Getting Started: How to build a Workflow

Only Admins have permission to perform this task. 

Workflows are step-by-step guides to help the technician gather the proper information for each type of job they will encounter onsite. 

Before technicians can start using the workflows to improve their process you need to design and build the workflows. 

In this article, we will cover how to build a workflow. To learn how to build a workflow step please review this article: Getting Started: Building a Workflow Step.

1. Go to Workflows, under the Admins tab, and select + Add Workflow. 

2. Provide a Name for your workflow. This will be seen by the technicians when they choose the workflow. 

3. Assign the workflow to ALL groups or particular groups. Only the technicians in the groups will see the workflow in their list. 

3. Establish a Notification Contact(optional). You can choose to have individuals informed when this workflow is used. They do not have to be XOi users. 

4. Choose if you want to add a Workflow Logo. 

5. Establish AI Work Summary Preferences.

Requiring a Work Summary: You can choose a work summary be completed before a workflow can be finished. This summary could be AI generated or written manually by your technicians. 

Disable AI Work Summary: This prevents the AI from auto-generating a summary. However, technicians can still manually write a summary if they choose.

You can also require a work summary even with the AI disabled. In this case, technicians must provide a manually written summary before completing the workflow and finishing the job.

Choosing What Steps Are Included in the Summary

When enabled, the selected step will inform the AI Work Summary each time the workflow is used. To include a step response, toggle on Use this response to inform the AI Work Summary.

Note: If you choose to display content on the Public Content Share Page, the Use this response to inform the AI Work Summary toggle will automatically turn on. You can manually turn it off if you want the step content to appear in the customer share link but not be used in the summary.

Included Step Responses

Not all workflow step responses are included in the AI Work Summary. Here’s how different step types are handled:

• Dataplate Photo: Only the Equipment Name is included in the summary.
• Video Transcript: Transcripts are not included.
• Photos and Videos: These are not included in the summary.
• Note Steps: The text entered in a Note step is included.
• Yes/No, Multiple Choice, Numeric, Short Text, and Date Steps: All responses from these step types are included in the AI Work Summary.

Advanced AI Summary Options

Under the Advanced Summary AI Options you may establish writing preferences for the summaries.

1. Perspective
2. Writing Style
3. Custom Introduction

Perspective

You can choose how the AI Work Summary is formatted based on your preferred communication style:

Bullet Points (Default):

The summary is structured as a list of short, action-based items. This format is great for quickly scanning the work completed.

Narrative:

The summary is written in a paragraph format with a clear beginning, middle, and end. This style provides a more descriptive and cohesive explanation of the work done.

Writing Style

You can choose how the AI Work Summary is written by selecting a preferred writing perspective:

• First Person (Default): The summary uses “I” and “my” to describe the work completed onsite. 

• First Person Plural: The summary uses “we” and “our” to describe the work completed onsite. 

Custom Introduction

You choose to write a custom introduction for the AI Work Summary, which will replace the default opening line, “Today I arrived on site.” 

To use a custom introduction, simply enable the toggle and enter your preferred text. The custom introduction is limited to 200 characters.

6. Choose the Workflows Visibility. When left off the workflow will be available in the main workflow list for everyone in the groups given access to this workflow. When toggled on this workflow will only be accessible through conditional workflow choices. 

7. Fill PDF Template with Workflow Step: This premium feature lets you upload a PDF that will be automatically filled out based on the technician’s workflow responses.

Learn more here: PDF Generator

8. Begin adding your Workflow steps by pressing either Step Templates or Add Step.

Learn more here: Getting Started: Building a Workflow Step.

9. You can edit Workflow steps by clicking the Edit button or delete by clicking Delete. You can reorder steps around by dragging them up and down. 

10. Workflow Automations. At workflow creation this will be empty. If after creation this workflow is added to an automation(s) you will see them here and be able to view. 

Learn more here: Workflow Automations

11. Establish a Reporting Category: This will help organize the content provided in this step into categories. 

12. Select Save when done. 

Your workflow will now be available in the XOi Mobile App for all users in the groups assigned to this workflow. 

Note: User will need to refresh by pulling down on screen within XOi Mobile on the workflow select screen in order for workflow changes to reflect in app immediately.