What is workflow?
After months of meticulous coding by our development team we are excited to release our new workflow engine for Maintenance Assistant CMMS. The workflow engine is a tool that helps manage your business processes by triggering specific actions in the CMMS when certain events occur. In simpler terms, a workflow stipulates “When this happens, do that”.
Presently, Maintenance Assistant CMMS comes with numerous built in workflows such as “trigger this email when a work order is created” or “Email this person when stock falls below minimum levels”. The workflow engine takes this to the next level by giving CMMS administrators the ability to create their own custom workflows; tailored for their own specific business processes and operational strategies.
Maintenance Assistant’s workflow automation lets you streamline your asset management and parts procurement processes within MA CMMS. The new feature helps you improve the efficiency of maintenance personnel by eliminating redundant steps while updating work order, asset or parts records. The system automatically triggers email notifications, escalations or activities at exactly the right time based on the predefined set of business rules.
How does the workflow engine work?
The workflow engine monitors the state of activities in the workflow and triggers activities based on the predefined set of business rules. Each workflow rule consists of criteria that cause the workflow to run and immediate actions that execute when the criteria is met.
A workflow can be ‘triggered’ by any of the following events:
- Every ‘x’ seconds
- A record was added
- A record was changed
- A record was removed
- A field was changed
- A field was changed from a specific value
- A field was changed to a specific value
When a workflow activates, it can trigger the following actions:
- Send a notification to a user(s) or group(s)
- Update a selected field value within a defined object
- Generate and send a selected report
- Run separate activities based on an if/else condition
- Loop through a list of records and perform common activities against those records
- Connect with external systems to send or retrieve data (integration)
It is possible to write your own workflow rules and criteria based on your unique needs. Here are some examples:
- Send a customized work order completion email whenever a work order is completed.
- Automatically escalate safety related work requests to the highest priority, assign to a senior technician and send out a high priority alert.
- Send an email reminder when an open work order has not been touched in >5 days.
- Escalate a purchase order to “Approval by VP of Operations” when the purchase order has been approved by the director and the total price on the PO exceeds $50,000.
- Send a notification reminder when work orders are past due.
The possibilities are endless!
Who benefits most from the workflow?
The workflow engine is ideal for users that want to automate their maintenance processes through their CMMS. The new feature is ideal for users that have integrated their CMMS with 3rd party hardware or software. A change triggered by the external system can trigger a workflow in the CMMS. Additionally, the new workflow engine will be extremely useful for CMMS users that want to tailor the flow of information through their own customized notifications.
How do you access the workflow engine?
Enterprise CMMS users can access the workflow engine in the reports menu on the left hand side of your CMMS.
If you do not have the Enterprise CMMS you can upgrade today through the account management section of your CMMS.