The workflow for monitoring role assignments allows you to check at regular intervals whether all roles (such as first aiders) for a building have been filled. In addition, the assigned individuals are prompted to acknowledge their appointment.
Note: To use this feature, you must purchase a paid workflow. This workflow operates in conjunction with the "General Approval" workflow included in the FM Portal.
The verification workflow either starts at a set interval (regular verification) or is triggered in the event of a change in personnel or coordinators (event-driven verification).
Regular review: The workflow checks every six months to see if there have been any changes in role assignments. If there have been changes, a ticket is created in the service list.
Note: The workflow only creates this ticket if there is no existing ticket regarding the role assignment.
The data administrator is then responsible for this ticket. They have ten business days to process the ticket before an initial escalation email is sent to those responsible for the role.
Under Basic Data - Functions and Assignees - Monitoring of Function Assignment, you can view the status for each created function in combination with the building via a traffic light view. Additionally, a note helps you set the status to green.
Once the data administrator has completed their work, they report this via the workflow. This can only be done if there is no longer a red traffic light status in the entry. The responsible parties receive an email and are asked to acknowledge and confirm their designation. Once all responsible parties have confirmed their designation (again within a ten-business-day deadline before an escalation email is sent), the workflow ends.
If even one person fails to confirm their role, the coordinators are assigned the ticket. They can then either forward it to data maintenance or close it.
Depending on the size and complexity, there are two options for assigning responsibilities in the workflow: either static assignment (selecting a person from the personnel list) or assignment via workflow roles.
