The client
The client is a large manufacturing enterprise with multiple plants and business functions across India, already running its operations in Asset Infinity.
Each department works a little differently. As processes changed, teams needed extra fields, new forms, different approval stages and variations on the standard workflow.
The challenge
Business teams asked for changes, and IT had to understand and translate each one into a working configuration. The back and forth slowed every process change.
- Departments frequently needed new fields, forms and approval stages.
- IT had to interpret every request before anything changed.
- Repeated coordination slowed process changes.
- Process changes depended heavily on technical teams.
What they set up in Asset Infinity
The manufacturer used Asset Infinity’s configuration tools so departments could shape their own workflows inside the same system, with access still controlled.
Custom fields
Business-specific fields are added to the records each department uses, without code and without a separate system. (Platform)
Forms for each process
Forms are configured around the information each department needs to capture, in the order it works. (Platform)
Approval steps
Process stages and approvals are set up to match each department’s operational and approval requirements, with reminders when a step waits. (Platform)
Roles and access
Roles define who can see, enter and approve what in each configured workflow, so flexibility does not cost control. (Platform)
How it works day to day
Here is how a process change happens now.
- Process owner: describes the change. A department needs to capture something new, or add an approval stage, and agrees the change with the system administrator.
- Administrator: adds the field. The new field is added to the relevant record in configuration, with no code and no release.
- Administrator: updates the form. The field is placed on the department’s form, in the order the team fills it in.
- Administrator: sets the approval. An approval step is added for the right role, and reminders go out when an approval waits too long.
- Department user: works the new way. Users see the updated form and approval straight away, inside the same system they already use.
- IT team: keeps oversight. Roles control who can view and change each workflow, and the audit trail shows what was changed and by whom.
Before and after
| Before | With Asset Infinity | |
|---|---|---|
| New fields and forms | Translated by IT for each request | Configured without code |
| Approval stages | Changed through repeated coordination | Set up to match each department |
| Speed of change | Slowed by back and forth | Less development dependency |
| Where workflows live | Variations handled case by case through IT | All workflows in one system, no separate applications |
| IT and business | Heavy dependence on technical teams | Better alignment with process owners |
How it rolled out
- Requirements reviewed. Departmental requirements, existing workflows and customization gaps were reviewed together.
- Workflows configured. Fields, forms, process stages and roles were set up for the relevant processes.
- Business teams trained. Business teams were trained on the new processes, and fields and workflows refined as needs evolved.
The results
- Business-specific workflow changes made with less development dependency
- Forms, stages and fields that match each department’s process
- Less repeated technical effort for routine configuration changes
- Better alignment between IT teams and process owners
- All customized workflows kept in the same system, with no separate applications
Why it worked
Changes are settings
Fields, forms and approvals are settings, so routine changes do not need a developer.
One system for every department
Departments adapt their own processes without splitting off into separate applications.
Control stays in place
Roles and access were defined for each workflow, so flexibility did not weaken governance.
Looking ahead
The manufacturer closed the gap between what departments needed and what the system did. Fields, forms and approvals are now configured inside Asset Infinity, and changes no longer wait on development work.
Because every workflow stays in one system with roles and access defined, the company gained flexibility without scattering its data across separate tools.