Automation Rules Training - Case Description
Case Description
In Widget North America, employees can reserve a parking place when they are temporarily assigned to one of the Widget sites (Boston, Houston, New York or Chicago).
Hank Williams, the account administrator for the Widget North America, FM (Facilities Management) account has created a ‘Reserve a Parking Place’ workflow in 4me. He has built a request template with a UI extension with the mandatory fields ‘From’ and ‘To’ dates, License Plate and the Widget site.
The procedure to reserve a parking place is:
- Each site has a parking administrator and backup. The parking administrators are responsible for managing the process. They reserve the parking place or can reject the request if no more places are available.
- To get access to park at a site, a parking access badge will be prepared. This is done by the local facilities team (each site has its own team).
- In New York, parking space is expensive; when the duration is > 2 days, the manager of the requester needs to approve.
- In Chicago, a ‘Reserved’ sign must be set on the parking place. For the other sites, this is not required.
Hank Williams has linked a workflow template to the request template with the following tasks:
- Reserve a Parking Place – approval task to be assigned to the Parking Administrator;
- Prepare a badge – to be assigned to the local Facilities team;
- Set ‘Reserved’ sign – to be assigned to the local Facilities team in Chicago, but only for parking places on the Chicago site;
- Retrieve badge – to be assigned to the local Facilities team;
- Remove ‘Reserved’ sign – to be assigned to the local Facilities team in Chicago, but only for parking places on the Chicago site.
The names of the parking administrators can be found on the 4me Sites (defined with UI extensions).
The badges are managed as CIs in 4me. When in use, they are linked to the user with status ‘In Production’. If not in use they have the status ‘In Stock’.
The template is frequently used with good results. But the different steps in the procedure still require a lot of administration. Hank Williams has decided to remove these manual steps by implementing automation rules.