Setting Up Workflows For Work Orders (Enterprise)

Workflows enable users to have full control over assignments, notifications, equipment statuses, modifications, priorities, due dates, and more. Each Workflow is capable of specifying multiple conditions.

When setting up a Workflow, there are four primary options: Inspection, Purchase Order, Repair, and Work Order.

Accessing Workflows

To access the workflows section, click the gear icon on the top right and choose Workflows.

Creating A New Workflow

To create a Workflow, click the "New" button on the top right. After clicking the blue "New" button, the New Workflow screen will be displayed.

Name - Choose the name of the workflow.

Active - If this box is unchecked, the workflow will be considered inactive and any triggers or actions will be ignored.

Conditions - Set the values that 'trigger' the workflow. to be activated

Actions - Specify what needs to be done when the workflow is triggered.

Adding Conditions

Conditions are triggers that tell the system when to initiate the actions on the bottom. There are a number of conditions to choose from:

Brief descriptions of each condition can be found below:

Work Order Triggers (Perform an Action)

Assignee - If the assignee contains or does not contain a specific employee or vendor.

Priority - If the WO is of a specific priority, such as HIGH or URGENT.

Type - If the WO is of a specific type, such as General Maintenance or Electrical.

Status - If the WO has a specific status, such as IN PROGRESS or ON HOLD.

Due On - If the WO is due within a certain number of days.

Scheduled On - If the WO scheduled date falls within a certain number of days.

Total Cost - If the WO total cost exceeds a certain amount.

Task Count - If the number of Tasks change on a WO. This will be triggered if tasks are added or removed after the WO was initially saved.

Note Count -any notes open the WO that are written will count as a trigger task.

Equipment Triggers (Perform an Action)

Category - If a WO is created for equipment that belongs to a certain category.

Location - If a Work Order is created for equipment that belongs to a certain location. Name - If a Work Order is created for equipment that has a specific name, or does/does not contain specific characters in the name.

Make / Model / Type / Status - If a Work Order is created for equipment that matches a particular make, model, type or status.

Ownership - If a Work Order is created for equipment with a specific ownership type (customer, leased, etc).

Keyword Array - This is related to the 'keywords' assigned to equipment. If a Work Order is created for equipment with certain keywords.

AND / OR Conditions

Trigger conditions can be added by using the AND and OR buttons.

OR means that if EITHER condition is true, perform the action.

AND means that BOTH conditions must be true to perform any actions.

OR condition:

AND condition:

Adding Actions

Click the +ACTION button to add a new action to the workflow.

List of actions available:

If all conditions of the Workflow are met, then this action will occur.

Deleting Actions Or Conditions

Any existing conditions or actions can be removed by using the red X button on the right hand side.

Deleting Workflows

Note: 'Active' can be unchecked under the Workflow name to turn it off.

The Delete button can be used to remove the Workflow of its entirety.