Overview

Review Checkpoints allow you to collect and verify critical information at key stages of your service workflow. These checkpoints are configured using the Custom Attributes system but appear in a dedicated "Review" tab on work orders for equipment owners and service vendors independently.


Key Benefits

  • Workflow Validation: Verify critical information before advancing to next steps.
  • Role-Specific Data Collection: Configure different checkpoints for equipment owners vs. vendor work order statuses.
  • Two-Levels: Create checkpoints at order and item levels.
  • Status-Based Requirements: Display fields only when relevant to the current order and item status.
  • Streamlined Asset Updates: Directly update asset properties through checkpoints, creating a seamless data flow from service activities into your assets. Automatically update asset status, location, etc.
  • Dynamically show/hide item-level review checkpoints depending on product type.

Setting Up Review Checkpoints

  1. Navigate to Administration -> Configuration -> Custom Attributes
  2. For Attribute Scope, select either:
    • Service Request: Collects information when the equipment owner initiates service. Only visible to your organization, not to external vendors.
    • Service Request Item: Collects asset-specific information when requesting service. Can update asset properties. Checkpoints only visible to your organization.
    • Work Order: Collects information during service execution by providers. Only visible to your organization, not to external vendors.
    • Work Item: Collects information about individual assets during service delivery. Can update asset properties including status, room, location, user, and custom asset attributes.
  3. Click "Add Attribute"
  4. Configure the attribute with standard fields:
    • Name: What the review checkpoint is called
    • Attribute Type: Field type 
      • Note: If the "Update Asset Property" setting is enabled (see below), the attribute type will be taken from the asset property.
  5. Important Optional Settings:
    • Pattern: Validation regex rules
    • Is Hidden: Disable this attribute
    • Is Required: Make completion mandatory before status changes
    • Available at work order status: Field becomes available when the work order reaches this status
    • Update Asset Property: Select which asset property should be updated with the value from this attribute field. Set to "None" if no property should be updated. 
      • By default, updates to asset property occur immediately without delay
      • If the "Update Asset Property" setting is enabled (see below), the attribute type will be taken from the asset property.
      • The attribute "Default Value" does not apply when performing instant asset updates. However, the default value can be used with delayed changes.
    • Delay asset property update until work order status: 
    • When enabled, the asset property update will be delayed until the work order reaches this specific status. Choose between:
      • Specific status: Delay until a particular status is reached
      • Next Status: Delay until any status change occurs

Using Review Checkpoints

Once configured, these custom attributes appear as checkpoints in the Review tab:

  1. Access a service request or work order
  2. Navigate to the Review tab
  3. Complete the checkpoints that appear
  4. Required checkpoints must be completed before status changes

Important Notes

  • Though configured as attributes, these fields function as workflow checkpoints
  • Required attributes/checkpoints prevent status changes until completed
  • While the checkpoints themselves are only visible to your organization, any asset property updates made through item-level checkpoints will update the shared asset data visible to all parties.
  • When creating internal work orders, you'll see both sets of attributes (Service Request and Work Order).
  • Use new review checkpoints if updating the same asset properties multiple times during work order lifecycle for improved traceability.
  • Changes made to asset properties will respect asset change control policies but change approvals will not allow/prevent a work order from moving forward.

When to Use Review Checkpoints

Review Checkpoints are most valuable for standardizing critical data collection points in your workflow where:

  • Formal verification is needed before advancing work (condition assessments, quality checks)
  • Compliance documentation must be collected during specific workflow stages
  • Asset status changes need to be recorded and reflected in asset records during/after order completion
  • Handoff points exist between different teams or between client and vendor
  • Location changes need to be tracked when assets move during/after service
  • Required approvals must be documented before work can proceed or conclude
  • Standard operating procedures dictate specific information collection at set point

Rather than creating ad-hoc documentation or relying on notes fields, Review Checkpoints formalize these requirements directly in your workflow, ensuring consistency and completeness while reducing duplicate data entry for asset properties.