Workflow Template
Balcony waterproofing assessment Workflow
Captures a balcony waterproofing inspection, routes the report through manager review (with revision loop back to the inspector), emails the approved report to the customer, and triggers a quote task when repairs are recommended.
An inspector finishes a balcony waterproofing check and the report needs a second set of eyes before it goes anywhere near a customer's inbox. This workflow captures the inspection details, sends the report to a waterproofing manager for review, and loops it back to the inspector automatically if changes are needed—no chasing people down for updates. Once approved, the report is emailed straight to the customer, and if repairs are recommended, an estimator gets a task to prepare a quote, all while the record's status keeps everyone up to date on where things stand.
Business Outcomes
- Fewer reports reaching customers without a manager's review
- Clear revision loop that keeps inspectors and managers aligned without back-and-forth emails
- Faster handoff from approved report to customer email
- Quote preparation kicked off automatically when repairs are recommended
- Full visibility into where each assessment sits, from intake to closed
Workflow Steps
Steps
- 1Create Assessment Recordcreate record
Creates the balcony assessment record from the submitted inspection form.
- 2Set Status to Report Reviewupdate record
Updates the record status to Report Review after intake.
- 3Manager Reviews Reportcreate task
Assigns the waterproofing manager a task to review the report and record a decision, due in 2 days.
- 4Save Review Decisionupdate record
Persists the manager's review decision and comments to the record.
- 5Route on Review Decision
Branches based on whether the manager approved the report or requested changes.
review_decision: "Approved"→Set Status to Report Sentreview_decision: "Changes needed"→Set Status to RevisingDefault→End - 6Set Status to Revisingupdate record
Updates the record status to Revising when the manager requests changes.
- 7Inspector Updates Reportcreate task
Assigns the inspector a task to update the defects found and recommended work based on manager comments, due in 1 day.
- 8Save Revised Reportupdate record
Saves the inspector's updated defects and recommended work to the record.
- 9Send Back for Reviewrestart from step
Restarts the workflow from the manager review task so the revised report can be re-reviewed.
- 10Set Status to Report Sentupdate record
Updates the record status to Report Sent once the manager approves the report.
- 11Email Report to Customersend email
Sends the approved inspection findings to the customer by email.
- 12Route on Repairs Recommendation
Branches based on whether waterproofing repairs were recommended in the report.
repairs_recommended: "Yes"→Set Status to Quote to Followrepairs_recommended: "No"→Set Status to ClosedDefault→Set Status to Closed - 13Set Status to Quote to Followupdate record
Updates the record status to Quote to Follow when repairs are recommended.
- 14Estimator Prepares Quotecreate task
Assigns the estimator a task to prepare a balcony waterproofing quote, due in 3 days, without waiting for completion.
- 15Set Status to Closedupdate record
Updates the record status to Closed when no repairs are recommended.
Fields
- Inspector Name*
- Customer Name*
- Customer Email*
- Customer Mobile*
- Site Address*
- Inspection Date*
- +16 more fields
Forms
Balcony Waterproofing Inspection Report
19 fields
Data Views
Balcony Assessments
customer_name, site_address, inspection_date, balcony_type +2 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
Do I need to set this up for every new balcony job manually?
No—once the workflow template is published in your workspace, it's ready to run straight away. Each new inspection request creates its own record with a reference number, so you can start using it for live jobs immediately without any setup project.
Can my team customise the inspection questions or add extra steps?
Yes, you can 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 always see what changed and when.
Who is responsible for reviewing the report before it goes to the customer?
The waterproofing manager is assigned a task to review the report and record a decision, with a 2-day due date. The workflow waits for this task to be completed, and the manager's decision and comments are saved on the record.
What happens if the manager asks for changes to the report?
The record status updates to Revising and the inspector gets a task to update the defects found and recommended work based on the manager's comments, due in 1 day. Once the inspector saves their updates, the workflow sends the report back to the manager for another review, so the revision loop keeps going until it's approved.
Is this suitable for teams where the inspector and estimator are different people?
Yes, tasks are assigned to specific team members at each step—the manager reviews, the inspector revises, and the estimator prepares the quote. Each person only sees the task assigned to them, and the record's timeline keeps a history of who did what.
Does the customer need to log in or create an account to get their report?
No, customers don't need an account at any point. Once the report is approved, it's emailed directly to the customer's email address as captured on the intake form.
What decides whether a quote task gets created?
The workflow checks the Waterproofing Repairs Recommended field from the inspection. If it's marked Yes, the status updates to Quote to Follow and the estimator gets a task to prepare a quote, due in 3 days. If it's No, the status moves straight to Closed instead.
Does the workflow wait for the quote to be prepared before finishing?
No, the estimator's quote task doesn't hold up the rest of the workflow. The quote preparation notes the estimator enters stay with that task and show up in the record's task list, rather than being saved as fields on the record itself.
How do we track where a balcony assessment is up to?
Each record moves through statuses like Report Review, Revising, Report Sent, Quote to Follow, or Closed, so table views and dashboards show exactly where things stand. The record's timeline also logs each step along the way, which is useful if you need to check your own record-keeping practices meet your obligations.
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