Preventive Maintenance Workflow

What does this workflow record throughout the maintenance process?

The maintenance job record captures the planner's original submission, the scheduled date and assigned technician, and the technician's recorded work details such as safety checks, inspection findings, readings, parts used, defects found, and completion photos. It also records the follow-up work order number when a major defect is raised, and the supervisor's verification result and notes. Each record carries a reference number, a status, and a timeline showing what happened at each stage.

Who is involved at each stage of the workflow?

The planner submits the initial request through a public form. The supervisor is responsible for assigning a technician and scheduled date, raising follow-up repair work orders for major defects, and verifying completed work. The technician carries out the maintenance work, records findings, and fixes minor defects when flagged.

How does the workflow handle major and minor defects differently?

When a technician records a major defect, the supervisor is assigned a task to raise a follow-up repair work order within one day, and the work order number is saved to the record. A minor defect instead triggers a fire-and-forget technician task to fix the issue within 14 days, which stays with that task rather than being saved directly to the record. If no defects are found, the job proceeds straight to supervisor verification.

What happens if the supervisor requests rework after verification?

If the supervisor's verification result indicates rework is needed, the workflow closes that iteration and restarts from the technician work task, allowing the technician to redo the work and record updated findings. This loop can repeat up to three times before the job proceeds, giving supervisors a bounded but repeatable way to manage quality checks. The verification notes entered each time are saved to the record.

How is the planner kept informed once maintenance is complete?

Once the supervisor verifies the work and the status is set to Completed, the workflow automatically emails the planner to confirm maintenance is complete and shares the next service due date. This uses the built-in email capability, and a workspace can optionally route this through its own AWS SES account. The planner does not need an account to receive this notification.

How do we change this workflow to fit our maintenance process?

A workflow can be adjusted by describing the desired change in plain English or by editing individual steps directly in the workflow editor. This makes it possible to adjust task due dates, add or remove routing conditions, or change what information is collected on tasks and forms. Earlier versions are kept, so previous configurations remain accessible.

Can additional fields be added to the request form or technician task?

Yes, the planner's request form and the technician's work task can both be edited to collect additional fields relevant to a specific asset type or maintenance standard. Changes are made either by describing the update in plain English or through direct edits in the workflow editor. Since the workflow waits for the technician task, any fields added there will be saved to the maintenance record.

Who can see the status and history of a maintenance job?

Workspace admins and members can view maintenance job records, including their status and timeline, through table views and dashboards that organize records by status. Supervisors and technicians engage with their assigned tasks directly, while planners are updated by email at completion. Workspace activity related to the job is logged for internal reference.

What determines whether a job goes to verification directly or via a repair order?

The routing depends on the Defects Found value recorded by the technician: a Major defect routes to the supervisor's follow-up repair work order task, a Minor defect routes to a technician fix-it task, and None routes straight to supervisor verification. This routing logic can be reviewed or adjusted through the workflow editor if defect categories or handling need to change.