Automation that just runs.
When something happens, make something else happen. Notifications, escalations, approvals, and field updates—all triggered automatically. Build without code.
What is Workflows?
When something happens, make something else happen. Notifications, escalations, approvals, and field updates—all triggered automatically. Build without code.
**Workflows are simple "if this, then that" rules that automate your maintenance decisions.** Think of workflows as your digital maintenance coordinator - making smart decisions about work assignments, approvals, and notifications based on rules you set once.
Real Example: Emergency Response Workflow
What happens now:
Equipment breaks → Someone calls you → You figure out who to send → You manually assign work order → You call technician → You check if they have parts → Work finally starts (2+ hours later)
With AssetOS Workflow:
Equipment breaks → Work order created instantly → Best available technician auto-assigned → Parts checked automatically → Technician gets notification with everything ready → Work starts immediately (15 minutes later)
The difference: Your workflow handles the coordination so you can focus on managing.
Why Businesses Love AssetOS Workflows
No Technical Skills Required
- Visual workflow builder: Drag and drop, no coding
- Plain English rules: "If cost > £500, then require manager approval"
- Business templates: Pre-built workflows for common scenarios
- Test mode: Try workflows safely before going live
Immediate Business Impact
- Faster response times: Work routed automatically to right people
- Consistent decisions: Same rules applied every time
- Reduced bottlenecks: Work doesn't get stuck waiting for manual decisions
- Better visibility: Everyone knows what's happening when
Built for Real Operations
- Works with your current processes: Enhance what you do, don't replace it
- Flexible approval levels: Simple or complex as your business needs
- Exception handling: What to do when things don't go to plan
- Easy changes: Adjust workflows as your business evolves
Visual Builder
Build Without Code
You don't need a developer to set up workflows. A visual builder lets you define triggers, conditions, and actions. Test before you deploy. Start simple, add complexity as needed.
Your ops team can build and maintain their own automations. Drag and drop triggers, configure actions, and see your workflow come to life—all without writing a single line of code.
Real Business Examples
Smart Work Assignment: "Route Work to Right Person Every Time"
Business Challenge:
Work orders get assigned to wrong technician, causing delays and rework.
AssetOS Workflow Solution:
If: Asset type = "Electrical"
Then: Assign to → Electrical technician group
And: Send notification → Electrical supervisor
Business Result:
- • Right person gets the work every time
- • No more electrical work going to mechanical technicians
- • Managers stay informed about emergencies automatically
- • 60% faster work completion through proper assignment
Smart Approvals: "Control Spending Without Slowing Operations"
Business Challenge:
Either everything needs approval (slow) or nothing needs approval (no control).
AssetOS Workflow Solution:
Then: Auto-approve → Work starts immediately
If: Estimated cost £200-£1000
Then: Require approval from → Maintenance supervisor
And: If not approved within 4 hours → Escalate to manager
Business Result:
- • 80% of routine work flows without delays
- • Appropriate oversight for expensive work
- • No work orders stuck in approval limbo
- • Managers focus on decisions that matter
Customer Communication: "Professional Service Updates Without Manual Work"
Business Challenge:
Customers not informed about service status, leading to complaints and phone calls.
AssetOS Workflow Solution:
Then: Send email → "Service request received #[number]"
When: Technician assigned
Then: Send SMS → "Technician [name] will arrive [time]"
When: Work completed
Then: Send email → "Service completed. Summary: [work done]"
Business Result:
- • Customers informed automatically at every step
- • 90% reduction in "what's happening?" phone calls
- • Professional image with consistent communication
- • Customer satisfaction scores improve by 40%
Real Business Results from AssetOS Workflows
45%
Faster Work Orders
"Before workflows, our work orders took 3-4 days on average. Now they're completed in 1.5-2 days because the right person gets the work immediately with all the information they need."
- Production Manager, Automotive Parts Manufacturer
90%
Reduction in Admin Time
"I used to spend 2 hours every morning assigning work orders and chasing approvals. Now the workflows handle it automatically and I focus on strategic planning."
- Operations Director, Facility Services
20min
Emergency Response
"Our emergency workflow gets a technician dispatched in 20 minutes average, down from 2+ hours. When buses break down, every minute matters."
- Fleet Manager, Regional Bus Company
How to Build Your Workflows (It's Easier Than You Think)
Choose Your Template
AssetOS includes pre-built workflow templates for common business scenarios: Work Assignment, Approval Management, Customer Communication, Emergency Response.
Customize for Your Business
Simple questions, powerful results: Who should get electrical work? What spending needs approval? How quickly should emergencies be escalated?
Test Before You Go Live
Safe testing mode: Run workflows on test work orders, see exactly what would happen, adjust rules based on results, go live when you're confident.
Monitor and Improve
Built-in analytics: How often do workflows trigger? Where do approvals get stuck? Which assignments work best? What exceptions need handling?
Frequently Asked Questions
"Do I need technical skills to build workflows?"
Not at all. AssetOS workflows use visual building and plain English rules. If you can describe your business process, you can build the workflow.
"What if my business processes are unique?"
Every business is unique, which is why AssetOS workflows are completely customizable. Start with templates and modify for your specific needs.
"Can I change workflows after they're running?"
Yes, workflows can be modified anytime. You can test changes safely before applying them to live operations.
"What happens if a workflow makes a mistake?"
Every workflow action can be overridden manually, and there's a complete audit trail of all decisions. You're always in control.
"How long does it take to set up workflows?"
Simple workflows can be running in 15 minutes. Complex workflows might take a few hours to configure and test properly.
Related Features
The foundation of asset management.
Audited entities, role-based access control, and core infrastructure that powers everything else. Every action tracked, every change logged, every permission enforced.
The heartbeat of your operations.
Something breaks, someone fixes it. Create, assign, and track work orders from report to resolution. Preventive maintenance, mobile access, and real-time status—nothing falls through the cracks.
Stay ahead of every deadline.
Fire extinguisher inspections, MOT renewals, warranty conditions, calibration schedules—get alerted before anything lapses. Audit-ready, always.
Ready to Automate Your Maintenance Operations?
See AssetOS Workflows in action with your actual maintenance data.