Service workflows (Administration)

Introduction

This page describes how to create and process Services through the use of a Service Workflow.

Creating service workflows

A Service Workflow is created via the Administration screen of FBO One. Expand the Workflow menu and click Service workflows. Service workflows are defined in exactly the same way as Order workflows, they both have workflow states, workflow transitions and start transitions. The transitions can also be associated with an action screen that allows the user to add information to system when the transition occurs. 

Read about designing workflows here and about defining them here.

Service Workflow Usage

Service workflows are typically used to track the progress of Ramp and 3rd Party services. They are made up of one or more transitions which help to track the progress of services provided and in turn log when and by whom (which user) each step was fulfilled.

Some examples of Service Workflows:

  • GPU - For a GPU, typically the length of time for which it is used on an aircraft is logged for reporting and pricing purposes. 
    A workflow may therefore contain stages such as Requested > In Progress > Completed. It would use either a 'Set Quantity' transition or 'Progress Start' / 'Progress End' transitions
  • Catering - For Catering, the service typically needs to be Ordered > Confirmed > Boarded. This workflow may therefore use an 'Order Third Party (text only)' transition in order to send the catering request to the supplier.
  • Ramp Services - Services such as Lav, Water, Towing etc. may have a simpler workflow such as Requires Action > Completed, which would allow Ramp staff, airside, to indicate when a service is completed in order for Ops staff to communicate this to Crew and/or proceed accordingly with flight operations. This type of workflow does not require the use of a transition screen. The workflow steps alone are sufficient
  • Basic Catering - Basic Catering supplies such as Coffee, Hot Water and Ice may require the use of a 'Set Quantity' workflow allowing users to indicate how many litres of kilos of an item were supplied. For example, Ice may be priced at EUR 5.00 per kilo, the user would therefore be required to use the 'Set Quantity' transition in order to indicate the number of kilos supplied. This would then result in the per kilo price being applied to the quantity indicated. This may also be useful for reporting purposes.

Example - Creation of a Basic Catering Service Workflow for Coffee / Ice / Hot Water products:

For this example the service workflow is required to ensure users set a quantity for the provisions provided. The workflow will also log when the service has been provided and is complete.
The workflow will consist of 3-steps - Requires Action, Quantity Set and Boarded. There will be three buttons available - Set Quantity, (Re)Set Quantity and Boarded.

1) From the Administration > Service Workflows screen, use the 'Add new' button to create the title and description of the workflow 

2) Next, the service workflow states must be added. 
As mentioned above, this workflow requires three steps and therefore three states must be created - 'Requires Action' (which will appear when the product/service is added), 'Quantity Set' and 'Boarded' (denoting that the service workflow is complete).

Under the 'workflow states' section, each step should be added. Each state should have a name and sort index (defining the order in which the states appear on this list). All other check boxes are optional and can be selected if applicable. To indicate the last stage in the workflow, check the 'Is end of front office workflow' box. Use the 'add new' button to add each workflow state:

3) Once the states have been defined, the Workflow start transition should be added, in this case the 'Requires Action' step is the initial one

 4) Finally, the transitions must be defined in order to pass from one state to another.
Use the 'select' button against each workflow state, then the 'add new' button under the section 'workflow state transitions' 

Firstly, the workflow needs to move from the 'Requires Action' state to the 'Quantity Set' state via an action screen in which allows the user to add the quantity provided.
The first two fields allow for selection of workflow states being moved between. The 'Name' field indicates the name of the button to appear in against the service in order to move between the two states. The 'Set Quantity' transition screen is added here and the sort index provided the order in which each transition is displayed.

Once the 'Quantity Set' state is reached, two buttons should appear for the user - '(Re)Set Quantity' (allowing for the quantity to be modified) and 'Boarded' allowing the user to complete the workflow:

The workflow is now complete and ready for use once assigned to the relevant products (via the add or edit product screens):

When these products/services are added to orders, the workflow steps appear:

Using the 'Is Order or Service Cancelled' workflow state setting

This check box is as option available within the service workflow configuration:

When checked, this setting allows for two additional options to be shown in the 'cancel' transition of a workflow

The additional options are two check-boxes named 'Force quantity to zero' and 'Add 'Force quantity to zero'Cancelled to external Remarks'



Checking one or both of these options is possible. Checking the 'Force quantity to zero' box will ensure that any quantity assigned to this product/service is then set to 0 (usually resulting in 0.00 price).
Checking the 'Add 'Force quantity to zero'Cancelled to external Remarks' will add 'Cancelled' to the external remarks for this product/service

See Also:
Workflow Configuration
Transition actions 
Workflow state (Fields)