Overview
Integration Hub workflows watch indicator readings from connected equipment and track a status for each piece of equipment in scope: OK, Warning, Alert, or No Data. Each workflow carries rules with an alert value and an optional warning value, a custom message, and one or more actions that announce status changes by alert, task, webhook, Microsoft Teams card, or Communications Hub post. Reliability and maintenance teams use the Workflow tab to see which workflows and assets are in Alert or Warning, and to review each asset's readings against its thresholds on a chart.
Accessing Workflows
In the standard navigation, click Admin, then click Integration Hub. In the Lube Management navigation, click Settings, then click Integrations.
Click the Workflow tab.
NOTE: You need Company Settings access to open Integration Hub. Create Workflow stays unavailable until the account has at least one connected integration, mapped indicators (Data Mapping), and indicators linked to assets (Asset Linking).
How to Create a Workflow
A workflow is built in four steps: Name & Location, Equipment, Rules, and Actions. Use Next and Back to move between steps.
Steps:
On the Workflow tab, click Create Workflow.
On Name & Location, enter a Workflow Name and, optionally, pick a Location (leave it as All Locations to cover every location).
Optionally write a Custom message and set no-data handling (see the sections below).
Click Next. On Equipment, choose an Equipment Type: Any, Class, Type, Asset, Component, or Component Type. With Asset, the Assets field accepts several assets.
Click Next. On Rules, select an Indicator and an Operator, then enter the Alert value.
For a numeric rule using greater than, less than, changes by, increases by, or decreases by, optionally enter a Warning value. A warning must be less severe than the alert value (for example, lower than the alert value for a "greater than" rule).
Click + AND or + OR to add more rules, or Remove to delete one.
Click Next. On Actions, choose an Action Type and fill in its settings (see "How to Set Up Actions"). Click Add to add another action.
Click Save.
NOTE: Changing selections on the Equipment step resets the rules on the Rules step.
While you type thresholds on the Rules step, a Preview panel on the right charts the last 24 hours of readings for equipment in scope against the draft thresholds, so you can check how often a value would have crossed them before saving.
How to Write a Custom Message
The custom message is sent with every alert, Teams card, webhook, and Communications Hub post the workflow makes.
Steps:
On the Name & Location step, click in the Custom message box and type your text.
To add a live value, click an item in the Insert row: + Workflow, + Unit ID, + Indicator, + Value, + Previous value, + Threshold, + Operator, + Status, or + Previous status. The value appears as a labelled pill at the cursor.
To remove a pill, hover it and click its ×, or press Backspace right after it.
Check the Preview under the box. It shows the message as a Communications Hub post and uses the latest real reading from equipment in scope when one is available ("Using the latest reading from ..."); otherwise it shows example values.
NOTE: When the box is blank, Redlist sends a default message in the form "Workflow name: Indicator is Value (Operator Threshold) on Unit ID". Click Start from the default to load that text and edit it. Messages can be up to 2,048 characters. Ctrl+Z and Ctrl+Y undo and redo edits.
How to Handle Missing Data
Equipment that stops reporting keeps its last status indefinitely unless a no-data timeout is set.
Steps:
On the Name & Location step, find If data is missing for.
Enter a whole number and choose hours or days.
Choose what happens after that time:
Show last known status — the status stays as it was.
Resolve — the equipment returns to OK.
Show "No Data" — the equipment moves to No Data.
When readings resume, the equipment is evaluated again from its next readings. The No data notification option on actions is offered only when Show "No Data" is selected.
How to Set Up Actions
Each action chooses which status changes it announces under Notify on: Alert, Warning, Recovery, and (when available) No data. At least one must be selected.
Action Type | What it does |
Alert | Notifies employees in a Role by Send Email, Send Text, and/or Send In App Notification. |
Create Task | Creates a task on a chosen Board with a Task Description, Due Date, Criticality, and optional Role and Form. Tasks are created only when the status becomes Alert. |
Webhook | Calls a webhook set up under the Webhooks card in the Integrations tab. |
Microsoft Teams | Posts a card to a Teams channel set up under the Microsoft Teams card in the Integrations tab. |
Communications Hub | Posts to the Communications Hub feed, tagged to the equipment. |
Webhook and Microsoft Teams actions: Only webhooks and Teams channels set to Redlist Entity = Workflows and Action Criteria = Triggered, and switched on, appear in the Webhook to call and Teams channel to post to lists. If the list is empty, create one in the Integrations tab first. The Teams card shows the status, the current and previous value, the time, and an Open in Redlist button.
Communications Hub actions:
Tag employee role (optional) — everyone in the selected role is @mentioned on the post and receives the mention notification.
Attach form (optional) — the form is tagged on the post so anyone on the thread can start it.
