Workflows

This manual will show how to use the Workflows feature as well as the “Email Templates” feature

Workflows are an eMaint feature that allows you to configure your system to react to certain events. You define “workflows” where, if certain criteria are met, certain actions take place.

1 - Navigating and Understanding the Workflows feature

To access workflows within X5, navigate to your account settings and select "Workflows".

This will take you to a list of every entity in your system that you can use to trigger a new workflow. Next to each entity is a breakdown of system actions you can use to trigger your workflows. For example, you can create a workflow for work orders that trigger after a record is created, updated, closed, or reopened. The possibilities are endless here. The list of system actions for each entity is divided into a section for before and after. Depending on the specific use case of your workflow you may require it to trigger before or after the action takes place.

2 - “Workflows” Overview

Once you’ve navigated to the workflow section in account setting tap the “Workflows” button next to the system action you wish to use. A numbered indicated will appear next to each system action so that you can easily determine how many workflows are tied to that system action. For example, if I want to send an email to management after a work order is closed I would search for the Work Orders entity and select “Workflows” next to the “Work Order Closed” option as demonstrated below.

The next screen you’re brought to will list every workflow you’ve created against the select system action. From this screen, you can add a new workflow or update an existing one. Below is a breakdown of the various options on this page.

A - In this area, you will find a list of existing workflows that trigger after the currently selected system event.

B - Clicking this button will allow you to create a new workflow

C - This area allows you to give your new workflow a name and enable it. Simply check the box to enable your workflow.

D - The conditions area is where to specify exactly when a workflow should trigger. If you wish for a workflow to always trigger no matter what the conditions are, do not check any options in this section.

E - What do you want your workflow to do? In this area, you can determine exactly what actions your workflow will perform. A few examples are replacing field values on a form, sending email notifications, or approving requests.

F - This section will give you a summary of your workflow. You will see the condition and actions laid out here.

Note - As with any change in X5, don’t forget to hit the orange “Save” button after making any changes.

3 - Creating Workflows

To help you understand workflows in X5, we’ve created guided walkthroughs of a few workflows that may be beneficial to your operations.

3.1 - Creating Workflows (Send Emergency WOs to Supervisor)

In the first example, we will walk you through the creation of a new workflow that sends an emergency work order to a supervisor.

• Navigate to the “Workflows” section in account settings.

• In the Work Orders section, select “After Record Created”.

• Tap the blue “Add Workflow” button to create a new workflow. Name it “Send Emergency WOs to Supervisor” and check the box to enable it.

• In the Conditions section, check the box “when a Custom Condition” and tap on the words “Custom Condition”.

• Tap the “Create Rule” option in the “Filter By” section.

• Apply a filter that checks if the Work Order Type is equal to “Emergency”.

• Tap the orange “Save” button to close the dialog box

• For the action of the workflow, select the option “send an Email Notification”

• Select the blue text “Email Notification” in the Actions section

• Fill out the to field, subject, and body of the email (Don’t forget to save the email template.) Below is a sample of my email notification.

• Tap the orange “Save” button to save the new workflow.

• Test your new Workflow!

3.2 - Creating Workflows (Change Job Status to Completed after WO Closeout)

• Navigate to the “Workflows” section in account settings.

• In the Work Orders section, select “After Work Order Closed”.

• Tap the blue “Add Workflow” button to create a new workflow. Name it “Change Job Status to Completed after WO Closeout” and check the box to enable it.

• We want this workflow to run anytime someone closes a work order so we’ll skip the conditions section. This will tell the system it should fire every time.

• In the actions section complete the following:

  1. Tap the checkbox next to “replace”

  2. Select “Job Status” from the drop-down

  3. Type “Completed” in the free text area

• Tap the orange “Save” button to save the new workflow.