Understanding Workflows in Chekhub
Workflows are designed to associate multiple tasks with a single ticket. Each workflow represents a structured process that connects checklists, locations or assets, and participants to ensure work is carried out consistently and efficiently.
Workflow Structure
Each workflow includes:
One checklist
Assigned elements (locations or assets)
Participants, inherited from the ticket level
Participants assigned to a ticket are responsible for completing all tasks generated by the workflows within that ticket.
Key Concept:
Checklists define what needs to be done, elements define where or on what, and participants define who does it.
How Tasks Are Generated
Chekhub automatically creates tasks based on this formula:
Tasks = Number of Elements × 1 Checklist
Example: If a ticket includes 3 workflows, and each workflow has 2 elements, the result is 6 tasks (3 workflows × 2 elements).
Each task corresponds to one checklist that must be completed for a specific element.
Tip: Look for the Add Workflow button to add additional workflows.
Task Customization Option
“Required for Every Member”
This option will appear under the checklist field once one or more participants have been selected. When enabled, each assigned participant must complete their own checklist log for every element within the workflow.
Example:
There are two techs assigned a ticket to go repair some equipment at RDU-01 today.
Workflow 1 contains the Pre-Shift Checklist for Site RDU-01.
Workflow 2 contains Oil filter replacements for chillers A, B, and C.
Workflow 3 contains Post-shift checklist for Site RDU-01.
While the oil filter replacements could be performed by any of the techs on the ticket, we want to make sure they each fill out their own pre and post shift logs.
By toggling on “required for every member” on workflows 1 and 3, this is the result:
Workflow 1 - Pre shift checklist - RDU-01
Task 1: Pre shift - RDU01 - Jane
Task 2: Pre shift - RDU01 - Tyler
Workflow 2 - Oil filter - Chiller A, Chiller B, Chiller C
Task 3: Oil filter - Chiller A - Jane, Tyler
Task 4: Oil filter - Chiller B - Jane, Tyler
Task 5: Oil filter - Chiller C - Jane, Tyler
Workflow 3 - Pre shift checklist - RDU-01
Task 6: Post shift - RDU01 - Jane
Task 7: Post shift - RDU01 - Tyler
This ensures individual accountability and provides a clear record of each participant’s contributions.
Summary
Workflows provide a scalable and consistent way to manage complex operational processes in Chekhub. By defining elements, assigning participants, and controlling task distribution through workflow settings, teams can ensure accuracy, accountability, and efficiency across all tickets.