emergency Boost Mode
    • Action 2: Send Notification
      • Recipients: IT Team, Facility Manager
  4. Click Create to activate

Result: When server room conditions become critical, HVAC automatically activates emergency cooling while alerting staff.

Example 3: Business Hours Only Alerting​

Situation: Motion sensors trigger alerts, but false alarms after hours from cleaning staff are problematic. Only alert during business hours.

Solution:

  1. Create Smart Workflow:
    • Name: Business Hours Motion Alert
  2. Add condition:
    • Asset: Lobby Motion Sensor
    • Property: Motion Detected
    • Operator: =
    • Value: true
  3. Set time restrictions:
    • Days: Mon, Tue, Wed, Thu, Fri
    • Start Time: 08:00
    • End Time: 18:00
  4. Add notification action
  5. Click Create to activate

Result: Alerts only trigger during business hours, eliminating false alarms from after-hours cleaning.

Example 4: Multi-Condition Air Quality Alert​

Situation: Workspace air quality should alert when CO2 is high AND temperature is elevated (indicating ventilation issue).

Solution:

  1. Create Smart Workflow:
    • Name: Poor Air Quality Alert
  2. Add conditions with AND operator:
    • Condition 1: CO2 > 1000 ppm
    • Condition 2: Temperature > 26°C
  3. Add actions:
    • Notification: Facilities Team
    • Create Work Order: "Check ventilation system"
  4. Click Create to activate

Result: Alerts only when both conditions indicate poor air quality, reducing alert noise from single-factor spikes.

Condition Operators Reference​

OperatorSymbolUse For
Greater than>Temperature > 30
Less than<Battery < 20
Equal to=Status = "ON"
Greater or equal≥Humidity ≥ 80
Less or equal≤Pressure ≤ 1000
Not equal≠State ≠ "Normal"

Action Configuration​

Enqueue Device Command​

Send a downlink command to an IoT device:

FieldDescription
AssetTarget device
Action NameCommand name (from Asset Type)
ConfirmedRequire delivery confirmation
fPortLoRaWAN frame port
PayloadHex command data

Send Notification​

Alert users or teams:

FieldDescription
RecipientsUsers or teams to notify
ChannelEmail, Push, or Both
MessageAlert message text

Create Work Order​

Auto-generate maintenance tasks:

FieldDescription
TitleWork order title
PriorityHigh, Medium, Low
Assign ToUser or team
DescriptionTask details

Managing Smart Workflows​

View All Workflows​

  1. Click Smart Workflows in the sidebar
  2. See list of all workflows
  3. Status shown (Active/Draft/Disabled)

Edit a Workflow​

  1. Click on the workflow row
  2. Modify conditions or actions
  3. Click Save to update

Enable/Disable Workflow​

  1. Find the workflow
  2. Toggle the status switch in the table
  3. Disabled workflows don't trigger

Delete a Workflow​

  1. Select the workflow checkbox
  2. Click Delete button
  3. Confirm deletion

Troubleshooting​

Workflow Not Triggering​

IssueCauseSolution
Workflow disabledStatus is Draft or offActivate the workflow
Wrong conditionThreshold too high/lowAdjust condition values
Schedule restrictionOutside configured hoursCheck schedule settings
Device offlineNo data flowingCheck IoT device status

Actions Not Executing​

IssueCauseSolution
Notification not receivedUser preferencesCheck notification settings
Command not deliveredDevice offlineVerify device connectivity
Work order not createdPermission issueCheck workflow permissions

Too Many Alerts​

IssueCauseSolution
Alert fatigueThreshold too sensitiveAdjust condition values
Repeated triggersData fluctuatingAdd time debounce
Duplicate rulesMultiple rules overlapConsolidate rules

Best Practices​

Rule Naming​

Use clear, descriptive names:

GoodAvoid
Cold Room 1 - High Temp AlertRule 1
Server Room Emergency ShutdownTemp rule
After Hours Motion DetectionMotion

Condition Design​

PracticeBenefit
Start with conservative thresholdsReduce false alarms
Use AND for critical alertsIncrease accuracy
Add time restrictionsPrevent noise
Test before enablingValidate behavior

Plan Limits​

PlanSmart Workflows
Lite3
Basic10
Professional50
EnterpriseUnlimited
Condition-Based Triggers

Condition-based triggers (IoT sensor conditions) require Professional plan or above. Time-based workflows are available on all plans.

Need help? Contact Infodeck Support

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