---
title: Creating Routing Rules to Auto Assigned a Work Order
description: How to create and manage work order routing rules in eSPACE to automatically assign work orders to users, departments, or external vendors based on location and service category, including setup steps, rule management, and how routing is recorded in work order history.
---

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# Creating Routing Rules to Auto Assigned a Work Order

## How to automatically assign certain work orders to a specific user

Admins can set up work orders based on locations and service categories to be automatically assigned to a specific user, department or external vendor.  When a work order is set up to be automatically assigned to a user, department, or external vendor by a routing rule, the status of the work order once submitted will automatically be updated to the "Approved" status. Work orders will only appear in the "All New Work Orders" grid when they are not assigned to a user, department, or external vendor, and thus are waiting to be approved and assigned by an admin.

- Related article: **[Assigning/Approving a Work Order to a User, Department, or External Vendor](https://support.espace.cool/espace-knowledge-base/assigning/approving-a-work-order-to-a-user-department-or-external-vendor?hsLang=en)**

![](https://support.espace.cool/hs-fs/hubfs/undefined-Feb-23-2026-10-56-52-9909-PM.png?width=670&height=500&name=undefined-Feb-23-2026-10-56-52-9909-PM.png)

 

#### **Creating Routing Rules**

1\. In order to do this, first go to Settings \> Advanced \> General \> Work Order Creation and disable "Expose Departments on Work Orders".

- If you are not using departments and only using service categories to track and manage work orders, then it's recommended that this setting be off anyway.

![](https://support.espace.cool/hs-fs/hubfs/undefined-Feb-23-2026-10-56-58-9563-PM.png?width=670&height=397&name=undefined-Feb-23-2026-10-56-58-9563-PM.png)

If you do not first disable this setting, then a user could enter a Work Order and select a department that conflicts with rules that define how the Work Order is to be assigned

 

2\. Second, go to Settings \> Advanced \> Routing Rules.

![](https://support.espace.cool/hs-fs/hubfs/undefined-Feb-23-2026-10-57-06-4912-PM.png?width=660&height=618&name=undefined-Feb-23-2026-10-57-06-4912-PM.png)

 

3\. Once you are in Routing Rules, you can do the following:

1. Create a Rule
2. Edit an existing Rule
3. Delete a Rule
4. Activate or Deactivate an existing Rule
5. Sort Rules

![](https://support.espace.cool/hs-fs/hubfs/undefined-Feb-23-2026-10-57-14-6629-PM.png?width=670&height=160&name=undefined-Feb-23-2026-10-57-14-6629-PM.png)

4\. When creating a Rule, the following criteria can be entered for a Routing Rule:

1. Name of Routing Rule
2. Active or Not
3. Location
4. Service Category
5. Assign Work Order (to either an Internal User, Department or External Vendor)

![](https://support.espace.cool/hs-fs/hubfs/undefined-Feb-23-2026-10-57-24-7209-PM.png?width=661&height=212&name=undefined-Feb-23-2026-10-57-24-7209-PM.png)

5\. Once you have created a Routing Rule, all Work Order requests entered going forward will be assigned according to your Routing Rule and be in the "Approved" status.

- Routing rules only get applied when the work order is created, **not** when it is edited.

### **Recorded Action**

When work orders are assigned based on a routing rule, it gets recorded in the History Tab of the Work Order.

### **Deleted User**

If a User is deleted that is Assigned within a Routing Rule, then that Routing Rule will be deactivated as well.

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