Inspections - Workflows

Inspection Form Workflows in Fleetio consist of two main parts: Trigger events and the corresponding Actions taken when triggered.

They can be as broad as: Any time an Inspection is submitted, send an email to a Fleet Manager, or as specific as: Any time tires are marked as a failed item, change the Vehicle status to "inactive".

You can also use Inspection Form Workflows to assign users to vehicles or unassign them from vehicles when they submit an Inspection.

Managing Workflows

Workflows can be added and managed after you save a new Inspection Form.

When viewing the Inspection Form details after saving your new Inspection Form, click the Workflows tab.

You can also manage Workflows for existing Inspection Forms:

1. Click Inspections in the Sidebar Navigation, then click Forms.
2. Locate the Inspection Form in the index, then click the More Actions Button and select Workflows.

By default, new Inspection Forms contain a Workflow that will automatically create an Issue when an inspection item fails during an Inspection.

• For example, an operator notices a flat tire during a daily inspection and selects Fail for the item. When the inspection is submitted, Fleetio will create an Issue for the flat tire, allowing you to take action on it.

Because Inspections can support multiple Workflows, you can choose to keep this default Workflow and then add additional Workflows, or you can Edit, Disable, or Delete it by clicking the More Actions Button.

Adding Workflows

Workflows use if-then statements to trigger certain actions, such as sending an email notification or creating an Issue.

To add a new Workflow:

1. Click + Add Workflow, or if this is your first workflow, click the Add Workflow button

2. Select a Trigger. You can only choose one Trigger, but you'll be able to add multiple Actions for that Trigger.
   • If an item passes - This trigger will prompt you to choose from available Pass/Fail Inspection items from the Which Inspection Item(s) drop-down
     • Whenever one or more of these items passes, your Workflow will be triggered
   • If an item fails - This trigger will prompt you to choose from available Pass/Fail Inspection items from the Which Inspection Item(s) drop-down
     • Whenever one or more of these items fails, your Workflow will be triggered
     • If you choose ANY Failed Inspection Item, whenever ANY Pass/Fail items fail, your Workflow will be triggered
   • If form is submitted - Your workflow will trigger any time the Inspection Form is submitted

In the image above, the Workflow will be triggered only when the "Tires" Inspection Item is marked as Fail.

3. Click the Continue button to select your Actions.
4. Click on any of the available Actions that you want to occur when triggered.
   • Change Vehicle Status - The current status of the Vehicle being inspected will be changed when the trigger occurs. For example, an Active vehicle can be changed to Out of Service.
     • Use the drop-down menu to select the new Vehicle Status.
     • The Vehicle Statuses configured in your Account Settings are available for this action.
   • Send an Email - Send an email to Vehicle watchers and/or specific Users when the trigger occurs.
     • If you select the Send to Vehicle Watchers checkbox, Vehicle watchers must have email notifications enabled in their settings in order to get emails.
     • If you select specific Users using the drop-down menu, they will get an email notification regardless of their notification preferences as long as their email address has been confirmed. To ensure emails are sent using a workflow, add the user to the Specific Users field.
     • If the trigger is If a form is submitted, this will also include the option to send a PDF of the Inspection Submission as an email attachment.

• Create an Issue - This action will create an Issue for the Vehicle being inspected that is specific to the failed Inspection Item. That Issue can then be resolved at a later time by creating a Service Entry or Work Order.
  • Issues cannot be created from If an item passes triggers, only from If an item fails triggers.
• Assign User to Vehicle - This action will assign the User submitting the Inspection to the Vehicle being inspected. The assignment will start when the inspection is submitted and end any existing assignments on the Vehicle.
  • If there are any future assignments on the vehicle, the created assignment will end when the next assignment begins. Otherwise, it will not have an end date.
  • This can only be used with the If form is submitted Trigger.

• Unassign User from Vehicle - This action will unassign the User submitting the Inspection from the Vehicle being inspected.
  • This can only be used with the If form is submitted Trigger.

In the image above, if the Workflow is triggered, the Vehicle Status will change to Inactive, and an email will be sent to Allison Curtis.

5. In the Details section, a Description will automatically populate based on your selections, but you can also edit it to suit your needs.
6. The Enable Workflow checkbox controls if the Workflow is active or not. If unchecked, your Workflow will not be enabled.
7. When you're finished, click the Save Workflow button.