Facilities Management Workflows

Here are top 5 facility management workflows:

1. Automatically Assign Team to Work Order Based on Location

In DreamzCMMS, facility managers can organize maintenance teams by responsibilities, shifts, or locations to ensure that the right teams are assigned to the appropriate work orders and requests. Different teams may be responsible for specific areas within a facility and need to be notified when a relevant work order is created for their location. With this workflow, facility managers can automate the process, eliminating the need for manual assignment. Once set up, the workflow ensures that each team is notified in real-time whenever a work order or request is assigned to their designated location.

Workflow:
IF a Work Order is created > AND the Work Order is assigned to a Location > THEN Assign the Team to the Work Order

2. Assign Requests Submitted During Specific Hours to a User

Facility managers aren't expected to work around the clock, and with DreamzCMMS, they don't have to. This workflow allows managers to automatically assign requests that are submitted during their off-shift hours to an assistant manager or designated point person. Once set up, this ensures that all requests are promptly handled, even when the primary manager is off-duty, preventing any issues from slipping through the cracks.

Workflow:
IF a Request is created > AND the Request creation time is between specific hours > THEN Assign the Request to a designated User

3. Automatically Assign Approved and Categorized Purchase Orders to Vendors

This workflow streamlines the process of handling approved purchase orders. Facility managers can categorize purchase orders within DreamzCMMS to determine which vendors should be contacted for specific orders. Once these categories are established, administrators can set up this workflow to ensure that, as soon as a purchase order is approved with a designated category, it is automatically assigned to the appropriate vendor. The vendor will receive the purchase order and a real-time notification, eliminating the need for facility managers to manually intervene between purchase orders and vendors. Let DreamzCMMS handle the coordination.

Workflow:
IF a Purchase Order is updated > AND the Purchase Order status is Approved > AND the Purchase Order Category is set > THEN Assign the Vendor to the Purchase Order

4. Automate High-Priority Requests

Facility managers can use this workflow to bypass the manual approval process for critical requests. When a request is flagged as high priority, this workflow ensures it is instantly approved, allowing it to move forward without delay. This saves managers time and provides peace of mind, knowing that urgent requests are promptly assigned to the appropriate team and addressed immediately.

Workflow:
IF a Request is created > AND the Priority is High > THEN Create work order

5. Automatically Create Work Order for Flagged Items During Inspection

In DreamzCMMS, customized tasks can be added to any work order, often including subtasks that allow technicians to inspect assets and mark them as Pass, Flag, or Fail. This workflow ensures that if any item is flagged during an inspection, a work order is automatically generated. This automation guarantees that flagged items are promptly addressed, preventing any issues from being overlooked and ensuring that all necessary maintenance is carried out without delay.

Workflow:
IF a Task is updated > AND the Value is set to Flag > THEN Create a Work Order