Triggering Workflows is how you distribute the work in your team's standard operating procedures. Once you've added your team's SOPs to InCheck, you can activate the Workflows whenever work needs to be done.
This guide covers where you can trigger Workflows in InCheck, how to bulk trigger Workflows, and how to re-assign work.
Overview
You can trigger a new Workflow from several places in your InCheck account:
- From the Global Action button (the orange plus sign)
- From the My Tasks page
- Directly from a record or item in your account
To trigger a Workflow while on any page in InCheck:
- Click the orange plus sign at the top of the page
- Click Trigger Workflow
To trigger a Workflow from your Tasks page:
- Click Tasks from the left-hand menu
- Click My Tasks
- Click Trigger Workflow
To trigger a Workflow from an existing record or item:
- Click the small plus sign to expand the details of the record or item
- Click Trigger Workflow under the Tasks section
Once you've triggered the Workflow, you can modify any information in the Workflow and assign the entire Workflow or separate Tasks to members on your team in the Trigger Workflow window.
Assigning Work
When you're in the Trigger Workflow window, you can modify any information in the Workflow and assign the entire Workflow or separate Tasks to members on your team before you activate the Workflow.
Once you've activated the Workflow, all of the Tasks will be assigned to the Users responsible for completing each Task.
You can incorporate automatic assignments as part of the Workflow Creation process. However, if there are Tasks in the Workflow that don't have an automatic assignee, or that you didn't assign to others prior to activating the Workflow, they will be assigned to you.
In that case, you can reassign the Tasks to another person in your organization.
To reassign a Task:
- Click on Tasks from the left-hand menu
- Click on My Tasks
- Expand the details of the Task by clicking on the small plus sign
- Click Edit at the bottom right-hand corner
- Click Reassign and select the new assignee
- Click Update
Bulk Triggering
Bulk Triggering allows you to assign the same work to multiple buildings, units, or assets at the same time.
Bulk Triggering works in a few different ways. You can set up Workflows to trigger en masse when you first create a Workflow as a way to enforce a standard operating procedure through scheduling. This method should be used when you want to schedule work based on frequency like an annual grounds inspection.
Alternatively, you can trigger bulk Workflows manually whenever you need them. This method should be used to assign bulk work that can't be scheduled like storm preparation.
BEST PRACTICE: Plan ahead by creating standard operating procedures for unscheduled events, like storms, so you can manually assign work when it's needed.
To bulk trigger Workflows manually:
- Click the orange plus sign at the top of the page
- Click Trigger Workflow
- Click Select next to the Workflow you'd like to trigger
- Select the scope of the scheduled Workflow:
- All Properties: This means the scheduled Workflow will be triggered for all properties in your portfolio
- Groups: This means the scheduled Workflow will be triggered for the selected Property Groups
- Specific Properties: This means the scheduled Workflow will be triggered for the selected properties.
- Click Next
- Click Trigger Workflow
TIP: When you bulk trigger work across your portfolio, all of the Tasks assigned to a single user will be grouped together in an alert email or push notification (on mobile).
Don't see this feature? Workflows are only available for users on the InCheck platform. If you have any questions about how your team can access this feature, reach out to support@sitecompli.com.