Workflow Configuration

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.

Define Workflow Configuration

The Configuration Type controls 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, Request Task, Configured Work Task and Configured Request Task. If there is more than one valid configuration, the workflow with the highest weight gets applied.

When a certain Workflow Configuration is applicable for both Mobile Work Order and Technician Portals, the Used In field is enabled on those configuration types. Request Task, Configured Work Task, Configured Request Task configurations are only applicable for Mobile Work Order. Therefore, the Used In field is not shown on those types of configurations.

Define Work Task Configurations

Standard sub configuration

Use Filters tab to define the filter criteria for the configuration applied to Work Order Tasks in mobile device. Add the pre-defined Maintenance Surveys in the EForms 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.

Enter the Maintenance Organization and Maintenance Organization Site of the work tasks that the configuration should be applied to, in the Sites tab.

Bundle Task sub configuration

Use this Sub Configuration Type to create configuration for Bundle Tasks. Add the pre-defined Maintenance Surveys in the EForms tab.  The configuration will be matched to Bundle Tasks using Sites tab for Work Order Tasks.
Configurations with sub type Bundle Task is not applicable for Tech Portals. Therefore, the Used In field is not displayed on that configuration type.

New or Additional Work sub configuration

Use this sub configuration type to trigger eForms when creating new Work Orders or Work Order Tasks in mobile,. Enter the filter criteria in Filters tab and eForms that need to be triggered in EForms tab. Enter the Site and Maintenance Organization of the Work Order or Work Task in the Sites tab.

Define Request Task Configurations

Standard sub configuration

Use Filters tab to define the filter criteria for the configuration applied to Request Work Tasks in mobile device. Add the pre-defined Maintenance Surveys in the EForms tab. 

Enter the Service Organization and Service Delivery Unit of the Request tasks that the configuration should be applied to, in the Service Organizations tab.

Bundle Task sub configuration

Use this sub configuration type to create configuration for Bundle Tasks. Add the pre-defined Maintenance Surveys in the EForms tab.  The configuration will be matched to Bundle Tasks using Service Organizations tab for Request Tasks. Configurations with sub type Bundle Task is not applicable for Tech Portals. Therefore, the Used In field is not displayed on that configuration type.

New or Additional Work sub configuration

Use this sub configuration type when creating new Requests, Request Scopes, and Request Work Tasks. Enter the filter criteria in Filters tab and eForms that need to be triggered in EForms tab. Enter the Service Organization of the Request, Scope or the Work Tasks in the Service Organizations tab.

Workflow Actions

The following Workflow Actions are available to configure on Work Tasks and Request 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.

ActionDescriptionApplicable Configuration Types
Edit Work AssignmentEnables editing work assignment detailsRequest Task, Work Task
Multiple Work AssignmentsIf disabled, this restricts changing the status of a Work assignment to OnRoute, Work Started, Waiting at Location, or Pending Completion, if another work assignment with the same Workflow Configuration is already in Work Started, Waiting at Location, or Pending Completion status.Request Task, Work Task
Connected Work AssignmentsShows connected work assignments to a work taskRequest Task, Work Task
Keep Work Assignment after completionEnables keeping work assignment on the device until it is ready to returnRequest Task, Work Task
Auto TimeEnables Automatic Time Reporting (Travel and Work)Request Task, Work Task
Return Travel TimeEnables Return Travel  action when completing an assignment, which will automatically create a time report for the travel.Request Task, Work Task
SurveysEnables 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.Request Task, Work Task
DebriefEnables Debrief actionRequest Task, Work Task
Work ReportEnables viewing the Work Report from Work AssignmentsWork Task
Service ReportEnables viewing the Service Report from Work AssignmentsRequest Task
AttachmentsEnables 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 assignmentRequest Task, Work Task
EventsEnables Events action. This allows viewing Work Assignment and Task events and adding manual events.Request Task, Work Task
Work OrderEnables Work Order action to view Work Order informationWork Task
Tools and FacilitiesEnables Tools action to plan, view or report tool/equipment used.Request Task, Work Task
Update Allocated HoursEnables the action to update Allocated HoursRequest Task, Work Task
TimeEnables Time action to add, view or edit time reportsRequest Task, Work Task
Task StepsEnables Steps action to view, process or add task stepsRequest Task, Work Task
Log BookEnables Log Book action in the Maintenance appWork Task
Service BookEnables Service Book action in the Service appRequest Task
ReturnsEnables Returns action to view returned parts or plan parts to returnRequest Task, Work Task
Purchase RequestEnables Purchase Requisitions actionWork Task
Task MeasurementsEnables the possibility to view and capture measurements on the work task object. If this is set mandatory, mobile user gets an alert message asking whether the measurements have been captured when completing the work assignment.Request Task, Work Task
Task Step MeasurementsEnables the possibility to view and capture measurements on the work task step objects. If this is set mandatory, mobile user gets an alert message asking whether the measurements have been captured when completing the work assignment.Request Task, Work Task
MaterialsEnables Materials action. If this is set as mandatory, at least one part should be issued before completing the work assignmentRequest Task, Work Task
ExpensesEnables Expenses action to report expensesRequest Task, Work Task
CancelEnables Cancel actionRequest Task, Work Task
Allow TravelEnables Travel actionRequest Task, Work Task
Allow Pending CompletionEnables Pending Completion action on assignments in Started statusRequest Task, Work Task
Allow Re-Start from Pending CompletionEnables Start command on the assignments in Pending Completion statusRequest Task, Work Task
Allow PauseEnables Pause Travel action assignments in On Route status or Pause action on assignments in Started StatusRequest Task, Work Task
Allow HandoverValid only for Maintenance Tech PortalWork Task
Waiting at LocationEnables Waiting at Location Action after travel startedRequest Task, Work Task
IncompleteEnables Incomplete actionRequest Task, Work Task
Allow AcceptEnables Accept action. When disabled, the work task is automatically accepted from Assigned status.Request Task, Work Task
Engineer SignatureEnables 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 assignmentRequest Task, Work Task
Report In Task WizardEnables 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 wizardRequest Task, Work Task
Mobile Report Before Customer SignatureEnables viewing Service Report or Work Report before adding customer signatureRequest Task, Work Task
Customer SignatureEnables 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 assignmentRequest Task, Work Task
Mobile Report After Engineer SignatureEnables viewing Service Report or Work Report after adding engineer signatureRequest Task, Work Task
New TaskEnables Additional Work actionRequest Task, Work Task
Restrict Follow-On Work Actions On IncompletionWhen this action is enabled, you, as the user, are not presented with options for creating follow on work when setting a work assignment to Incomplete.
When this action is disabled, you are allowed to create follow-on work
to continue with the remaining work. While disabled, you have the Assign to Me and Needs to be planned options available to you.
Request Task, Work Task
New Work OrderEnables creating New Work OrderWork Task
New Request ScopeEnables creating New Request ScopeRequest Task
Issue MaterialsEnables 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
Request Task, Work Task
Issue All Reserved MaterialsEnables Issue All Reserved action. This issues all reserved material on a Work TaskRequest Task, Work Task
Scan And IssueEnables Scan and Issue action for MaterialRequest Task, Work Task
Plan MaterialsEnables adding new material demands on Work TasksRequest Task, Work Task
Direct Issue MaterialsEnables Quick Issue -Stock , Quick Issue - Spares and Quick Issue - Project actions to enable direct issue of partsRequest Task, Work Task
Allow Future Return TravelEnables Add Return Travel action while completing an assignment. This allows reporting future time for return travelRequest Task, Work Task
Unreserve MaterialsEnables 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.Request Task
Add Highlight to DispatcherEnables Highlight to Dispatcher action on Work Assignment to draw the attention of a Dispatcher to a specific Work Assignment.Request Task, Work Task
Update Expected Arrival TimeEnables Update Expected Arrival Time action for a Work Assignment.Request Task, Work Task

