Contents
Workflows User Guide
Overview
Workflows guide users through a controlled process for progressing tags within a pack. Each workflow defines the statuses a tag can move through and the information that must be captured before a status change can occur.
The workflow assigned to a tag depends on:
- The Pack Type
- The Discipline
- The Tag Type
Each workflow can contain multiple statuses and can support both linear and circular progression paths.
Note: Workflow configuration is subject to review by Asset55. Any requested workflows will be assessed and costed based on the provided requirements.
Workflow Forms
Workflow forms define the information that users must provide when progressing a tag through a workflow.
A workflow form consists of:
- Groups
- Fields
Groups organise form content into logical sections, while fields define the data to be collected.
A single form can be reused across multiple workflows.
Workflow Form Components
Group Types
| Group Type | Type | Description |
|---|---|---|
| Personnel | System | A personnel component containing a lookup to personnel and a date/time picker. |
| Tool | System | A tool lookup and create new tool component. |
| Upload | System | A multiple file upload component. |
| Custom | Custom | Allows a custom form containing one or more field types. |
Field Types
| Field Type | Description |
|---|---|
| String | A simple text input field. |
| Number | Numeric value entry. |
| Date | Date-only input. |
| DateTime | Date and time input. |
| TextArea | Long text entry field. |
| Troolean | Three-state selection: Yes, No, or N/A. |
| Lookup | Dropdown list containing predefined values. |
| MultiLookup | Dropdown allowing multiple selections. |
| Readonly | Displays information that cannot be edited. |
| Divider | Visual separator between form sections. |
| Photo | Upload a single image. |
| PhotoMulti | Upload up to three images. |
Required Fields
Any workflow form field can be configured as:
- Required
- Optional
Users cannot submit a workflow form until all required fields have been completed.
File Uploads
When a form containing photo upload fields is submitted:
- Files are uploaded to storage.
- Files are linked to the status change record.
- If the photo field is later removed from the form, the associated file is also removed.
Workflow Statuses
A workflow contains one or more statuses.
Each status:
- Has a name
- Maps to a parent Operate status
- References a workflow form
- May be marked as the initial status
Every workflow must have exactly one initial status.
Parent Status Types
| Parent Status | Description |
|---|---|
| Allocated | Initial state when a tag is added to a pack. |
| Incomplete | Work remains outstanding. |
| Complete | Work has been completed. |
Workflow Transitions
Transitions define the valid paths between statuses.
For example:
Allocated → Tightening → Inspection → Complete
Transitions may be:
- Linear
- Circular
- Branching
Only configured transitions are available to users.
Pack Types and Workflows
Pack Types determine which workflows are available.
A workflow is assigned based on:
- Pack Type
- Discipline
- Tag Type
A discipline/tag type combination can only have one workflow per pack type.
Example: Deconstruct Pack
| Discipline | Tag Type | Workflow |
|---|---|---|
| Piping | Bolted Joint | Bolted Joint Deconstruction Workflow |
| Piping | Valve | Valve Deconstruction Workflow |
Example: Construct Pack
| Discipline | Tag Type | Workflow |
|---|---|---|
| Piping | Bolted Joint | Bolted Joint Construction Workflow |
| Piping | Valve | Valve Construction Workflow |
Example: Test Pack
| Discipline | Tag Type | Workflow |
|---|---|---|
| Piping | Bolted Joint | Bolted Joint Testing Workflow |
| Piping | Valve | Valve Testing Workflow |
Example
If a user creates a Construct Pack containing:
- Valve tags
- Bolted Joint tags
The system will automatically use:
- Valve Construction Workflow for Valve tags
- Bolted Joint Construction Workflow for Bolted Joint tags
Workflow Triggers
Workflow Triggers allow actions to be executed automatically when specific values are entered into a workflow form. Triggers are evaluated when a workflow form is submitted during a status change.
Common uses include:
- Updating tag attributes
- Setting classification values
- Capturing inspection outcomes
- Automating reporting fields
Trigger Configuration
To create a Workflow Trigger:
- Open Operate.
- Select Manage Assets from the settings menu.
- Locate the asset that requires the trigger.
- Open the asset context menu and select Manage Workflow Triggers.
- From the Workflow Triggers page, select Create.
- Complete the fields described below.
Name
Enter a meaningful name for the trigger.
Workflow
Select the workflow that the trigger will be associated with.
The dropdown list displays all workflows available for the selected asset.
Workflow Form
Select the workflow form that contains the field to be monitored.
The dropdown list displays all forms available for the selected workflow.