Posts appear from Redlist Workflows with a status badge and the workflow name, and contain the workflow's message. If the equipment isn't linked to a Redlist asset and the message doesn't mention the unit, the post adds an "Equipment:" line.
Re-notification (Alert, Webhook, Microsoft Teams, and Communications Hub):
Notify on status changes only — the action fires only when the status changes.
Also re-notify every... — the action fires on the change, then again every set number of Hours, Days, or Weeks while the condition holds.
For Create Task, choose Create only if the previously generated task is deleted or completed for this workflow's rules or Create every time a rule is triggered.
Monitoring Workflows
The Workflow tab lists every workflow with its worst current status as a colored badge, plus a count of equipment per status (for example "3 Alert · 1 Warning · 12 OK").
Sort by — Status (worst first) or Name.
Status filter — in the filter bar, alongside Location, Group, Class, Type, Make, and Model.
Switch — turns a workflow on or off (Connected / Disconnected).
Edit — opens the workflow to change any step, or to Delete it.
Click the arrow next to a workflow name to expand it. The expanded view shows its location, message, rules, actions (with Notifies on for each), and the monitor:
Pick a piece of equipment from the Asset list (worst status first). Its status badge and "since" time appear beside it.
Pick a time window: 1h, 24h, 7d, or 30d.
Each numeric rule shows a chart of readings with shaded warning and alert bands, dashed threshold lines, and vertical markers where the status changed.
Status history below the charts lists each status change in the window.
For "changes by", "increases by", and "decreases by" rules, the thresholds apply to the change between readings, so the chart shows no band.
Filtering Workflow Posts in Communications Hub
The Communications Hub left rail has a Workflows section with Alerts and Warnings toggles.
Turn on Alerts to show only posts a workflow made when equipment went into Alert; Warnings works the same way for Warning. Both can be on at once.
The toggles combine with the selected message status or Bookmarked (for example, Open with Alerts on shows only open workflow Alert posts).
Where Communications Hub is embedded (for example, on an asset), the status dropdown offers the same toggles.
Use Cases
A reliability engineer watches vibration on critical pumps — a workflow on several pump assets uses a warning value and an alert value on vibration, so the team sees Warning early and Alert when action is needed, with the chart showing how close each pump runs to its limits.
A site wants sensor alerts in its Teams channel — a Microsoft Teams action set to Alert and Recovery posts a card when a unit goes into Alert and another when it returns to OK.
A maintenance supervisor wants the crew to discuss and respond in one place — a Communications Hub action tags the mechanics' role and attaches an inspection form, so the crew is notified and can start the form from the post.
A gateway drops offline — a no-data timeout of 4 hours with Show "No Data" moves silent equipment to No Data so missing readings don't go unnoticed.
Best Practices
Use Warning Values for Early Notice: A warning value gives the team time to plan work before equipment reaches the alert value.
Check the Rules Preview Before Saving: The 24-hour preview shows how often draft thresholds would have been crossed, which helps avoid noisy workflows.
Set a No-Data Timeout on Critical Equipment: Without one, equipment that stops reporting keeps its last status indefinitely.
Choose Notify On Per Action: Send Alert and Recovery to Teams, for example, while keeping Warning to a Communications Hub post, so each channel gets the right level of detail.
Lead the Message With the Unit: Put Unit ID and Status early in the custom message so people can tell what happened at a glance on every channel.
Troubleshooting
Issue: The Create Workflow button is unavailable.
Solution:
Connect an integration in the Integrations tab.
Map indicators in Data Mapping and link them to assets in Asset Linking.
Issue: My webhook or Teams channel doesn't appear in the action's list.
Solution:
In the Integrations tab, open the webhook or Teams channel and confirm Redlist Entity is Workflows and Action Criteria is Triggered.
Check that its Status switch is on.
Webhook actions list only standard webhooks, and Microsoft Teams actions list only Teams channels.
Issue: The Warning value field doesn't appear on a rule.
Solution:
Warning values are available only on numeric rules using greater than, less than, changes by, increases by, or decreases by.
Make sure the warning is less severe than the alert value; otherwise the field shows an error.
Issue: An asset still shows its old status even though readings stopped.
Solution:
Edit the workflow and set If data is missing for with Show "No Data" or Resolve.
To be notified, also select No data under Notify on for the relevant actions.
Issue: The monitor says "No readings in this window."
Solution:
Choose a wider window, such as 7d or 30d.
Confirm the asset's indicators are still reporting in Integration Hub.
Summary
Integration Hub workflows track an OK, Warning, Alert, or No Data status for each piece of equipment and announce status changes through alerts, tasks, webhooks, Microsoft Teams cards, and Communications Hub posts. The Workflow tab shows each workflow's worst status, and expanding a workflow shows each asset's readings against its thresholds along with its status history.