Work order notifications
Flex CMMS can tell people when a work order is created, assigned or changed. Notifications appear in the app under the bell icon, by email, or both.
Two sets of settings decide who hears about what:
- Each facility’s notification settings decide who can be notified. Admins and Managers set these.
- Your own notification settings let you turn each type on or off for yourself.
What triggers a notification
Section titled “What triggers a notification”| What happened | In the app | By email |
|---|---|---|
| A work order is created | The people and roles the facility chose, except the person who created it | The people and roles the facility chose, if it has new work order emails turned on |
| You’re assigned to a work order | You, unless you assigned yourself | You, right away, if the facility has assignment emails turned on |
| A field changes, such as status or priority | The creator, the assigned person and anyone the facility chose, except the person who made the change | The creator, the assigned person and anyone the facility chose, in a grouped email |
| A note is added | Nobody | Included in the grouped email, if the facility has chosen people or roles for updates |
| An attachment is added | Nobody | Included in the grouped email |
Grouped emails only go out if the facility has update emails turned on. A facility can also limit new work order and update notifications to certain priorities.
Grouped update emails
Section titled “Grouped update emails”To avoid a flood of emails, Flex CMMS groups changes to a work order. It waits five minutes after the last change, then sends one email called Work Order #12 Updated, where 12 is the work order’s number. Each new change restarts the five minutes.
While an email is waiting, a timer such as Email in 4:32 appears next to the work order number.
Send or cancel a waiting email
Section titled “Send or cancel a waiting email”Who can do this: Admin, Manager, Technician, Tenant
-
Select the Email in timer next to the work order number. You’ll see how many changes, notes and attachments are waiting.
-
Select Send Now to send the email straight away, or Cancel Email to drop it.
Read notifications in the app
Section titled “Read notifications in the app”Select the bell icon to see your notifications. Each one shows the task type, what happened, and the facility. It doesn’t show the work order number.
Selecting a work order notification marks it as read and takes you to the Work Orders page. It doesn’t open that work order, and it doesn’t switch facilities. If the notification is about another facility, switch to it first, then use the task type and time to find the work order.