Trigger Type
Select the condition that must be met before the trigger action is executed.
| Trigger Type | Display Name | Field Type | Description |
|---|---|---|---|
| GreaterThanNumber | Greater Than | Number | Triggers when the entered value is greater than the configured value. |
| LessThanNumber | Less Than | Number | Triggers when the entered value is less than the configured value. |
| RangeNumber | Range | Number | Triggers when the entered value falls within a configured range. |
| TrueTroolean | True | Troolean | Triggers when the value is Yes. |
| FalseTroolean | False | Troolean | Triggers when the value is No. |
| NaTroolean | N/A | Troolean | Triggers when the value is N/A. |
| Date | Date | Date | Triggers when a specific date value is entered. |
| DateTime | DateTime | DateTime | Triggers when a specific date and time value is entered. |
| Lookup | Lookup | Lookup | Triggers when a specific lookup value is selected. Supports single-selection lookups only. |
Field
Select the workflow form field that the trigger should monitor.
The dropdown list is automatically filtered to show fields that are compatible with the selected Trigger Type.
Action Type
Select the action that will be performed when the trigger condition is met.
| Action Type | Display Name | Description |
|---|---|---|
| UpdateTagAttribute | Update Tag Attribute | Creates or updates a tag attribute when the trigger condition is met. |
Target Attribute
Select the asset attribute that should be updated when the trigger executes.
The dropdown list is populated with the attributes available for the selected asset.
Trigger Value
Depending on the selected Trigger Type, you may be required to provide a comparison value.
Examples:
- For Greater Than, specify the minimum value that will activate the trigger.
- For Less Than, specify the maximum value that will activate the trigger.
- For Range, specify the minimum and maximum values.
- For Lookup, select the lookup value that should activate the trigger.
Save
Once all required fields have been completed:
- Verify the trigger configuration.
- Select Save.
The trigger will become active immediately and will be evaluated whenever the associated workflow form is submitted.
Note: Workflow Trigger actions are not automatically reversed if a workflow status change is subsequently deleted.
UpdateTagAttribute Behaviour
The UpdateTagAttribute action follows the rules below:
| Scenario | Result |
|---|---|
| Attribute exists and is active | Attribute is updated. |
| Attribute does not exist | Attribute is created and set. |
| Tag attribute is archived | No update is performed. |
| Asset tag type group attribute is archived | No update is performed. |
Example Trigger
Trigger Configuration
| Setting | Value |
|---|---|
| Field | Torque |
| Trigger Type | GreaterThanNumber |
| Trigger Data Type | CustomValue |
| Comparison Value | 100 |
Action Configuration
| Setting | Value |
|---|---|
| Action Type | UpdateTagAttribute |
| Attribute Name | TorqueStatus |
| Value | Exceeded Limit |
Result
If the value entered into the Torque field is greater than 100, the trigger updates the TorqueStatus tag attribute to:
Exceeded Limit
Important Notes
Trigger actions are executed after a successful workflow status change.
If a status change is subsequently deleted, any tag attribute updates performed by Workflow Triggers are not rolled back.
Trigger-generated attribute changes should therefore be considered permanent unless manually reversed.
Executing a Workflow
Single Status Change
To progress a tag:
- Open a pack.
- Locate the tag.
- Open the row context menu.
- Select Change Status.
- Choose one of the available next statuses.
- Complete the workflow form.
- Submit the form.
The status is updated once the form is successfully submitted.
If no further transitions are available, the menu displays:
No Options
Bulk Status Changes
Multiple tags can be updated simultaneously.
Performing a Bulk Update
- Open a pack.
- Select multiple tags using the checkboxes.
- Click Change Status.
- Select the target status.
- Complete the workflow form.
- Submit.
The request is sent for background processing.
At least two tags must be selected to use bulk status changes.
Validation Checks
For a bulk status update to succeed, the following must be true:
- The tag can transition to the selected status.
- The tag is not already at that status.
- The status is a valid transition.
- The workflow is configured for that discipline and tag type.
Completion Notification
Once processing is complete, the user receives:
- An email notification
- An in-app notification
Viewing History
Users can review previous bulk operations via:
View Bulk Status History
If warnings or errors occurred, users can select:
View Logs
to see detailed information.
Post Status Change Actions
After a workflow status change, additional automated actions may occur.
These include:
- Workflow triggers
- Personnel validation
- Tool validation
Personnel Validation
The system checks:
- Missing competencies
- Expired competencies
Tool Validation
The system checks:
- Calibration expiry dates
If issues are found, a non-conformance flag may be raised.
Personnel Components
When a workflow form contains a Personnel component, users must:
- Select a person.
- Enter a date.
The date typically records when work was completed.
A form may contain multiple personnel components, however:
The same person cannot be selected more than once in a single form submission.
Key Points
- Workflows control tag progression within packs.
- Workflow forms define the information users must provide.
- Different pack types can use different workflows.
- Status changes can be performed individually or in bulk.
- Workflow transitions determine which statuses are available.
- Personnel and tool validations are automatically performed after status changes.
- Workflow forms can be reused across multiple workflows.
