Structured workflows for collaboration between users, contractors, and property managers.
PurposeProcesses enable structured, transparent collaboration around property-related events and actions — from problem reports to complex service workflows.
Processes are the core operational entities in facilioo. They represent structured workflows initiated and managed by property management companies, often in collaboration with users and contractors.
Each process is linked to a property management company (receiver Party), and can be associated with a specific Unit, one or more Users, and optionally one or more Contractors. This allows for precise context and role-based collaboration.
At the heart of every process is the Process Feed — a thread of messages, documents, and updates exchanged between involved stakeholders. Access and visibility are tightly controlled per participant, allowing for fine-grained communication and notification behaviour.
Processes are highly flexible and support different types (e.g., damage reports, renovation projects, maintenance coordination), each with its own behaviour and lifecycle.
Connected Parties and Accounts
To identify who is involved in a process, accounts are linked to the process. These accounts can belong to different parties, such as property management companies or users (e.g., tenants, owners, etc.). Currently, only a delete endpoint exists for managing these account–process associations in general, which are called responsible clerks.
Responsible clerks split up in two subgroups. Thereby, each linked account can act as an editor clerk or a spectator clerk, depending on its assigned role. Clerks can be added and updated via specific endpoints and deleted via the unified endpoint.
Process View in the Platform App, e.g., app.facilioo.de/orderGet.html?id=2222194
The view in the UI can be separated into two sections. On the left are Accounts of the currently logged-in Party that are either editor (1.) or spectator clerks (2.). On the right, there are just Parties that have any Account as editor or spectator clerk. This can happen through creating the Process (3.), being involved in a Work Order (4.), or being the Contact Party of the Process or a Process Feed being shared with the Party (5.).
Best PracticesNote that the editor and spectator clerks only contains accounts. There are basicly two use cases, how to use those.
1. Assigned Accounts of my PartyYou have to filter for your party id, to get employees of your party that are assigned to the process, by fetching either spectator or editor clerks. Or both, depending on your use case.
2. All Involved PartiesTo get the list of all parties involved in a process fetch all spectator and editor clerks, create a distinct list of all party ids of the retrieved accounts, and batch list them (GET /api/parties/batch).