--- title: User Guide - Work Order Workflow description: "Communication in workorders is configured in the workflow area.\n\nWorkflow Templates\n\nTemplates can be accessed by navigating to Work Orders > More > Workflow > Email, Voice and Text Templates. This is where you'll manage all templates for the work order module.\n\nRules & Triggers\n\nRules and triggers work hand in hand with each other. The Start Rule determines when the system should begin watching the work order changes and the end rule is what defines that condition that will trigger notification. The trigger area is where you'll combine the start and end rules. After you create your email template, you'll follow the steps below to create your rules and trigger.\n\nStep 1: Create a Start Rule\n\nGo to the Work Orders App.\nClick More > Workflow > Rules.\nUnder the Start Rules tab, click New.\nName your rule something clear (e.g., Start – Vendor Notification Trigger).\nAdd a Group and set the condition:\nField: Work Order Created Date\nOperator: <> (Not Equal To)\nValue: Leave blank\nSave the rule.\nStep 2: Create an End Rule\nNavigate to the End Rules tab.\nClick New.\nName your rule (e.g., End – Vendor Assigned Status Trigger).\nClick Add IF, then set:\nField: Work Order Status\nOperator: Like\nValue: [The (exact) name of the target status, e.g., Vendor Assigned]\nIn the THEN section:\nClick Add Action\nChoose Change Communication Template\nSelect the appropriate Vendor Notification Email Template\nSave the rule.\n\nStep 3: Package the Rules in a Trigger\n\nGo to More > Workflow > Triggers.\nClick New.\nGive your trigger a descriptive name (e.g., Vendor Email – Trigger on Vendor Assigned Status).\nAdd a brief Description (optional but helpful).\nUnder Begin Rule, select the rule you created in Step 1 (Start Rule).\nUnder End Rule, select the rule you created in Step 2 (End Rule).\nSave the trigger." --- [Skip to content](https://solutions.smartwebs.com/en-us/smartwebs-solutions/work-order-workflow#main-content) English - United States Show submenu for translations ![Logo-FullColor HOA management Platform-1](https://solutions.smartwebs.com/hubfs/Logo-FullColor%20HOA%20management%20Platform-1.svg) - [Smartwebs Solutions Home](https://solutions.smartwebs.com/) - [Contact Us](https://share.hsforms.com/2VBrljHAiSeCkcUy_-IEe_Aq0yoc) - [Manage Tickets](https://support.smartwebs.com/tickets-view) Open main navigation Close main navigation - [Smartwebs Solutions Home](https://solutions.smartwebs.com/) - [Contact Us](https://share.hsforms.com/2VBrljHAiSeCkcUy_-IEe_Aq0yoc) - [Manage Tickets](https://support.smartwebs.com/tickets-view) - English - United States Show submenu for translations - [Contact Us](https://share.hsforms.com/2VBrljHAiSeCkcUy_-IEe_Aq0yoc) [Contact Us](https://share.hsforms.com/2VBrljHAiSeCkcUy_-IEe_Aq0yoc) How can we help you? - There are no suggestions because the search field is empty. 1. [Smartwebs Solutions](https://solutions.smartwebs.com/en-us/smartwebs-solutions?hsLang=en-us) 2. [Work Orders](https://solutions.smartwebs.com/en-us/smartwebs-solutions/work-orders?hsLang=en-us) 3. [Work Order Management](https://solutions.smartwebs.com/en-us/smartwebs-solutions/work-orders?hsLang=en-us#work-order-management) November 5, 2025 # User Guide - Work Order Workflow Communication in workorders is configured in the workflow area. #### Workflow Templates Templates can be accessed by navigating to Work Orders \> More \> Workflow \> Email, Voice and Text Templates. This is where you'll manage all templates for the work order module. ![](https://solutions.smartwebs.com/hs-fs/hubfs/image-png-Nov-05-2025-10-35-32-2145-PM.png?width=670&height=162&name=image-png-Nov-05-2025-10-35-32-2145-PM.png) #### **Rules & Triggers** Rules and triggers work hand in hand with each other. The Start Rule determines when the system should begin watching the work order changes and the end rule is what defines that condition that will trigger notification. The trigger area is where you'll combine the start and end rules. After you create your email template, you'll follow the steps below to create your rules and trigger. **Step 1: Create a Start Rule** 1. Go to the Work Orders App. 2. Click More \> Workflow \> Rules. 3. Under the Start Rules tab, click New. 4. Name your rule something clear (e.g., Start – Vendor Notification Trigger). 5. Add a Group and set the condition: 1. Field: Work Order Created Date 2. Operator: \<\> (Not Equal To) 3. Value: Leave blank 6. Save the rule. **Step 2: Create an End Rule** 1. Navigate to the End Rules tab. 2. Click New. 3. Name your rule (e.g., End – Vendor Assigned Status Trigger). 4. Click Add IF, then set: 1. Field: Work Order Status 2. Operator: Like 3. Value: \[The (exact) name of the target status, e.g., Vendor Assigned\] 5. In the THEN section: 1. Click Add Action 2. Choose Change Communication Template 3. Select the appropriate Vendor Notification Email Template 6. Save the rule. **Step 3: Package the Rules in a Trigger** 1. Go to More \> Workflow \> Triggers. 2. Click New. 3. Give your trigger a descriptive name (e.g., Vendor Email – Trigger on Vendor Assigned Status). 4. Add a brief Description (optional but helpful). 5. Under Begin Rule, select the rule you created in Step 1 (Start Rule). 6. Under End Rule, select the rule you created in Step 2 (End Rule). 7. 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