We're excited to introduce Workflow Builder (WFB), a new feature designed to make auto-assignment within work request modules easier and more efficient. With Workflow Builder, users can create dynamic workflows that automatically route work requests based on specific conditions, ensuring the right personnel are assigned without manual intervention.
How does it work?
Workflow Builder enables users to configure auto-assignments using two key conditions:
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Request Type: Assign work requests based on their type (e.g., HVAC, Electrical, Plumbing, etc.).
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Building: Assign work requests based on the location where the work is needed.
Both conditions can be singular or multi-select, giving users flexibility in setting up their workflows.
Steps to create a workflow:
1. Access Workflow Builder: Navigate to Admin settings > Workflows tab on the far right.
2. Add a new workflow: Click "Add Workflow" to begin setting up a new auto-assignment workflow, or you can edit an existing workflow
3. Define conditions:
- Select Request Type(s) to trigger the workflow.
- Select Building(s) where the workflow applies.
4. Assign responsible personnel: Designate the appropriate users or teams who should receive requests when the conditions are met.
5. Save and publish the workflow: Once configured, save the workflow to enable auto-assignment, or save the workflow as a draft if you aren't finished setting it up.
Visual Workflow Structure
Workflow Builder utilizes a tree-diagram structure, allowing users to visually map out their auto-assignments. This structure makes it easy to:
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Build workflows in an intuitive, tree diagram interface.
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See all auto-assignments in one clear visual representation.
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Quickly adjust conditions and assignments as needed.
Common Examples
Here are a few examples of how Workflow Builder can be used:
| Input Condition | Assigned User Type/User |
|---|---|
| HVAC Request in Building A | HVAC Maintenance Team |
| Electrical Request in Building B | Electrical Specialist |
| Plumbing Request in Multiple Buildings | Facilities Team |
| General Maintenance Request in Any Location | Default Maintenance Team |
Managing User Permissions
To control who can create and edit workflows, administrators can adjust permissions by:
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Navigating to Admin settings > User Types.
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Selecting Edit for the desired user type.
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Adjusting the toggle for "Can administer organization" will enable access to WFB
Get Started Today
Workflow Builder is designed to streamline your work request process and enhance efficiency. Start building your workflows today to automate work request assignments with ease!