Company News
4 min read

Streamlining Work Order Approval with Category-Based Approval Flows

Alex Cummings
May 30, 2024

Streamlining Work Order Approval with Category-Based Approval Flows

As a facilities manager, you understand the complexities of maintaining a smooth and efficient workflow. Whether it’s a minor repair or a major renovation, every work order requires proper oversight to ensure tasks are completed on time and within budget. One way to enhance your operational efficiency is by implementing approval flows based on the categories selected for work orders. This approach not only saves time but also ensures that the right people are involved in the decision-making process.

What Are Category-Based Approval Flows?

Category-based approval flows are a method of routing work orders through different approval stages depending on the specific category of the task. Categories can include maintenance, repairs, cleaning, security, and more. By categorizing work orders, you can establish customized approval processes that reflect the unique requirements and urgency of each type of work.

Benefits of Category-Based Approval Flows

  1. Increased Efficiency: By routing work orders to the appropriate approvers based on their category, you reduce the time spent on unnecessary approvals. This ensures that minor issues are resolved quickly, while more complex tasks receive the scrutiny they require.
  2. Improved Accuracy: Different types of work orders require different levels of expertise. Category-based approval flows ensure that the right people with the right knowledge are reviewing and approving the work, reducing the likelihood of errors and ensuring quality.
  3. Enhanced Accountability: With category-based approval flows, it's clear who is responsible for each stage of the approval process. This transparency fosters accountability and ensures that every work order is handled with care.
  4. Better Resource Allocation: By streamlining the approval process, you can better allocate your resources. Urgent tasks get immediate attention, while less critical work is scheduled appropriately, optimizing your team's workload.

Implementing Category-Based Approval Flows

Here’s a step-by-step guide to implementing category-based approval flows in your facility management system:

1. Identify Work Order Categories

Start by defining the categories that best represent the types of work orders you handle. Common categories might include:

  • Routine Maintenance
  • Emergency Repairs
  • Cleaning Services
  • Security Upgrades
  • Renovations

2. Define Approval Criteria

For each category, outline the criteria that determine the approval process. Consider factors such as:

  • Urgency of the task
  • Estimated cost
  • Required expertise
  • Potential impact on operations

3. Assign Approvers

Identify the individuals or teams responsible for approving work orders in each category. Ensure that approvers have the necessary expertise and authority to make informed decisions.

4. Configure Your System

Use your facility management software to set up the approval flows based on the categories and criteria you've defined. Many systems allow you to create automated workflows that route work orders to the appropriate approvers.

5. Train Your Team

Ensure that your team understands the new approval process. Provide training sessions and resources to help them navigate the new system efficiently.

Best Practices for Managing Approval Flows

  • Regularly Review Categories and Criteria: As your facility's needs evolve, so should your approval processes. Regularly review and update your categories and criteria to ensure they remain relevant.
  • Monitor and Adjust Workflows: Use analytics and feedback to monitor the effectiveness of your approval flows. Make adjustments as needed to address any bottlenecks or inefficiencies.
  • Communicate Clearly: Keep your team informed about any changes to the approval process. Clear communication helps prevent misunderstandings and ensures a smooth workflow.


Implementing category-based approval flows for work orders can significantly enhance the efficiency and accuracy of your facility management operations. By tailoring the approval process to the specific needs of each category, you ensure that tasks are handled by the right people, at the right time, with the right resources. Start by defining your categories, setting up criteria, assigning approvers, and configuring your system. With these steps in place, you’ll be well on your way to a more streamlined and effective approval process. Too see how FlowPath manages this process, visit the FlowPath Help Center.

Ready to dive in?

Schedule a demo with our sales team and we can get into your specifics.

By clicking “Accept All Cookies”, you agree to the storing of cookies on your device to enhance site navigation, analyze site usage, and assist in our marketing efforts. View our Privacy Policy for more information.