Automating Work Orders Triggers from QA Checklists in Xenia

Overview

In fast-paced operations, it’s critical that issues identified during routine checks are actioned immediately. Xenia’s automation capabilities make this possible by enabling automated corrective work orders or tasks to be generated directly from QA Checklists.

This guide walks you through how to:

• Access and configure the correct Operation Template (not individual tasks or work orders).

• Set condition-based triggers for specific checklist steps.

• Ensure corrective actions are assigned and followed up — without manual intervention.

This not only reduces response times but also builds accountability into your quality assurance workflows.

What You'll Achieve

By the end of this guide, you'll be able to:

• Create checklists that are operationally linked to corrective actions.

• Automatically trigger tasks based on failed checklist criteria (e.g., "Fail", "No", "Out of Range").

• Route the follow-up tasks to specific users or teams (e.g., Maintenance, Quality Control).

• Maintain a clear audit trail between inspections and resulting corrective actions.

Watch It in Action

To see how this works step by step, check out our Loom demonstrations:

Step 1: Accessing the Operation Template

All checklist workflows in Xenia start with an Operation Template — not from the “Tasks & Work Orders” tab.

To begin:

1. From the left sidebar, navigate to Operations > Templates.

2. Locate the checklist template you use for QA or routine inspections.

3. Click on the template name, then select “Edit Template.”

The Operation Template is the blueprint from which all checklist runs are generated. Any workflow automations must be configured here.

Step 2: Identify the Trigger Step in Your Checklist

Once inside the template:

1. Scroll through your checklist to identify the specific step that will act as a trigger point.

2. Examples of good candidates:

   • “Is the freezer temperature within the required range?”

   • “Is the fire extinguisher inspected and tagged?”

   • “Are food prep surfaces properly sanitized?”

3. Click the three-dot icon (⋮) next to the step and select “Add Trigger Workflow.”

This ensures that the automation is directly tied to this step — and only runs when this condition is met during checklist completion.

Step 3: Configure Trigger Conditions and Actions

Now define the trigger logic:

1. Condition Type:

   • Select what response should trigger the automation. Common examples include:

     • If step = Fail

     • If response = No

     • If temperature = Above threshold

2. Trigger Action:

   • Choose the desired automated outcome. You can:

     • Generate a Corrective Task

     • Trigger a Work Order

     • Notify a specific person or team

     • Link the triggered task to a location or asset

3. Task Details:

   • Define what the task should say (title, description, etc.).

   • Assign the task to the right team — typically Maintenance, Facilities, or Operations.

   • Set due dates, tags, and priority to match urgency.

Note: You can configure multiple conditions and trigger actions if needed.

Step 4: Save and Deploy the Template

Once all your conditions and triggers are set:

1. Click “Save Workflow” to confirm the automation for that checklist step.

2. Then click “Save Template” to publish changes.

3. Your Operation Template is now live — any time a user completes the checklist and triggers the specified condition, a corrective task will automatically be created and assigned.