Automatic Contractor Assignment

The system has an automatic assignment engine (resolver) that finds the appropriate contractor for each work order based on active contracts.

How It Works

When a work order is created for a specific asset, the system performs the following steps:

Step 1: Find Active Contracts

The system searches for contracts that:

• Are active (not expired or draft)
• Have auto-assign enabled
• Cover the asset's facility

Step 2: Match Coverage (Two Tiers)

Contracts can cover assets in two ways, and the system checks them in priority order:

Tier 1: Direct Asset Match The contract explicitly lists the specific asset in its covered assets. This is the most precise match and takes priority.

Tier 2: Asset Type Match The contract covers the asset's type (e.g. "all HVAC units"). This is a broader, dynamic match. Any new asset of that type is automatically covered.

TIP

If a Tier 1 match is found, Tier 2 matches are ignored entirely. This ensures that specific asset contracts always take precedence over broad type-based contracts.

Step 3: Role Priority

Within each tier, if multiple contracts match:

• Primary contracts are preferred
• Backup contracts are used only if no primary exists

Step 4: Best SLA

If there are still multiple candidate contracts, the one with the lowest response time (SLA in hours) is selected.

Priority Order

1. Direct asset match + Primary + Best SLA
2. Direct asset match + Backup  + Best SLA
3. Asset type match  + Primary + Best SLA
4. Asset type match  + Backup  + Best SLA
5. Not found  -  User must select manually

Example

Scenario: Air conditioner fault at the Athens Store

The store has two contracts:

• CON-001 with CoolTech Ltd covers all HVAC equipment (asset type coverage), Primary, SLA 4h
• CON-002 with AirFix SA covers the specific rooftop chiller (direct asset coverage), Primary, SLA 8h

If the faulty asset is the rooftop chiller: The resolver picks CON-002 (direct asset match, Tier 1) even though CON-001 has a better SLA. Direct matches always win.

If the faulty asset is a wall-mounted AC unit: The resolver picks CON-001 (asset type match, Tier 2) because CON-002 does not cover this specific asset.

Manual Override

Regardless of automatic assignment, the user can always change the contractor manually. This is useful for:

• Minor repairs assigned to a local technician
• Urgent needs requiring an alternative partner
• Special work outside the contractual scope

Important

Automatic assignment only works if there are active contracts with correctly configured asset and facility coverage. If no suitable contract is found, the user must select a contractor manually.