The client
The client is a large facility management company headquartered in Abu Dhabi, supporting commercial properties and service teams across the UAE.
It already ran its core operations in Asset Infinity. Around them sat a set of processes specific to the company, which varied by property and were still run on spreadsheets, forms and internal messages.
The challenge
The company’s own processes needed extra fields, approval stages and structured data, but they lived outside its main system. Building separate software for each one was not worth it.
- Organization-specific processes ran on spreadsheets and manual forms.
- Processes varied from property to property.
- Each needed its own fields, approval stages and data capture.
- Separate software for each need would be hard to maintain.
What they set up in Asset Infinity
The company configured the forms, fields and workflows it needed inside Asset Infinity, without code, instead of keeping them on paper or in separate tools.
Custom forms and fields
Structured forms and custom fields capture the information each process needs, in the same system as the company’s core operations. (Platform)
Approval steps and stages
Each workflow has defined stages, responsibilities and approval steps, so work moves to the right person at each point. (Platform)
Roles for each team
Roles decide who can see and act on each process, so property and service teams work only on what concerns them. (Platform)
Process data in reports
Information from these processes sits alongside operational data and appears in the same reports and dashboards. (Insight)
How it works day to day
Here is how one of these company-specific processes now runs.
- Process owner: defines what is needed. The owner describes the fields, stages and approvals the process needs, and an administrator configures them without code.
- Property team: fills in the form. Staff complete a structured form in the web or mobile app. Required fields make sure the right information is captured.
- System: moves it to the next stage. The submission moves to the person responsible for the next stage, who is notified.
- Approver: approves or returns it. Approvers act in the app. A submission left waiting triggers a reminder.
- Service team: completes the process. The team carries out the work and records the outcome against the same record.
- Manager: reviews across properties. Reports and dashboards show the process data next to core operations for every property.
- Administrator: adjusts as needs change. When a property’s requirements change, fields and stages are updated in configuration, not rebuilt.
Before and after
| Before | With Asset Infinity | |
|---|---|---|
| Supplementary processes | Spreadsheets and manual forms | Configured forms and workflows |
| Data capture | Unstructured | Defined fields on every form |
| Approvals | Internal coordination by hand | Defined stages and responsibilities |
| Consistency | Varied by property | Standard workflows across properties |
| New requirements | Would need separate software | Configured in the existing system |
How it rolled out
- Processes chosen. The team reviewed manual processes, forms and spreadsheets, and picked the ones best suited to configuration.
- Forms and workflows configured. Forms, fields, stages and responsibilities were set up for each chosen process.
- Teams trained, workflows refined. Facility teams were trained, and workflows were refined as property requirements changed.
The results
- Manual processes converted into structured workflows
- New requirements met without building separate applications
- Spreadsheets and disconnected forms retired
- The same workflows used across properties and teams
- Process data kept in the existing Asset Infinity environment
- Workflows that adapt as operational needs change
Why it worked
One system, not many
Adding processes to the system the teams already used avoided a set of separate tools to buy, learn and maintain.
Started with the right processes
The team reviewed its manual processes and chose those suited to configuration, rather than moving everything at once.
Changes without rebuilds
Fields and stages are updated in configuration, so workflows keep up as properties change.
Looking ahead
The facility management company brought its organization-specific processes into Asset Infinity without adding a set of disconnected applications.
Configured forms and workflows replaced manual forms and spreadsheets. That has reduced administrative effort, made processes consistent across properties and let the company digitize new needs as they come up.