Workflow Template
Automatic gate safety device test Workflow
Captures a technician's gate safety test, records Pass/Fail, notifies the client, and manages repair/retest cycles for failed tests until the gate passes or the retry limit is reached.
Gate safety testing often stalls when a failed test needs a repair, a retest and a client update, all tracked by hand across emails and spreadsheets. This workflow captures a technician's gate safety test, records the Pass or Fail result, notifies the client automatically, and manages repair and retest cycles until the gate passes or the retry limit is reached. Technicians run the test and repairs on-site, while the workflow handles record status, client emails and retest scheduling.
Business Outcomes
- Cuts manual follow-up on failed gate tests by automating client notifications
- Keeps every test, repair and retest on one record with a clear status and timeline
- Reduces missed retests with a built-in 3-day repair task and up to 2 additional retry cycles
- Speeds up client communication with automatic pass, fail and repair-pass emails
- Makes it easier to see which gates are pending, failed or repaired at a glance
Workflow Steps
Steps
- 1Create Gate Test Recordcreate record
Registers the submitted gate safety test as a new record.
- 2Set Status to Submittedupdate record
Marks the record status as Submitted immediately after creation.
- 3Route on Test Result
Branches the workflow based on whether the initial test passed or failed.
result: "Pass"→Set Status to Passedresult: "Fail"→Set Status to FailedDefault→End - 4Set Status to Passedupdate record
Updates the record status to Passed after a successful test.
- 5Email Client Test Result (Pass)send email
Notifies the client that the gate passed its safety test and shares the next test due date.
- 6Set Status to Failedupdate record
Updates the record status to Failed after the safety test fails.
- 7Email Client Test Failure Noticesend email
Notifies the client that the gate's safety devices failed the test and the gate should be used manually until repaired.
- 8Technician Repair and Retestcreate task
Assigns the technician a task, due in 3 days, to record the repair made and the retest result.
- 9Save Repair Details to Recordupdate record
Persists the repair notes and retest result captured by the technician onto the record.
- 10Route on Retest Result
Branches based on whether the retest passed or still failed.
retest_result: "Pass"→Set Status to Passed (After Repair)retest_result: "Fail"→Send Back to Technician for Further RepairDefault→End - 11Send Back to Technician for Further Repairrestart from step
Restarts the repair and retest cycle since the gate is still failing, up to 2 additional times.
- 12Set Status to Passed (After Repair)update record
Updates the record status to Passed once the repaired gate passes its retest.
- 13Email Client Repair and Retest Passsend email
Notifies the client that the gate's safety devices were repaired and passed the retest, with the next test due date.
Fields
- Technician Name*
- Client Name*
- Client Email*
- Site Address*
- Gate Type*
- Motor Make and Model*
- +13 more fields
Forms
Gate Safety Device Test
16 fields
Data Views
Gate Safety Tests
client_name, site_address, gate_type, gate_location +3 more
Dashboard Widgets
Recommended integrations
Setup the following integrations to extend workflow capability.
Send email in the workflow
AWS SES
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FAQs
How do I set up this gate safety test workflow for my team?
Publish the template in your workspace and it's ready to use immediately, no installation or development project needed. Technicians submit the request form on-site or from their device, and the workflow takes care of statuses, emails and repair tasks from there.
What information does the technician need to enter when submitting a test?
The form captures technician and client details, site address, gate type, motor make and model, and the test results themselves: obstruction reversing, photo beam, safety edge and manual release tests. It also captures warning sign presence, photos, the next test due date and the overall Result.
What happens automatically when a gate fails its safety test?
The record status is set to Failed and the client is emailed a failure notice telling them to use the gate manually until it's repaired. A repair and retest task is then assigned to the technician, due in 3 days.
Who is responsible for the repair and retest step?
The technician is assigned the repair and retest task directly on the record. The workflow waits for them to record the repair made and the retest result before moving forward, and those details are saved on the record.
What happens if the retest still fails?
The workflow sends the record back to the technician for further repair, and this cycle can repeat up to 2 additional times. If the gate eventually passes, the status updates to Passed and the client gets a repair-and-retest pass email with the next test due date.
Can I change the emails or the number of retest attempts?
Yes. Describe the change you want in plain English, or edit the steps directly in the workflow editor. Earlier versions of the workflow are kept, so you can review or revert changes later.
Does the client need to log in to receive updates?
No. Clients receive pass, fail and repair-pass notifications by email and never need an account to take part. They only interact through emailed messages tied to their gate test record.
How can I track the status of all gate tests across sites?
Every submitted test becomes a record with a reference number, a status such as Submitted, Passed or Failed, and a full timeline of what happened. Table views and dashboards show these records grouped by status so you can see progress across sites at a glance.
What does the record keep for compliance or audit purposes?
The record timeline keeps a history of statuses, the test details entered on the form, and the repair and retest results the technician records. Each business should confirm its own record-keeping obligations for gate safety compliance.
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