Workflow Automations

To streamline job processes in XOi, essential workflows—like Safety or Check-in—can now be automatically added to every job. This eliminates the need for technicians to manually select them, allowing them to focus on customer-impacting work. For admins, this ensures technicians consistently use the correct workflows on-site.

Feature Requirements

How to Configure

When Automations are Applied to a Job

Things to Keep in Mind

Managing Workflows used in Automations

Commonly Asked Questions

 

Feature Requirements

1. Requires mobile app version 1.89.0 or higher.
2. "Multiple Workflows Per Job" must be enabled. Your Customer Success Manager can activate this feature.

How to Configure

Only Admins can create Workflow Automations in XOi Web.

1. Create an Automation
   • Go to Admins –> Workflow Automations.

• Select Edit or Create an Automation.

• Name the automation (e.g., "Automation for Plumbing Group"). Two automations can not have the same name. 

2. Select the Workflows to Automate
   • In the Automatically add these workflows to all jobs section, select up to 5 workflows to be added to all jobs (regardless of how the job is created).

Use the trash icon to remove a workflow from the automation.

3. Determine Workflow Order
   • Drag and drop the workflow names to arrange the order in which they are added to the job at creation.

Note: All workflows are added simultaneously at job creation.

4. Save your Automation
   • Once saved, all newly created jobs will include the selected workflows.
   • A chip will appear above the workflow name to indicate it was added automatically.

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When Automations are Applied to a Job 

When automations are applied to a job, auto-added workflows are created and assigned at the same time the job is created, with both sharing the same creation time. These workflows are assigned to the job owner or assignee. 

• Only applicable workflows will be added, and the job assignee must have access to a workflow for it to be auto-added.

Auto-added workflows are labeled with an “Auto Added” chip above the workflow name.

       

On XOi Web, when you create a new job and click “Create” in the “Create New Job” pop-up, automations will add applicable workflows. You can still manually add workflows during this step. 

 

On XOi Mobile, automations will add applicable workflows once you click “Create” on the “New Job” screen.

         

When an integration creates a job, automations will add the applicable workflows once the job is created.

 

Things to Keep in Mind

• A maximum of 5 separate workflow automations can be created.

• Be mindful of multiple automations. If a user has access to five automations, each with five workflows, they could have up to 25 workflows added to a job.
• Automations only apply at job creation.

• The assigned job owner must have access to the workflow either through a group or a workflow given to all users.
• Automations are processed alphabetically by name.
  • Example: If you have two automations—"All Service" (3 workflows) and "Safety" (1 workflow)—the "All Service" workflows will be added first, followed by the "Safety" workflows.
• Automation names can't be duplicated. 

 

Managing Workflows used in Automations

Checking If a Workflow is Used in Automations

Go to the Workflow Automations section within the workflow. Clicking the View button will navigate you to the Workflow Automation for editing.

Deleted Workflows

If a workflow used in an automation is deleted, it will be removed from the automation. This does not impact jobs where the workflow was previously added.

• Automations with All Workflows Deleted

If all workflows in an automation are deleted, a warning tooltip will appear, indicating that the automation will no longer add workflows to jobs.

 

The automation must be manually deleted using the trash icon.

Affiliated Workflows

Affiliated workflows can be used in automations but automations can't be shared with affiliated organizations.

If an affiliated workflow is later un-affiliated, it will be removed from the automation. This does not affect jobs where it was already added.

Duplicating Workflows

When duplicating a workflow, existing workflow automations will not carry over to the new workflow.

 

Commonly Asked Questions

Q: Can I set other trigger types for automation?

• A: Not at this time. Automations are only applied at job creation. More robust automation options are planned for future updates.

Q: What happens if I edit or reassign a job?

• A: Automations are not reapplied when a job is edited or reassigned. Users should remove any auto-added workflows that no longer apply before changing ownership.

Q: Can I remove an auto-added workflow from a job?

• A: Yes. Users can delete automatically added workflows from a job. This feature does not make workflows mandatory.

Q: What if I create a job offline?

• A: Workflows will still be added via automations, even if the job is created offline. Automations are applied based on the configuration from the last online sync.