Overview:
Automations will simplify your work order process by automatically assigning users, and setting priorities. In this tutorial, you'll learn to create and utilize automations to enhance efficiency and productivity in managing work orders.
How Does it Work?
Using automations is straightforward. Just set up a few rules and triggers, and the automation will handle the rest for you. For instance, you can create a rule that automatically assigns any work order in a specific category to the right team members.
To start, go to the Automations tab under the Work Orders page and select the Add automation button. From there, you can set up your rules and triggers to fit your specific needs.
Step 1: Define the Trigger
In the When section, select an event that will activate the automation
Step 2: Add More Conditions (Optional)
After we selected the When, which is the trigger action, we can add more conditions to this trigger. For example, we can create an automation which is only triggered by the actions shown below.
💡Notice: You are able to multi-select any of these trigger actions. For example, you are able to open an automation on a work order opened at Low and Medium Priority in a specific building, and a specific category, as shown above.
Additionally, you are able to select sub-categories as well for your automation triggers. The sub-category option will only be available when a single category is selected. If multiple categories are chosen, sub-category selection will be hidden.
Step 3: Specify the Action
This is the action that will happen once the automation goes through. After selecting your choice, you will have the option to set a due date, set a priority, set assigned users or notify users. Notice that you will have different options depending on the trigger actions that you selected in the earlier section.
List of Automation Triggers and Their Actions
1. Trigger: New Work Order Opened
Actions Available:
Set a due date to ensure timely completion.
Assign a priority to manage task urgency.
Assign users to take ownership and handle the task.
Notify other users to keep them informed but not responsible.
💡Note: Assigning users makes them directly responsible for the work order, while notifying users simply keeps them informed.
2. Trigger: Work Order Unseen, No Response, or Not Completed
Actions Available:
Notify specific users to prompt action after a specified period of inactivity. This serves to alert managers or team members when a work order does not receive the necessary attention.
3. Trigger: Work Order Completed
This trigger helps maintain continuity by automatically creating a new work order whenever specific ones are completed, ensuring immediate follow-up actions are taken as needed.
Actions Available:
Create a New Work Order: Use a predefined template to streamline the creation of follow-up work orders. For example, you could set up a template for the cleaning team to check and clean the office each time a work order from another facility team is completed.
Note: If no template is chosen, the system will automatically duplicate the original work order.
4. Trigger: Work Order Duplication Detected
Actions Available:
Notify management when a duplication in work orders is detected, enabling them to address potential issues or inefficiencies immediately.
Editing Automations
On the automation page, you'll see a list of all your automations. If you want to change or edit any automation, simply click on it. This will open the automation window, which looks the same as the one used for creating automations. Here, you can modify all the details and assign or remove users as needed.
Thank you for reading! If you have any more questions, please feel free to contact our support team.