Configurable Workflow Engine

FreeMaint includes a powerful, configurable workflow engine that lets you define how work orders, intervention requests, and purchase orders move through your organization. Create custom approval processes, require specific fields before transitions, and automate notifications — all without coding.

Accessing Workflows

Navigate to Company Settings > Workflows. Select the entity type (Work Orders, Requests, Purchase Orders, Purchase Requisitions, Work Permits) to configure its workflow.

Simple vs. Visual Mode

Use Simple Mode for straightforward workflows with basic triggers and approvers. Switch to Visual Builder for complex multi-step processes with branching conditions using drag-and-drop flow diagrams.

Configuring a Workflow

1. Select trigger status (e.g., when WO moves to COMPLETED)
2. Set required fields (work summary, photos, parts used, etc.)
3. Choose approver type: ROLE (e.g., Manager), USER, or CREATOR
4. Configure notifications (email alerts on approval/rejection)
5. Set next status on approval (e.g., move to VALIDATED)
6. Your own custom fields can be required too — they appear in the same list, and the transition is blocked until they are filled
7. Part pricing can be required too: block the transition while a part has no sale price or sells below cost (Business)
8. Scope a step to where the work came from (Business): set "Applies to" to "Work orders raised from a request" or "Internal work orders". Steps sharing a status are ALL required, so this is how you give each origin its own approver — a requester-validates step for request-raised work, a supervisor-validates step for internal work
9. If you pick approver type ROLE or USER, you must name the role or the person. A step naming no role is not a restriction: everyone who can already approve passes it

Without a configured workflow, the system behaves normally — all existing transitions continue to work unchanged.