Define Configured Task Configurations

Actions Flow page is enabled for Configuration Types Configured Work Task and Configured Request 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. 

For Configuration Types Configured Work Task and Configured Request Task, the action CONNECTED_TASKS_LIST is available in the action flow for Bundle tasks. This action displays a list of the connected tasks in the bundle.

Define Person Resource Configurations

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 criteria in the Access tab which determines the resource(s) that the configuration should be applied to. Criteria defined under Service Resource is applicable for resources who engage in service work, whereas criteria defined under Maintenance Resource is applicable for resources who engage in maintenance work.

Workflow Actions for Resource configurations

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 .

ActionDescription
Allow Add New Work Order / Service RequestEnables New Work action from Home page, Objects, Work Assignments  and Task Steps
Allow Create / Update Map PositionsEnables action Create Map Position or Update Map Position on tasks and objects.
Allow Create/View Request QuotationsEnables 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 Find PartEnables Find Part action on Material header and on Required Materials card view only when the part stock in the van is limited or not available.
Allow Meter ChangeEnables Meter Change action on objects with test points and parameters defined
Allow Meter RolloverEnables Meter Rollover action on objects with test points and parameters defined
Allow report none Absences categories in Misc AllocationsEnables the user to report a Misc. Allocation Category with the property Absence set to No
Allow Pool WorkEnables Pool Work tile in Home Screen so that tasks can be accepted from pool
Allow Receive Reserved PartsEnables Receive Reserved Parts action
Allow Handover of Parts from My StockEnables Move to Main Warehouse action on My Stock. This allows moving unreserved parts to main (central) warehouse directly
Allow Release Service QuotationEnables Release and Return action on Service Quotations
Allow Return of Unreserved Parts from Service LocationEnables Return from Service Location action in Material. This allows returning unused parts left in service location
Allow Service SalesEnables processing the option Plan a scope for reviewing and showing Scope Review menu item
Allow Stock Move Add Transport TasksEnables Add Transport Tasks action in Move Stock
Allow Stock Move Incoming StockEnables actions  on Incoming Stock- In Transit and Incoming Sock - Direct in Stock Move
Allow Stock Move Planned Incoming Transport TasksEnables action Planned Incoming Transport Tasks
Allow Stock Move Unplanned Incoming StockEnables action Unplanned Incoming Stock in Move Stock
Allow Stock Move Unplanned Outgoing StockEnables action Unplanned Outgoing Stock in Move Stock
Enforce Acknowledgement on Stock Count SubmitEnables 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 ValidationIf enabled, Part Numbers are validated on return
Ignore Shift Start ValidationDisregards validation to enforce user to sign in for the shift before starting work
Restrict Self Assigning from Pool while OfflineRestricts technician from accepting or starting tasks from Work Tasks pool while offline
Allow Set AttentionEnables action Set Attention On/Off from the main menu to send an alert to the Dispatcher(s).

 

Define Object Configurations

In the Filters tab, enter the filter criteria for the objects. The relevant eForms can be added in EForms tab. The user will find relevant eForms under the Object Actions in mobile,