What are workflows and what are they used for? How does the workflow engine work?
The workflow tool is a stand-alone module that is not included in all Spotilla service subscriptions. If you would like to use this feature, please contact helpdesk@spotilla.com
Workflows are automations that make it easier and more effective to work with Spotilla and can be used when it is possible to determine the course of a process in advance.
The workflow feature is constantly updated. The features and capabilities of the workflow feature are steadily updated with Spotilla updates. If you can't yet do something with the workflow that you would like to do with it, you can submit a development proposal at spotilla.convas.io
What are workflows used for?
- When you know that whenever a particular event occurs in Spotilla and you want it to result in one or more other things that you define ("Event-based workflow")
- When you know that whenever an item in Spotilla (Device, Task, Service Request, Message, Read Event) has a property (such as the value of a specific field in a task or a specific field in a service request) and you want one or more of the things you specify to happen
Why use workflows?
Workflows can be used to streamline and automate processes. Significantly some time can be saved from manual recording work, such as creating new tasks, if one can predetermine "what should happen when something happens".
Example 1
When a device is serviced or inspected and one of its data fields is marked "Requires a new replacement" or "Must be serviced separately," this information can be used to trigger Spot to automatically create a new task or service request for that device to import data from the original task.
Example 2
When a certain type of service request is opened for a device and there is a responsible person in the device information (as the value of the device card field), the system can be configured to send a message to that person.
Workflow:
- "If the service request type is A AND its additional information field B" has the value "Matti", then:
-> Then send an email to X (e.g. "matti@example.com")
Example 3
When a service request is opened for a device (eg a fault message) AND the device to which the message relates is, for example, in the "Southern Finland" folder, the creation of a task for the responsibility role in Southern Finland can be automated.
Workflow:
- "if triggered service request spot" property = folder, value = "Southern Finland"
-> create new task (specify task information)