Backflow prevention device test record Workflow

Why should we automate backflow prevention device test records instead of using spreadsheets or paper forms?

Manual tracking of backflow test results often relies on scattered paper forms, spreadsheets, or emails, which makes it easy to lose track of failed devices awaiting repair. This workflow creates a single record per test with a reference number, status, and timeline, so staff can see at a glance whether a device passed, failed, or is mid-repair. The table view and status chart give an at-a-glance picture of testing activity without anyone having to compile it manually.

What is the return on investment of using this workflow?

The main return comes from time saved on client notifications and repair follow-up, both of which happen automatically once a test result is submitted. Instead of staff manually emailing pass/fail results and chasing plumbers for retest updates, the workflow handles notifications and reassigns repair tasks on its own. Over many tests per year, this reduces the administrative overhead per record and lowers the risk of a failed device being forgotten.

How does this compare to handling backflow test follow-up manually?

Manually, someone has to remember to email the client after each test, track down the plumber for repair status, and re-check the record once a retest happens. This workflow does that automatically: it sets the status, sends the appropriate email, assigns the plumber a repair task with a 3-day due date, and routes the record again based on the retest result. The record's timeline captures each of these steps, which is useful when a business needs to demonstrate what happened and when.

What happens when a device fails its initial test?

When the test result is Fail, the record status is set to Failed and the client is emailed a notice explaining the device failed and may not protect the drinking water supply until repaired. The plumber is then assigned a task, due in 3 days, to repair the device and record the retest result. Whatever the plumber enters — Repair Made and Retest Result — is saved to the record because the workflow waits for this task to complete.

What happens if a device fails its retest again?

If the retest result is still Fail, the workflow sends the record back to the plumber for a further repair and retest attempt, capped at 2 additional attempts. This means the record can cycle through repair and retest a limited number of times before requiring other resolution outside the workflow. Each attempt's repair notes and retest result are saved to the record, so the full repair history is visible in the timeline.

How is the client kept informed throughout the process?

The client receives an email automatically at each key outcome: a pass notice with the next test due date after an initial pass, a fail notice if the device fails, and a repair-and-retest pass notice with the next test due date once a repaired device passes its retest. These emails are sent directly through the workflow, so the client stays informed without staff needing to draft or send messages manually. The client never needs an account to receive these updates.

Who is responsible for each task in this workflow, and is there an approval step?

The plumber is assigned the repair and retest task, which is due in 3 days and must be completed before the workflow continues, since the workflow waits for it. There is no separate approval or sign-off step in this workflow; the routing after each test or retest is determined directly by the Test Result or Retest Result value submitted. Workspace members can be assigned to review records or tasks as needed based on how the workspace organises its team.

Can we customise the fields or steps in this workflow?

Yes, a workflow can be changed by describing the desired change in plain English or by editing its steps directly in the workflow editor. This means fields on the request form, email wording, task due dates, or the number of repair attempts can be adjusted to match a business's own testing procedures. Earlier versions of the workflow are kept, so changes can be made with a record of what was adjusted over time.

How is testing activity tracked over time?

Each backflow test is a record with its own reference number, status, and timeline showing every step that occurred, from submission through to final pass. The table view groups records by status, such as Submitted, Passed, or Failed, and the status chart gives a visual summary of testing activity across the workspace. This makes it easier to see how many devices are pending repair or awaiting retest without checking each record individually.

What data does the workflow record for compliance or audit purposes?

The workflow records the submitted test data, including check valve pressure readings, relief valve opening point, test kit and calibration details, photos, and the pass/fail result, along with repair notes and retest results entered by the plumber. All of this is saved to the record's timeline alongside status changes and notifications sent. Each business should confirm its own regulatory or record-keeping obligations, as the workflow itself does not determine compliance.