Automation
Streamline your facility management with intelligent automation rules, scheduled tasks, and smart workflows that reduce manual work and improve efficiency.
Setting Up Automation Rules
- 1. Navigate to Settings → Automation → Rules
- 2. Click "Create New Rule" and choose a trigger event
- 3. Define conditions that must be met for the rule to activate
- 4. Set the actions that should be performed automatically
- 5. Test the rule with sample data before activating
- 6. Monitor rule performance and adjust as needed
Common Automation Rule Examples
Priority Escalation
Trigger: Work order open for more than 4 hours
Condition: Priority is "High" or "Critical"
Action: Send notification to facility manager and mark as "Escalated"
Preventive Maintenance Scheduling
Trigger: Asset reaches scheduled maintenance date
Condition: Asset is active and accessible
Action: Create maintenance work order and assign to appropriate technician
Auto-Assignment by Location
Trigger: New work order created
Condition: Work order location matches technician's zone
Action: Automatically assign to nearest available technician
Best Practice: Start with simple automation rules and gradually add complexity. Always test rules in a staging environment before deploying to production.
Creating Scheduled Tasks
- • Daily Tasks: Status reports, priority work order alerts, shift handoffs
- • Weekly Tasks: Performance summaries, inventory checks, team metrics
- • Monthly Tasks: Comprehensive reports, budget reviews, asset audits
- • Quarterly Tasks: Strategic reviews, compliance reports, system maintenance
Preventive Maintenance Automation
- 1. Configure asset maintenance schedules in the Asset Management module
- 2. Set maintenance intervals (daily, weekly, monthly, or custom)
- 3. Define task templates with detailed checklists and requirements
- 4. Assign default technicians or teams for each asset type
- 5. Enable automatic work order creation with lead time notifications
- 6. Track completion rates and adjust schedules based on performance data
Report Generation & Distribution
- • Automatically generate daily, weekly, or monthly reports
- • Schedule report delivery to stakeholders via email
- • Create custom report templates for different audiences
- • Set up dashboard snapshots for executive summaries
- • Configure alert thresholds for key performance indicators
Conditional Workflow Logic
- • If-Then Conditions: Create branching logic based on work order properties
- • Time-Based Triggers: Actions triggered by specific times or durations
- • Status Changes: Automatic actions when work order status updates
- • Resource Availability: Dynamic assignment based on technician schedules
- • Location Intelligence: Route optimization based on geographic data
Advanced Automation Features
Machine Learning Insights
Our AI analyzes historical data to predict maintenance needs, optimal assignment patterns, and resource allocation recommendations.
Integration Automation
Automatically sync data with external systems, trigger actions in connected platforms, and maintain data consistency across tools.
Intelligent Notifications
Smart notification routing that considers user preferences, current workload, and urgency to minimize interruptions while ensuring critical issues are addressed.
Monitoring & Optimization
- • Real-time automation performance dashboard
- • Error tracking and automatic retry mechanisms
- • Rule effectiveness analytics and recommendations
- • A/B testing for workflow optimization
- • Automated backup and rollback capabilities
Auto-escalate overdue critical issues
Route work orders by location & skill
Preventive maintenance automation
Ready to automate your facility management?
Our automation experts can help you identify opportunities and set up intelligent workflows tailored to your operations.