Workflow Configuration allows configuring the workflow and actions according to requirements of mobile users. The configuration is done in IFS Cloud Web. It is possible to enable or disable actions and processes available in the mobile clients, hide actions (e.g. Returns or Pictures) or make actions mandatory (i.e. signature must be provided before work assignment can be completed).
To define when a specific workflow should be applied, use the Filters tab to define the selection criteria for the configuration. The filter parameters can vary based on the selected Configuration Type. A workflow configuration is applied only if the workflow filter criteria is met. For instance when the Object Type of an Object is "Boiler", the Work Type of a task is "Corrective" or when the Maint Org of an Person Resource is "Electrical Department".
All active configurations are synchronized to IFS Mobile Clients upon activating the device.
The Configuration Type indicates the processes and actions that are available to be configured.
The Weight defined on a configuration determines which configuration is applied when there are multiple valid configurations. Weight is applicable only for configurations types Work Task and Configured Work Task. If there is more than one valid configuration, the highest weight wins i.e. the workflow with the highest weight value gets applied.
Workflow Configurations can be applied for both Technician Portals and Mobile Work Order. Select the relevant option in the Used In field.
Use Filters tab to define the filter criteria for the configuration applied to Work Tasks in mobile device. Add the pre-defined Maintenance Surveys in the eForms tab. Enter the Maintenance Organization and Maintenance Organization Site of the work tasks that the configuration should be applied to in the Sites tab.
Note: The Work Type defined in the Filters tab only applies to Work Order related Work Tasks and is ignored when the same configuration is applied to Request Tasks. Similarly, the Activity Type defined in the Filters tab only applies to Request Tasks, and the Activity Type is ignored when the same configuration is applied to a Work Order Work Task.
Actions Flow page is enabled for Configuration
Type Configured Work Task. In here it is possible to define
a forced workflow following a certain set sequence of actions, which will help
guide the user through steps relevant for that particular workflow. eForms (Maintenance
Surveys) are enabled for certain actions such as status changes and eForms.
These surveys must be defined with Workflow Type - Configured Workflow and first registered under eForms tab.
It is possible to add a termination action
in the eForm Termination field in the Actions Flow
tab. This enables the user to deviate or terminate the workflow via termination
question.
Following eForm Termination actions are supported. If no terminating action has been defined, the workflow continues as normal.
When working with material, a limited set of parts can be presented to the user by using assortments. For material related actions in the Actions Flow tab, one or more assortments can be defined in the Assortments field. When an assortment is defined only parts within that assortment will be available for use, for that particular action.
The following Workflow Actions are available to configure on Work Tasks. All actions are enabled by default. Disable actions that are not used. If you want to enforce mobile technicians to perform certain actions, select Mandatory on these actions.
| Action | Description |
| Edit Work Assignment | Enables editing work assignment details |
| Multiple Work Assignments | Restricts processing multiple work assignments with the same workflow configuration applied |
| Connected Work Assignments | Shows connected work assignments to a work task |
| Keep Work Assignment after completion | Enables keeping work assignment on the device until it is ready to return |
| Auto Time | Enables Automatic Time Reporting (Travel and Work) |
| Return Travel Time | Enables Return Travel action when completing an assignment, which will automatically create a time report for the travel. |
| Surveys | Enables eForms action on assignment if at least one survey with Workflow Type - Work Assignment is connected to the workflow configuration applied. If this is set as mandatory, all eForms with Workflow Type - Work Assignment should be answered before completing the work assignment. |
| Debrief | Enables Debrief action |
| Reports | Enables viewing the Service Report or Work Report from Work Assignments |
| Attachments | Enables adding and viewing attachments. If this is set as mandatory, there has to be at least one attachment linked to the task before completing the work assignment |
| Events | Enables Events action. This allows viewing Work Assignment and Task events and adding manual events. |
| Work Order | Enables Work Order action to view Work Order information |
| Tools and Facilities | Enables Tools action to plan, view or report tool/equipment used. |
| Time | Enables Time action to add, view or edit time reports |
| Task Steps | Enables Steps action to view, process or add task steps |
| Service Book/Log Book | Enables Service Book action in the Service app and Log Book in the Maintenance App |
| Returns | Enables Returns action to view returned parts or plan parts to return |
| Purchase Request | Enables Purchase Requisitions action |
| Measurements | Enables Measurements action |
| Materials | Enables Materials action. If this is set as mandatory, at least one part should be issued before completing the work assignment |
| Expenses | Enables Expenses action to report expenses |
| Cancel | Enables Cancel action |
| Allow Travel | Enables Travel action |
| Allow Pending Completion | Enables Pending Completion action on assignments in Started status |
| Allow Re-Start from Pending Completion | Enables Start command on the assignments in Pending Completion status |
| Allow Pause | Enables Pause Travel action assignments in On Route status or Pause action on assignments in Started Status |
| Allow Handover | Valid only for Maintenance Tech Portal |
| Waiting at Location | Enables Waiting at Location Action after travel started |
| Incomplete | Enables Incomplete action |
| Allow Accept | Enables Accept action. When disabled, the work task is automatically accepted from Assigned status. |
| Engineer Signature | Enables capturing engineer signature in the workflow. If this is set as mandatory, the fields Executed Signed By and Executed Signature should be filled in before completing the work assignment |
