Creating Workflows
This guide walks you through creating a new workflow in Maintella. For background on how workflows work, see Workflows – Basics.
Overview
Creating a workflow is a two-step process:
1. Define workflow properties (this guide) - Set up basic information, requirements, and metadata
2. Design workflow steps - Use the visual editor to create the step-by-step process
After filling in the workflow form, you'll be taken to the visual workflow editor where you can design the actual steps that field engineers will follow.
Workflow Form Fields
Workflow Name [Required]
The name of your workflow, shown to both field engineers and administrators.deftify-intro
Examples: - "Battery Replacement - Model X" - "Quarterly Safety Inspection" - "Emergency Shutdown Procedure"
Best practices: - Use clear, descriptive names - Include asset type or model if applicable - Keep it under 50 characters for readability
Description
Internal description visible only to administrators for workflow management purposes.
This field helps you and other admins understand the workflow's purpose, scope, or special considerations without cluttering what field engineers see.
Example: Updated version of the battery replacement workflow for Model X units. Includes new safety checks required as of Q2 2025. Replaces workflow #234.
Assignment Instructions
Instructions included in the email sent to field engineers when they are assigned this workflow.
These are separate from the workflow steps themselves - use this field for context or preparation instructions that engineers should read before starting work.
Example:
Note the component location in custom instructions, there are multiple components of the same type in the system. Electrical safety training is required for this work.
> Note: There is a field for custom instructions when
Number of People Required
Maximum number of people required to complete this workflow safely and efficiently.
When to use this field: - Heavy lifting or handling bulky equipment - Safety requirements (e.g., confined space work requiring a spotter) - Complex tasks requiring coordination
How it's used: - Shown to field engineers before starting the workflow - Used in work duration reports for context (e.g., 2 people × 30 min = 60 total person-minutes) - Helps with resource planning
Example values: -
1 - Standard one-person job -
2 - Two-person team required for safety or efficiency -
3 or more - Complex coordinated work
Expected Work Duration
Expected time to complete this workflow, entered in human-readable format.
Supported formats: -
45s - seconds -
30min - minutes -
2h - hours -
1d - days -
2w - weeks -
1mo - months -
1y - years
How it's used: - Shown to field engineers for planning - Used as baseline for work duration reports - Combined with "Number of People Required" for total expected person-time
Note: This is an estimate for planning purposes. Actual work time is tracked when the workflow is executed.
Required Tools
List of tools needed to complete this workflow. Enter one tool per line.
Example: Torque wrench (50-250 Nm) Multimeter Phillips screwdriver set Safety glasses Insulated gloves
Best practices: - Be specific (include model numbers or specifications if critical) - List safety equipment - Order by importance or usage sequence - Keep descriptions brief
How it's used: - Shown to field engineers before starting work - Helps engineers prepare and bring the right equipment - Reduces return trips for forgotten tools
Required Parts
List of parts needed to complete this workflow. Enter one part per line.
Similar to Required Tools, but for consumable or replacement parts.
Example: Battery pack (Model BP-2000) Terminal connectors (qty: 4) Thermal paste (5g tube) Mounting bolts M8x25 (qty: 8)
Best practices: - Include part numbers or model codes - Specify quantities when relevant - Note if parts are optional or conditional
How it's used: - Shown to field engineers before starting work - Helps with inventory management and preparation - Reduces delays due to missing parts
Allow Self-Starting of Workflow
Checkbox: When enabled, field engineers with access to the asset can initiate this workflow without a specific assignment.
Use cases for enabling: -
✅ Routine maintenance tasks -
✅ Regular inspections -
✅ Standard procedures anyone qualified can perform -
✅ Preventive maintenance schedules
Use cases for disabling (assignment required): -
❌ Emergency repairs requiring authorization -
❌ Warranty work needing approval -
❌ Complex jobs requiring specific expertise -
❌ Work tied to specific tickets or customer requests
Default: Disabled (unchecked)
After Submitting the Form
After clicking "Continue to Workflow Design", you'll be taken to the visual workflow editor.
In the editor, you can: - Create workflow steps (instruction screens and reporting forms) - Connect steps with actions (buttons) - Design branching paths based on conditions - Add safety checks and decision points
See the workflow editor documentation for details on designing the actual workflow steps.
Tips for Effective Workflows
- Start simple - Create a basic linear workflow first, then add branching if needed
- Think mobile-first - Field engineers often work on phones or tablets
- Include safety checks - Add explicit safety verification steps
- Test thoroughly - Walk through the workflow yourself before deploying
- Use clear language - Avoid jargon or abbreviations unfamiliar to contractors
- Estimate generously - Allow extra time in duration estimates for unexpected issues
- Update regularly - Keep tools and parts lists current as procedures changedeftify-intro
Related Documentation
- Workflows – Basics - Conceptual overview of workflows
- Workflow Editor Guide - Designing workflow steps and actions (coming soon)
- Task Assignment Guide - Assigning workflows to field engineers (coming soon)