Overview
Plan defect routing by question: a failed electrical check goes to the electrical team, while a failed cleaning check goes to the cleaning team. Assignment Triggers create the work; permissions and notifications decide who can act on it and hear about it.
Use this guide for ordinary operational Checklists. Triggers do not run when the Checklist is completed through a Certification Process.
At a glance |
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Who can do this | Authorized Checklist editors; User Group and notification changes need their separate administration permissions. |
Where | Checklists › question › Triggers |
Works on | Backend (web), Mobile app, RideOps |
Availability | All organizations |
💡 Why this matters: Testing the complete route makes sure a fault becomes visible, owned work, rather than an Assignment that exists but nobody notices.
Prepare the receiving teams
Confirm the receiving User Group has Assignments enabled under Assignability. Check its members’ Location access and any Assignment Definition restrictions. A group name in a trigger is not proof the intended technician can see or resolve the work.
Choose a consistent Assignment Definition and categories where your organization uses them. See Assignment Definitions and assignee eligibility.
Route each failed answer
1. Add the trigger condition
Open the relevant question and choose Triggers › Add Trigger › Assignment Trigger. Select the failing answer or numerical condition. Use a supported question type; a free-text comment is not a trigger condition.
2. Set the owner and defaults
Enter a useful Prefilled title, choose Assigned to (Users/User Groups), and set the priority and deadline needed by your procedure. Add Subscribers for people who should follow progress without becoming assignees.
3. Choose confirmation or automatic creation
Leave confirmation on if staff should review the prefilled task. They can change the prefilled values. To create it with the configured values, enter both a title and assignee and enable Require no user intervention when creating assignment.
Repeat this for each relevant question. There is no single Checklist-wide switch that redirects all existing triggers to a team. See Assignment Trigger settings.
Add evidence and alerts
4. Require the supporting evidence
Add a Requirement Trigger on the same failed answer when a photo or comment is required. The Assignment Trigger’s Description is guidance shown during creation; it is not saved as the Assignment’s description. Use the supported answer evidence and Assignment fields for the operational record.
Check the receiving team’s notifications for work assigned to their groups, and subscribers’ notification choices. Creating an Assignment and sending its notification are separate steps. See notification settings.
Test the complete handoff
Use a controlled test Checklist and Location so the trial does not create a real inspection or maintenance request.
Give a passing answer and check that the fault route does not fire.
Give a failing answer, supply the required evidence and complete the work.
Confirm the right team can see and act on the Assignment, and the intended alert arrives.
Repeat a known fault and review whether to reuse an existing Assignment rather than duplicate it.
⚠️ Heads-up: Assigning the task to another team does not make it confidential from the person who created it. Use the normal access model, not the assignee field, to plan visibility.
Best practices
Use stable User Groups rather than an individual who may be off shift.
Test priority, ownership, evidence and alert delivery together.
Review triggers when a team or Assignment Definition changes.
Frequently asked questions
Can all triggers in a Checklist be assigned to one team?
Set the receiving User Group on each Assignment Trigger. Existing triggers have their own assignees; there is no single Checklist-wide routing switch.
The task was created but I received no email. Why?
Check the notification setting for the relevant relationship: assigned to you, assigned to your groups, created by you or subscribed. Confirm the User’s email and personal overrides. See notification troubleshooting.
Can the Operator see a task assigned to another group?
They may still see work they created. Changing the assignee is not a confidentiality boundary. Review Assignment access before using this workflow for restricted information.