| Report In Task Wizard | Enables Report In assistant. If disabled, the assignment will be directly set to Completed on completion. If this is set as mandatory, the fields Fault Type, Cause, Performed Action and Fault Class should be filled in to proceed with the wizard |
| Mobile Report Before Customer Signature | Enables viewing Service Report or Work Report before adding customer signature |
| Customer Signature | Enables capturing customer signature in the workflow. If this is set as mandatory, the fields Customer Signed By and Customer Signature should be filled in before completing the work assignment |
| Mobile Report After Engineer Signature | Enables viewing Service Report or Work Report after adding engineer signature |
| New Task | Enables Additional Work action |
| New Work Assignment | Enables creating a new work assignment when setting a work assignment to Incomplete to continue with remaining work. If this is set as mandatory, a new work assignment must be created when setting the assignment to Incomplete |
| New Work Order / Request Scope | Enables creating New Work Order or New Request Scope |
| Issue Materials | Enables the following actions. Issue action under Required Material and Reserved Material Receive and Issue action under Receive Reserved Parts Actions Issue All Reserved , Scan and Issue and Quick Issue (Spares and Stock) are not affected. When setting this action to Not Used, user gets a prompt to set Actions Issue All Reserved Material, Scan and Issue and Direct Issue Material also to Not Used |
| Issue All Reserved Materials | Enables Issue All Reserved action. This issues all reserved material on a Work Task |
| Scan And Issue | Enables Scan and Issue action for Material |
| Plan Materials | Enables adding new material demands on Work Tasks |
| Direct Issue Materials | Enables Quick Issue -Stock and Quick Issue - Spares actions to enable direct issue of parts |
| Allow Future Return Travel | Enables Add Return Travel action while completing an assignment. This allows reporting future time for return travel |
| Unreserve Materials | Enables Handle Unused Parts action on reserved material. Parts that were not used for the job can be unreserved , moved to own stock or to a central warehouse depending on location reserved. |
| Add Highlight to Dispatcher | Enables Highlight to Dispatcher action on Work Assignment to draw the attention of a Dispatcher to a specific Work Assignment. |
| Update Expected Arrival Time | Enables Update Expected Arrival Time action for a Work Assignment. |
In the Actions tab, select the required actions that you want to enable for a set of resources. If any eForms need to be filled in, add them in the EForms tab. Enter the resources that this configuration should be applied in the Access tab.
Following Workflow Actions are available to enable or disable for resources. Disable actions that are not used. In the Access tab, enter the set of resources that the configuration should be applied to. Leave the Maintenance Organization field blank to make a configuration valid for all resources in a particular Maintenance Organization Site .
| Action | Description |
| Allow Add New Work Order / Service Request | Enables New Work action from Home page, Objects, Work Assignments and Task Steps |
| Allow Create / Update Map Positions | Enables action Create Map Position or Update Map Position on tasks and objects. |
| Allow Create/View Request Quotations | Enables New Request Quotations and Request Quotations tiles in the Home screen and the actions on Objects page. This allows creating new Request Quotations and view Request quotations created by the technician. |
| Allow Meter Change | Enables Meter Change action on objects with test points and parameters defined |
| Allow Meter Rollover | Enables Meter Rollover action on objects with test points and parameters defined |
| Allow report none Absences categories in Misc Allocations | Enables the user to report a Misc. Allocation Category with the property Absence set to No |
| Allow Pool Work | Enables Pool Work tile in Home Screen so that tasks can be accepted from pool |
| Allow Receive Reserved Parts | Enables Receive Reserved Parts action |
| Allow Handover of Parts from My Stock | Enables Move to Main Warehouse action on My Stock. This allows moving unreserved parts to main (central) warehouse directly |
| Allow Release Service Quotation | Enables Release and Return action on Service Quotations |
| Allow Return of Unreserved Parts from Service Location | Enables Return from Service Location action in Material. This allows returning unused parts left in service location |
| Allow Service Sales | Enables processing the option Plan a scope for reviewing and showing Scope Review menu item |
| Allow Stock Move Add Transport Tasks | Enables Add Transport Tasks action in Move Stock |
| Allow Stock Move Incoming Stock | Enables actions on Incoming Stock- In Transit and Incoming Sock - Direct in Stock Move |
| Allow Stock Move Planned Incoming Transport Tasks | Enables action Planned Incoming Transport Tasks |
| Allow Stock Move Unplanned Incoming Stock | Enables action Unplanned Incoming Stock in Move Stock |
| Allow Stock Move Unplanned Outgoing Stock | Enables action Unplanned Outgoing Stock in Move Stock |
| Enforce Acknowledgement on Stock Count Submit | Enables toggle for acknowledgment when confirming counted part lines. Technician has to acknowledge that the counted part quantities are accurate before he can confirm |
| Enforce Part Validation | If enabled, Part Numbers are validated on return |
| Ignore Shift Start Validation | Disregards validation to enforce user to sign in for the shift before starting work |
| Restrict Self Assigning from Pool while Offline | Restricts technician from accepting or starting tasks from Work Tasks pool while offline |
| Allow Set Attention | Enables action Set Attention On/Off from the main menu to send an alert to the Dispatcher(s). |
In the Filters tab, enter the filter criteria for the objects. The relevant eForms can be added in EForms tab.
E-forms can be triggered when creating new Work Orders or Work tasks on existing Work Orders. Enter the filter criteria in Filters tab and eForms that need to be triggered in EForms tab. Enter the Site and Maintenance Organisation of the Work Orders or Work Tasks in the Sites tab.
E-forms can be triggered when adding new Service Requests and new scope one existing requests. E-forms can also be triggered when creating additional work (i.e. Work Tasks) on existing Service Requests. Enter the filter criteria in Filters tab and eForms that need to be triggered in EForms tab. Enter the Service Organisation of Service Requests, new Scope or Work Tasks in the Service Organisations tab.