Approval Workflows for Maintenance Jobs

Approval workflows ensure high-cost or critical maintenance work is reviewed before proceeding.

Setting Up Approval Workflows

1. Go to Settings > Approval Workflows
2. Click New Workflow
3. Define trigger conditions:
   • Cost threshold (e.g., jobs over RM 500)
   • Asset criticality (e.g., generators, lifts)
   • Work order type (e.g., corrective, emergency)
4. Add approval steps with assigned approvers
5. Set escalation rules if approver doesn't respond

Approval Steps

Each workflow can have multiple steps:

1. First Approver: Team lead or supervisor reviews
2. Second Approver: Manager approves for higher costs
3. Final Approval: Director for major expenditures

WhatsApp Notifications

• Approvers receive notifications via WhatsApp
• Can approve or reject directly from the message
• Full audit trail of approval decisions
• Timestamps for each approval step

Escalation Rules

If an approver doesn't respond within the set time:

• Escalate to the next level
• Send reminder notifications
• Auto-approve after maximum wait time (optional)

Approval History

Every work order shows:

• Who approved and when
• Comments from each approver
• Rejection reasons if applicable
• Total approval time

Tips

• Keep workflows simple — too many steps slow down response
• Set appropriate cost thresholds based on your budget
• Use escalation rules to prevent bottlenecks
• Review approval times regularly to optimize workflows