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.

Note:
Up to five workflows can be defined. After five workflows are created, the New button is hidden until a workflow is deleted.

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 unchecked, the workflow is considered inactive, and any triggers or actions are ignored.
Conditions – Set the values that trigger the workflow to be activated.
Actions – Specify the tasks to be performed 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
Work Order Triggers (Perform an Action)
- Assignee – Triggered if the assignee contains or does not contain a specific employee or vendor.
- Priority – Triggered if the Work Order has a specific priority, such as HIGH or URGENT.
- Type – Triggered if the Work Order is of a specific type, such as General Maintenance or Electrical.
- Status – Triggered if the Work Order has a specific status, such as IN PROGRESS or ON HOLD.
- Due On – Triggered if the Work Order is due within a certain number of days.
- Scheduled On – Triggered if the Work Order’s scheduled date falls within a certain number of days.
- Total Cost – Triggered if the Work Order’s total cost exceeds a specified amount.
- Task Count – Triggered if the number of tasks changes on a Work Order.
- Note Count – Triggered if any notes are added to the Work Order.
Equipment Triggers (Perform an Action)
- Category – Triggered if a Work Order is created for equipment in a specific category.
- Location – Triggered if a Work Order is created for equipment in a specific location.
- Name – Triggered if a Work Order is created for equipment with a specific name, or if the name contains or does not contain certain characters.
- Make / Model / Type / Status – Triggered if a Work Order is created for equipment matching a particular make, model, type, or status.
- Ownership – Triggered if a Work Order is created for equipment with a specific ownership type (customer-owned, leased, etc.).
- Keyword Array – Triggered if a Work Order is created for equipment containing specific assigned keywords.