What Is a Workflow?
The Rand McNally Telematics platform is event-based and uses dynamic tracking, meaning it continuously captures real-time data as things happen across your fleet. These events, and the data behind them, are what power Workflows.
A Workflow is a set of automated steps that runs in response to a triggering event, so you do not have to manually repeat the same actions every time something happens in your account.
You set the rules once, and the Workflow handles the rest going forward, turning raw platform events into notifications, alerts, and automated actions.
Who Has Access to Workflows?
Workflows are available with Professional, Advanced, and Enterprise plans. They are not included with the Starter plan.
If you are currently on the Starter plan and want access to Workflows, you can upgrade to Professional or above at any time.
| Package Tier | Workflows Included? | Workflow Templates |
|---|---|---|
| Starter | ❌ Not available | ❌ Not available |
| Professional | ✅ Available | 🔶 Limited Templates |
| Advanced | ✅ Available | ✅ Advanced Templates |
| Enterprise | ✅ Available | ✅ Advanced Templates |
There is no limit to the number of Workflows you can create. Build as many as your operations require.
When Should I Use a Workflow?
Use a Workflow whenever you find yourself repeating the same task or whenever you want something to happen automatically without manual input.
Common use cases include:
- Automation – Run routine, repetitive tasks automatically in the background.
- Highly customized notifications – Get notified the moment a specific condition is met, exactly how you want. Notifications can be delivered via SMS, email, or push notification.
If a task follows a predictable pattern, it is probably a good candidate for a Workflow.
How Do Workflows Work?
Every Workflow consists of three core components:
- Trigger – The event that starts the Workflow. Because the platform uses dynamic tracking, triggers can be based on real-time events such as a vehicle entering a geofence, a vehicle moving at a particular time, or virtually any parameter that is important to your operation.
- Conditions (Optional) – Rules that determine whether the Workflow should continue. For example, only proceed if the vehicle belongs to a particular group, has a specific tag, is within a fence, or matches another defined condition.
- Actions – What happens after the Workflow is triggered. This could include sending a notification, creating an alert, updating a record, adding a tag, or running another automated task.
Once configured, the Workflow runs continuously in the background, monitoring for trigger events and automatically carrying out the actions you've defined.
Examples of When to Use a Workflow
Workflows are extremely flexible, and the right combination of triggers and conditions can automate almost any business process.
Some common examples include:
- Out-of-hours vehicle usage – Monitor vehicle movement during evenings, weekends, or public holidays and receive an alert whenever activity occurs outside your normal operating hours.
- Low battery voltage alerts – Notify your team whenever a vehicle's battery voltage falls below a specified threshold, allowing maintenance before a breakdown occurs.
- Automatic tagging – Automatically add or remove tags based on events, making it easier to organize, filter, and report on different groups of vehicles or assets.
These are just a few examples. Because Workflows are logic-based, the combinations are virtually endless. If you can define the process, there's a good chance it can be automated.
If you need assistance, contact our Support team. We're always happy to help.