Self-startable workflows

Let field engineers start work from the asset page without a prior assignment.

Self-Startable Workflows

Self-startable workflows let field engineers begin work on their own initiative, without waiting for a remote engineer to assign a task. This page explains what self-startable workflows are, how to set them up, and how field engineers use them.

💡 Use case: A maintenance contractor arrives at a site and notices a filter needs replacing. Instead of calling the operations center and waiting for a task assignment, they select the “Filter Replacement” workflow directly from the asset page and get to work.

📖 What Are Self-Startable Workflows?

Definition: A self-startable workflow is a workflow that field engineers can start themselves when they have access to an asset, without needing a remote engineer to create and assign a task first.

How it differs from regular workflows: Standard workflows require a remote engineer to create a task and assign it to a field engineer. Self-startable workflows skip this step — the field engineer initiates the work directly.

Example:

An EV charging station has a published “Monthly Visual Inspection” workflow marked as self-startable. Any technician with access to that station can open the asset, select the workflow, and begin the inspection immediately.

⚙️ Setting Up Self-Startable Workflows

For Workflow Admins

To make a workflow self-startable:

Open the workflow in the workflow editor
Enable the Self-startable checkbox in the workflow settings
Publish the workflow

⚠️ Important: Only published workflows with the self-startable option enabled appear to field engineers. Draft or archived workflows are never shown.

Requirements

For a workflow to appear as self-startable on an asset:

The Self-startable setting must be enabled
The workflow must be in Published state
The field engineer in question must have a valid access key to the asset

📱 How Field Engineers Use Self-Startable Workflows

Viewing Available Workflows

When a field engineer opens an asset page (via their access link), they see a Start a New Task section at the bottom of the page. This section lists all self-startable workflows available for that asset’s organization.

If no self-startable workflows exist, this section is hidden.

Starting a Workflow

Tap on a workflow from the list
Review the workflow details in the confirmation modal:
- Workflow name and instructions
- Number of people required
- Expected work duration
- Required tools and parts
Tap Start Task to begin

What Happens Next

When a field engineer starts a self-startable workflow:

A new task is created automatically
The task is assigned to the field engineer who started it (self-assigned)
No email notification is sent (the engineer is already on-site)
The engineer is taken directly to the workflow steps
The task appears in Open Tasks for tracking

🔗 How It Connects to Access Keys

Self-startable workflows work seamlessly with Maintella’s access key system. Crucially, any access key for the asset is enough — the visibility and ability to self-start does not depend on how the engineer obtained access:

Time-bound access keys issued by admins (via task assignment or an admin-delivered access link) — typical when an engineer is dispatched for specific work.
Permanent access keys created when an engineer scans a QR code wired to the asset (see Asset Permanent Access URLs) — typical for on-site staff and contractors with ongoing site access.

In both cases:

When the engineer self-starts a workflow, the system creates a dedicated task access key valid for 7 days. The browsing access key (e.g. a permanent QR-backed asset key) is left unchanged.
The task is self-assigned: both assigned by and assigned to show the engineer’s email (when they have a field engineer profile).
On the field-engineer asset page, an open self-started task is visible only to the engineer who started it — not to other engineers sharing the same asset access link. Admin task and asset views still show all tasks until cleanup runs.
Incomplete self-started tasks whose 7-day window has passed are automatically deleted by a background job. Assigned tasks are never auto-deleted.

Examples:

Time-bound: A contractor receives an access link valid for 48 hours. During that time, they can self-start any available workflow on that asset. Each self-started task gets its own 7-day window; the contractor keeps using their original link to browse the asset.
Permanent: An on-site technician scans the QR code stuck to a generator. They land on the asset page with a permanent access key and can self-start the published Filter Replacement workflow whenever they need to. The QR link stays permanent; only the individual self-started task expires after 7 days if not completed.

👥 Who Can Do What

Role	Capability
Workflow Admins	Enable/disable self-startable setting on workflows
Remote Engineers	View tasks created via self-start in the task list
Field Engineers	Start self-startable workflows when they have asset access
System Admins	No special configuration required

❓ Frequently Asked Questions

Can I limit which assets have self-startable workflows?

Currently, all self-startable workflows for an organization are available on all assets within that organization. Asset-specific workflow restrictions are planned for a future release.

Are self-started tasks tracked the same as assigned tasks?

Completed self-started tasks appear in admin reports and task lists alongside assigned tasks. Incomplete self-started tasks are private to the starter on the field-engineer asset page and are removed automatically after 7 days if never completed. The main visible difference in admin is that both the “assigned by” and “assigned to” fields show the field engineer’s email.

Can a field engineer start the same workflow multiple times?

Yes. Each time they start a workflow, a new task is created for the asset and any recording of work is handled identically to assigned tasks. This is useful for recurring work like inspections or routine maintenance.

What if a field engineer’s access expires mid-task?

For assigned tasks, the task-specific access key controls the Start Task button; a remote engineer can issue a new assignment with a fresh key. For self-started tasks, the 7-day task access key controls the button; the engineer can still browse the asset via a permanent QR key but must complete work within 7 days or self-start again after the expired task is cleaned up.

Can someone self-start a workflow without being assigned a task first?

Yes. As long as they hold any access key to the asset — whether that came from a task assignment or from scanning the asset’s permanent QR code — every published self-startable workflow is available to them in the Start a New Task list.

Workflow Types — How self-startable composes with user workflows and short URLs
Asset Permanent Access URLs — QR stickers, PDF label export, and how scans reach the asset page (vs direct-launch user workflows such as public feedback)

Note: Self-startable workflows are reached from the asset page after scanning a QR without a direct-launch user workflow. For one-step public flows (e.g. Send feedback about this place), wire a user workflow to the short URL instead—see Workflow Types → User Workflows.

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Last updated on May 28, 2026