Overview
The Workflow module in FacilityBot helps automate repetitive tasks, notifications, approvals, ticket creation, and assignment processes across your facilities management operations. By configuring workflows, teams can streamline request handling, reduce manual intervention, improve response times, and ensure that important actions happen automatically based on predefined triggers and conditions.
Workflows can be used for requests, fault reports, bookings, sensors, assets, parts, expenditures, surveys, meter readings, and more — enabling smarter and more proactive facility operations.
🛠️ Workflow Setup & Configuration
Workflow Labels
Organize and categorize workflows using labels for easier management and filtering.
Configuring New & Existing Workflows
Learn how to create, configure, and manage workflows in FacilityBot.
Automating Workflows
Introduction to workflow automation and how to automate operational processes.
🧾 Request & Fault Report Automation
Automate Assignment of Fault Reports and Requests
Automatically assign tickets to specific accounts or teams.
Allow Auto Assignment of Requests Based on Availability Status
Assign requests automatically based on staff availability.
Automatically Send an Email Reminder if Request Has Been Pending for Some Time
Send reminder emails for aging or pending requests.
Automatically Send an Email if a Requestor’s Sentiment is Low
Trigger notifications when requestor feedback or sentiment is negative.
Automate Sending of Survey after Request Completion
Automatically distribute surveys after requests are completed.
Automatically Send an Email when Requestors ask to “Chat with Staff”
Notify staff when requestors request direct communication.
🏢 Booking & Reservation Automation
Automating Alerts after Facilities Booking
Automatically send alerts after facility bookings are made.
Automatically Send an Alert when Desk Booking Is Made
Trigger alerts whenever desk bookings are created.
📡 Sensor & Meter Automation
Automatically Create a Request Ticket, Send an Email, or Alert an Account When a Sensor Is Triggered
Create automated responses when sensors detect specific conditions.
Automate Send an Email when Meter Reading Exceeds a Threshold
Notify stakeholders when meter readings exceed configured limits.
Automatically Create a New Request Ticket when a Meter Reading Exceeds a Threshold
Automatically generate maintenance or investigation tickets based on abnormal meter readings.
🏷️ Asset & Inventory Automation
Automatically Send Email When Asset Warranty Expiry Date Is Near
Receive notifications before asset warranties expire.
Automate Sending of Email Based on Asset Useful Life
Send alerts based on asset lifecycle and useful life schedules.
Automate Sending of Email When Parts Quantity Falls Below Select Amount
Get notified when inventory quantities fall below configured thresholds.
💰 Expenditure & Approval Automation
Automating Sending of Expenditure Approval Emails
Automatically send approval emails for expenditure requests.
Automatically Send Emails when an Expenditure Budget is Exceeded
Trigger notifications when spending exceeds budget limits.
Automate Creation of Expenditure Requests for Schedule of Rates Responses
Automatically create expenditure requests from Schedule of Rates workflows.
🌟 Key Benefits of Workflows
- Reduce repetitive manual work
- Improve operational efficiency
- Ensure timely notifications and escalations
- Automate ticket assignment and creation
- Improve response and resolution times
- Enhance preventive maintenance processes
- Strengthen financial and approval controls
- Improve customer satisfaction through automated follow-ups
- Enable proactive facilities management through sensors and thresholds
💡 Recommended Use Cases
- Automatically assigning incoming requests to available technicians
- Escalating overdue maintenance tickets
- Triggering maintenance tickets from IoT sensors
- Monitoring utility consumption thresholds
- Managing expenditure approvals automatically
- Sending preventive maintenance reminders
- Tracking asset lifecycle events
- Monitoring inventory and spare parts stock levels
- Automating post-service feedback collection
