Sub Procedures If/Then Flow

On the Procedures > Sub Procedures tab, you create a procedure, and attach child sub procedures that technicians will later use to record readings. You then define the If/then flow to control which child sub procedures appear based on technician responses. This setup builds the logic that guides technician workflows once the procedure is attached to a work order.

Use an If/Then flow to control what happens next based on a user’s response. This lets you show only relevant sub procedures, streamline steps, and ensure accurate, compliant workflows.

For example:

• If the technician answers "Yes" to Sub Procedure A, the system displays Sub Procedure B.

• If the technician answers "No," the system displays Sub Procedure C.

This setup allows you to guide technicians through different paths depending on their input.

The If/then tab appears only for these sub procedure types below. On that tab, the grid’s leftmost column contains a flow icon. Clicking it opens the Select sub procedure flow window to define the next step for each value or range.

• Choice list: Create a list of options for technicians to select from during scheduled maintenance as a type of sub-procedure.

• Ranged data reading: Enter a data value within a specified range. It's useful for capturing measurements that need to fall within certain limits, such as temperature, pressure, or other quantifiable metrics.

• Yes/no reading: Results in a Yes or No flag on the sub procedure, indicating that the technician took a reading. Many Accruent TMS customers need to visually inspect assets and answer Yes or No questions.

Configure if/then flow

An If/then flow allows you to create conditional logic within a procedure so that the next step depends on the user’s response to a previous question.

The If/then tab includes the following:

• Value: Displays the possible responses or ranges for the selected sub procedure. Each row represents a condition used to branch the workflow. For example, in a Yes/No sub procedure, the grid shows Yes and No as values.

• Flow: Indicates whether the value is included in an If/Then flow. If a flow is defined for that value, the column shows it as included; if not, it remains empty. This helps you quickly see which conditions have branching logic applied.

1. To access the If/then flow for a sub procedure, use a desktop-sized screen.

2. In Procedures > Sub procedures > Sub procedures section, select Update from the Actions menu on the left of a row.

   Ensure that your selection is one of the aforementioned types.

3. In the Update sub procedure window, click the If/then tab.

4. On the If/then tab, click the flow icon on the left of a row.

   The Select sub procedure flow window opens and includes:
   

   • ID: Unique identifier for the sub procedure. Use this to confirm you are selecting the correct sub procedure when multiple have similar names.

   • Required: Indicates whether the sub procedure is mandatory in the workflow. If marked as required, the user must complete it before moving forward.

     • If ID is not selected and you turn on Required, the system automatically selects ID.

     • If ID is selected and you turn on Required, the system keeps ID selected.

     • If ID selected and you turn off Required, the system keeps ID selected.

     • If ID selected and you clear it while Required is on, the system automatically turns off Required.

   • Type: Shows the sub procedure type (for example, Choice list, Ranged data reading, Yes/No). This helps you understand what kind of input or logic the sub procedure uses.

   • Text: Sub procedure’s name or question text. This is the main label users see when performing the procedure.

5. Select the sub procedure you want to run when the condition is true. Indicate whether the sub procedure is required.

6. Click Update to save.

   The sub procedure updates.