Workflow Automation
Workflow Automation in DreamzCMMS lets you automatically route and update records based on rule-driven logic so repetitive maintenance steps happen instantly and consistently. You can define IF → (optional) AND → THEN rules that trigger automated actions like assignment, status updates, notifications, and more — reducing manual work and ensuring reliable execution every time.
Overview
Workflow Automation empowers maintenance planners and administrators to design rules that trigger actions when specific conditions are met. This eliminates manual follow-ups and accelerates processes like work order assignment, status modifications, and alerts. Rules follow a simple logic structure so you can automate high-frequency tasks without writing code.
Here is a reference video:
Before You Begin
Ensure you have access to Workflow Automation in DreamzCMMS (typically Admin or Supervisor privileges).
Be clear about the events or conditions you want to automate — e.g., work order creation, priority flags, status changes, or assignments.
Define the desired actions that should follow — such as sending notifications, updating fields, or reassigning technicians.
How to Use Workflow Automation
Step 1 — Open Workflow Automation
From the left navigation menu, click Workflow Automation to open the automation rules list.
Step 2 — Create a New Workflow
Click New Workflow to open the workflow configuration form.
Step 3 — Define Conditions (IF / AND)
In the workflow form:
IF condition — Select the trigger event (e.g., a work order is created, updated, status changes, priority set to Emergency).
(Optional) AND condition — Add conditions to refine when the rule should run (e.g., specific location or maintenance type).
These conditions ensure workflows trigger only for precise scenarios you care about.
For example, when a work order is marked Emergency, you can automate assignment to a dedicated emergency response team.
Step 4 — Set the THEN Actions
Choose what happens when conditions are met:
Assign or reassign technicians
Update field values (e.g., status, priority)
Send email or SMS notifications to users
Trigger additional follow-up tasks
These automated actions speed up responsiveness and ensure tasks always proceed through the proper steps without manual intervention.
Step 5 — Save & Activate
After configuring the IF-AND-THEN logic and actions, click Save. Your workflow will begin running automatically whenever its conditions are met.
After Creating Workflows
Once active:
Workflow rules run in the background and apply to new or updated records.
You can edit or disable rules as processes change.
Monitor automation effectiveness by reviewing results (e.g., assignments, alerts sent).
Use workflows to streamline common maintenance patterns like escalations, technician notifications, and status transitions.
Tips for Effective Workflow Automation
Start with simple rules and refine over time — begin with high-impact events like emergency work orders.
Combine conditions (IF + AND) to ensure automations only apply when truly relevant.
Use notifications sparingly to avoid alert fatigue for technicians.
Regularly review workflows to align with changing maintenance processes.
Frequently Asked Questions (FAQs)
1. What kinds of tasks can I automate with Workflow Automation?
You can automate work order routing, status updates, field value changes, notifications, and more by defining IF → (optional) AND → THEN rule logic that triggers actions whenever conditions are met.
2. Do I need coding skills to configure automated workflows?
No — workflow automation in DreamzCMMS uses simple rule builder logic, so you can create powerful automations without writing any code.
3. Can I edit or disable a workflow after it’s created?
Yes — workflows can be edited, updated, or disabled at any time as your maintenance processes evolve.
4. Will workflow automation run for past work orders?
Automation rules apply when records are created or updated after the workflow is activated. They do not retroactively change past records unless those records are modified to meet the rule conditions.