Workflow Engine

FreeMaint's workflow engine lets you automate any maintenance process: when X happens, check Y, then do Z. Configure once, runs forever. Starter capped at 5 active automations; Business and above unlimited.

Anatomy of a workflow

• Trigger — what fires the workflow (work order created, status changed, meter reading exceeds threshold, etc.)
• Conditions — optional filters (priority = HIGH, asset category = pumps, work order overdue, etc.)
• Actions — what happens (assign technician, send email/notification, create child WO, update field, call webhook)

Common patterns

• Auto-assign — new HIGH priority WO → assign to on-call technician
• Escalation — WO overdue 2 days → notify manager + raise priority
• PM trigger — meter reading > 10000 hrs → create PM work order
• Status sync — WO completed → update parent project + send customer email
• Webhook out — incident created → POST to Slack/Teams

Simple vs Visual mode

Switch between Simple mode (form-based steps) and Visual mode (drag-drop graph builder powered by React Flow). Same engine, two UX. Visual mode is easier for branching workflows with multiple conditions.

Tier limits

• Core — workflow engine not available
• Starter — 5 active workflows max per company
• Business — unlimited workflows
• Enterprise — unlimited workflows + advanced triggers (ML, multi-company)