Vehicle Workflows

Workflows are a way of organising together a series of tasks. This might be something simple like prepare vehicle for delivery and will contain the series of tasks that must be completed before the vehicle is deemed fit to deliver to a customer.

Each Workflow will have a title and then a list of tasks associated with it, which can be checked off one-by-one after completion. The order of tasks can be rearranged on-the-go to ensure that nothing is to hold up the process.

Completion of various tasks within the Workflow will trigger notifications to assigned members of staff. You can also add other instructions such as the need to receive a signature.

How To Create A New Workflow

To create a new workflow navigate to the Business -> Workflows section. You'll come to a page which lists existing Workflows and just below has a section to Add Workflow.

Type in the name you'd like your new workflow to have, e.g. 'Initial Vehicle Preparation' and write a helpful description of what this entails. Click the Add Workflow button to save this and move onto the next stage.

How To Add Tasks To A Workflow

Once you click Add Workflow you'll be prompted to add your first task under the workflow 'umbrella'. You can add as many tasks as you like under a single workflow by pressing 'Insert Task'.

Add the name of the first task (these can be reordered at any time, including when assigned to a vehicle), tag the location of where this particular task will take place and again write a helpful description.

You can choose whether or not to request or require instructions before the task begins in the 'Before Task Begins' drop-down, request means instructions can be added, require means instructions must be added.

Notifications Upon Start/Completion Of Tasks

An important feature is under the next two drop-down menus, When Task Begins and When Task Is Completed - these give you options to notify different users upon the start or completion of a task. You can also notify external SMS numbers and email addresses.

Signing Off The Completion Of A Task

The When Task Is Completed drop-down contains a field called Handover. This is where you can choose what the person completing the tasks must submit in order to mark it as complete. Whether it be a condition report, an electronic signature or simple photo/document uploads.

How To Assign A Workflow To Various Vehicles

Go to the Vehicles -> Browse Vehicles section and you'll see one of the first columns says Workflow and by default the column will contain No Workflow on each vehicle. Simply click this button and select one of the workflows you've made from the drop-down menu. You can also find this workflow section by navigating to an individual vehicle and selecting Workflow in the vehicle's navigation menu.

You can assign the same workflow to as many vehicles as you like, and once assigned the workflow can be edited to create a unique workflow for the individual vehicle - without editing the original workflow template.

How To Re-Order Tasks Within A Workflow

The workflow is an ordered list. Tasks must be started and completed in order. However, this is very easy to change on-the-go. At any point when working on the workflow tasks you can click Edit Workflow towards the top of the page and reorder the tasks so you're never restricted or held up by other tasks.