{"id":9403,"date":"2026-05-15T08:25:32","date_gmt":"2026-05-15T00:25:32","guid":{"rendered":"https:\/\/blog.facilitybot.co\/blog\/?post_type=knowledgebase&p=9403"},"modified":"2026-05-15T08:25:53","modified_gmt":"2026-05-15T00:25:53","slug":"%e2%9a%99%ef%b8%8f-workflow-overview","status":"publish","type":"knowledgebase","link":"https:\/\/blog.facilitybot.co\/blog\/knowledge-base\/overview\/%e2%9a%99%ef%b8%8f-workflow-overview\/","title":{"rendered":"\u2699\ufe0f Workflow Overview"},"content":{"rendered":"\n

Overview<\/strong><\/h2>\n\n\n\n

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.<\/p>\n\n\n\n

Workflows can be used for requests, fault reports, bookings, sensors, assets, parts, expenditures, surveys, meter readings, and more \u2014 enabling smarter and more proactive facility operations.<\/p>\n\n\n\n

\n\n\n\n

\ud83d\udee0\ufe0f Workflow Setup & Configuration<\/strong><\/h1>\n\n\n\n

Workflow Labels<\/strong><\/a><\/h3>\n\n\n\n

Organize and categorize workflows using labels for easier management and filtering.<\/p>\n\n\n\n

Configuring New & Existing Workflows<\/strong><\/a><\/h3>\n\n\n\n

Learn how to create, configure, and manage workflows in FacilityBot.<\/p>\n\n\n\n

Automating Workflows<\/strong><\/a><\/h3>\n\n\n\n

Introduction to workflow automation and how to automate operational processes.<\/p>\n\n\n\n

\n\n\n\n

\ud83e\uddfe Request & Fault Report Automation<\/strong><\/h1>\n\n\n\n

Automate Assignment of Fault Reports and Requests<\/strong><\/a><\/h3>\n\n\n\n

Automatically assign tickets to specific accounts or teams.<\/p>\n\n\n\n

Allow Auto Assignment of Requests Based on Availability Status<\/strong><\/a><\/h3>\n\n\n\n

Assign requests automatically based on staff availability.<\/p>\n\n\n\n

Automatically Send an Email Reminder if Request Has Been Pending for Some Time<\/strong><\/a><\/h3>\n\n\n\n

Send reminder emails for aging or pending requests.<\/p>\n\n\n\n

Automatically Send an Email if a Requestor\u2019s Sentiment is Low<\/strong><\/a><\/h3>\n\n\n\n

Trigger notifications when requestor feedback or sentiment is negative.<\/p>\n\n\n\n

Automate Sending of Survey after Request Completion<\/strong><\/a><\/h3>\n\n\n\n

Automatically distribute surveys after requests are completed.<\/p>\n\n\n\n

Automatically Send an Email when Requestors ask to \u201cChat with Staff\u201d<\/strong><\/a><\/h3>\n\n\n\n

Notify staff when requestors request direct communication.<\/p>\n\n\n\n

\n\n\n\n

\ud83c\udfe2 Booking & Reservation Automation<\/strong><\/h1>\n\n\n\n

Automating Alerts after Facilities Booking<\/strong><\/a><\/h3>\n\n\n\n

Automatically send alerts after facility bookings are made.<\/p>\n\n\n\n

Automatically Send an Alert when Desk Booking Is Made<\/strong><\/a><\/h3>\n\n\n\n

Trigger alerts whenever desk bookings are created.<\/p>\n\n\n\n

\n\n\n\n

\ud83d\udce1 Sensor & Meter Automation<\/strong><\/h1>\n\n\n\n

Automatically Create a Request Ticket, Send an Email, or Alert an Account When a Sensor Is Triggered<\/strong><\/a><\/h3>\n\n\n\n

Create automated responses when sensors detect specific conditions.<\/p>\n\n\n\n

Automate Send an Email when Meter Reading Exceeds a Threshold<\/strong><\/a><\/h3>\n\n\n\n

Notify stakeholders when meter readings exceed configured limits.<\/p>\n\n\n\n

Automatically Create a New Request Ticket when a Meter Reading Exceeds a Threshold<\/strong><\/a><\/h3>\n\n\n\n

Automatically generate maintenance or investigation tickets based on abnormal meter readings.<\/p>\n\n\n\n

\n\n\n\n

\ud83c\udff7\ufe0f Asset & Inventory Automation<\/strong><\/h1>\n\n\n\n

Automatically Send Email When Asset Warranty Expiry Date Is Near<\/strong><\/a><\/h3>\n\n\n\n

Receive notifications before asset warranties expire.<\/p>\n\n\n\n

Automate Sending of Email Based on Asset Useful Life<\/strong><\/a><\/h3>\n\n\n\n

Send alerts based on asset lifecycle and useful life schedules.<\/p>\n\n\n\n

Automate Sending of Email When Parts Quantity Falls Below Select Amount<\/strong><\/a><\/h3>\n\n\n\n

Get notified when inventory quantities fall below configured thresholds.<\/p>\n\n\n\n

\n\n\n\n

\ud83d\udcb0 Expenditure & Approval Automation<\/strong><\/h1>\n\n\n\n

Automating Sending of Expenditure Approval Emails<\/strong><\/a><\/h3>\n\n\n\n

Automatically send approval emails for expenditure requests.<\/p>\n\n\n\n

Automatically Send Emails when an Expenditure Budget is Exceeded<\/strong><\/a><\/h3>\n\n\n\n

Trigger notifications when spending exceeds budget limits.<\/p>\n\n\n\n

Automate Creation of Expenditure Requests for Schedule of Rates Responses<\/strong><\/a><\/h3>\n\n\n\n

Automatically create expenditure requests from Schedule of Rates workflows.<\/p>\n\n\n\n

\n\n\n\n

\ud83c\udf1f Key Benefits of Workflows<\/strong><\/h1>\n\n\n\n
    \n
  • Reduce repetitive manual work<\/li>\n\n\n\n
  • Improve operational efficiency<\/li>\n\n\n\n
  • Ensure timely notifications and escalations<\/li>\n\n\n\n
  • Automate ticket assignment and creation<\/li>\n\n\n\n
  • Improve response and resolution times<\/li>\n\n\n\n
  • Enhance preventive maintenance processes<\/li>\n\n\n\n
  • Strengthen financial and approval controls<\/li>\n\n\n\n
  • Improve customer satisfaction through automated follow-ups<\/li>\n\n\n\n
  • Enable proactive facilities management through sensors and thresholds<\/li>\n<\/ul>\n\n\n\n
    \n\n\n\n

    \ud83d\udca1 Recommended Use Cases<\/strong><\/h1>\n\n\n\n
      \n
    • Automatically assigning incoming requests to available technicians<\/li>\n\n\n\n
    • Escalating overdue maintenance tickets<\/li>\n\n\n\n
    • Triggering maintenance tickets from IoT sensors<\/li>\n\n\n\n
    • Monitoring utility consumption thresholds<\/li>\n\n\n\n
    • Managing expenditure approvals automatically<\/li>\n\n\n\n
    • Sending preventive maintenance reminders<\/li>\n\n\n\n
    • Tracking asset lifecycle events<\/li>\n\n\n\n
    • Monitoring inventory and spare parts stock levels<\/li>\n\n\n\n
    • Automating post-service feedback collection<\/li>\n<\/ul>\n","protected":false},"excerpt":{"rendered":"

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