WORKFLOWS

Design & Manage automated actions within Plexa

The Workflows module automates and streamlines how tasks move through Plexa. It allows teams to standardise approval steps, trigger notifications, and ensure the right actions happen at the right time — without manual follow-up. From approvals and submissions to onboarding and finance reviews, Workflows connect all your modules to create a smooth, transparent process across your entire organisation.

🔎 What you'll find here:

Create and manage workflows — Create step-by-step processes that automatically progress once key actions are completed — such as submitting a claim, raising a PO, or uploading a new document
Customise Triggers & Conditions — aSet conditions for when workflows should start or move to the next step. Example: “When a Purchase Order is approved → Notify Finance,” or “When a Defect is closed → Update Handover checklist.”
Notifications & Approvals - Send automated alerts or approval requests to the right people at the right time. Use reminders to keep tasks on schedule and ensure accountability without the need for constant manual follow-up
Monitoring & Audit Trail — Track workflow progress in real time. Each workflow maintains a visible activity log — showing who completed which step and when — ensuring transparency and compliance
Integration Across Modules - Workflows seamlessly connect with Procurement, Finance, Documents, and Site Management to ensure every process runs smoothly from start to finish

Notes & Recommendations

Map out your workflow steps before creating them in Plexa to avoid missing dependencies.

Test each workflow before activating it to confirm triggers and notifications work as intended.

Use consistent naming conventions for workflows so users can easily identify their purpose

🔎 What you'll find here:

Notes & Recommendations

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