Workflows are a new way to standardise how maintenance work is completed in FaultFixers. Unlike Forms, which relied on operatives manually selecting and attaching the correct form to a job, Workflows become part of the job itself. This means every required check, inspection and question is built directly into the job completion process, helping ensure work is completed consistently, accurately and in the correct order.

Whether you're carrying out planned preventative maintenance (PPM), inspections or reactive work, Workflows guide operatives through each stage of the task while giving managers greater visibility and control.

Although Forms have been a powerful and flexible feature, they relied on operatives knowing:

For organisations with dozens or even hundreds of form templates, this often resulted in:

A Workflow is created by an administrator or manager in the Template Manager.

The workflow contains:

When creating a job, the relevant Workflow is selected (or automatically applied using Auto Rules).

When the operative starts the job, the Workflow opens automatically and guides them through every required step.

Once all mandatory questions have been completed, the job can be closed.

There is no longer any requirement for the operative to remember which form should be attached.

Workflows become part of the job.

Operatives simply start work and complete the guided questions presented to them.

This removes guesswork and ensures every inspection follows the same process.

Required questions can prevent a job from being completed until they have been answered.

This helps ensure compliance records are always completed before work is signed off.

Every response is timestamped and recorded automatically.

Managers can see:

Every answer is saved as it's entered.

Workflows have been designed with mobile users in mind.

Large buttons, guided navigation and automatic progress saving make inspections much easier to complete while on site.

If an operative discovers an issue while carrying out an inspection, they can create a remedial task without leaving the Workflow.

Once the remedial has been raised, they can immediately continue the inspection without interrupting their work.

A single Workflow can now cover multiple assets or locations.

For example, instead of creating separate PPM schedules for every fire door in a building, one Workflow can guide the operative through each door as part of a single task.

Where inspections span multiple rooms or assets, Workflows clearly identify exactly where the operative should be working at each stage.

This helps reduce confusion during larger inspections.

Workflow responses can be exported, making it easier to analyse inspections, compare results and maintain compliance records.

The new Workflow Builder introduces several usability improvements over the previous Forms designer.

These include:

These improvements allow administrators to build workflows that closely match the experience operatives will see in the field.

Depending on your inspection requirements, Workflows can include:

Different upload types allow organisations to require specific evidence, such as photographs for visual inspections or PDF certificates where appropriate.

Workflows can be automatically attached to jobs using Auto Rules.

For example, organisations can automatically:

This means operatives reporting reactive jobs do not need to manually choose a workflow - the correct one can be applied automatically.

Once Workflows have been created, you can:

Workflows are designed to make every job more structured, auditable and consistent, helping ensure inspections are completed correctly the first time.