HeroHQ: How to Setup the Workflow - Settings

This guide provides step-by-step instructions on how to set up the workflow settings in HeroHQ. It covers various settings such as assigning work requests automatically, setting priority levels, enabling comments and budgets, managing assets, tracking expenses and labor, and utilizing taskbooks for preventive maintenance. By following this guide, users can optimize their workflow and improve efficiency in their organization.

Paul Fletcher
25 steps
2 minutes

Operationshero

Navigate to [https://hq.operationshero.com/](https://hq.operationshero.com/)

Accessing Workflows

Click on the Main Menu in the Upper Right hand corner to get started.

Click "Workflows"

Click anywhere in the Workflow "bar" to access it.

Click "Settings"

General Settings

"Category Predictions" allows AI to offer suggestions on submitted work orders as to what the category could be. See next step for what it looks like when this setting is toggled on.

If the "Category Predictions" is toggled ON in the previous step, you will receive category suggestions from AI on the work order in the Category selection dropdown menu.

"Reason Predictions" allows AI to offer suggestions on submitted work orders as to what the reason could be. See next step for what it looks like when this setting is toggled on.

If the "Reason Predictions" is toggled ON in the previous step, you will receive suggestions from AI on the work order in the Reason selection dropdown menu.

"Priority Predictions" allows AI to offer suggestions on the priority of the work orders in this workflow. See next step for what it looks like when this setting is toggled on.

If the "Priority Predictions" is toggled ON in the previous step, you will receive suggestions from AI at the top of the work order. You can either ignore this suggestion and click "Keep Priority", or click "Accept" to change it to what is suggested.

"Duplicate Detection" allows AI to flag a work order if it could potentially be a duplicate. See next step for what it looks like when this setting is toggled on.

If the "Duplicate Detection" is toggled ON in the previous step, you will receive a warning from AI at the top of the work order. You can either ignore this suggestion and click "Not a duplicate", or click "Review" to look further into the work order in question.

Turn on the "Tiered Location Selection" option if you have added child locations into your account and would like them to be a separate dropdown menu from the Parent Location dropdown on the request.

Turn on "Labor Markup Percentage" and indicate what the percentage is if you'd like to add this to the labor transactions on work orders in this workflow.

Turn on "Expense Markup Percentage" and indicate what the percentage is if you'd like to add this to the expense transactions on work orders in this workflow.

If you have chosen to enable the review requirement in this workflow, you can decide if those designated as reviewers can view other user's transactions and labor timesheets.

Technicians can submit Work Requests, especially on Location in your Organization. In this setting, you can allow the Work Requests they create to automatically be assigned to themselves. This helps cut down on the "red tape" of having to approve the Work Request first and can always be toggled off if needed.

Technicians can submit Work Requests, especially on Location in your Organization. In this next setting, you can allow the Work Requests they create to automatically be approved, and not have to go through the approval process if you have one set up.

Turn on "Enable Hero Assist AI capabilities" to add a section to the work order that can provide technicians help from AI to troubleshoot the issue. See next step for what this will look like if turned on.

The top of the image shows the Hero Assist section on the work order. The bottom of the image shows what happens when you click "Launch Hero Assist." You are able to enter a description of the issue you are having, and take or upload a picture of the problem. Then, select if you would like help with the Diagnostics, Solutions, or Tools needed to complete this job. Scroll down and click "Generate AI Assistance" for troubleshooting help.

In the next setting, the system allow you to set priority levels by putting in due date thresholds for when a Work Request will become overdue. We recommend turning this on with the following times:\ \ 1d for Expedite (Red)\ 7d for Important (Yellow)\ 30d for Standard (Blue)\ 60d for Low (Gray)

Transactions

You can turn on "Use budgets on expenses" if you are tracking budgets that are setup in the system.

Select which expense type will be the default when adding expenses to a work request.

Taskbooks

The "Require taskbooks to be finished before review or close" is optional and recommended if you want to make sure all steps are taken for the preventive maintenance or inspection is done properly. We recommend turning it off if you are using the "Bulk Update" option to close or change multiple Work Requests at one time. This process is outlined in another guide.

HeroHQ: How to Setup the Workflow - Settings

Paul Fletcher
25 steps
2 minutes