Workflow Template
Before-and-after photo job record Workflow
Captures before/after job photos with technician, customer and site details, routes photos through supervisor review (with retake loop), notifies the customer of any pre-existing damage, and collects marketing consent before finalising the record status.
Picture a technician finishing a job and snapping before/after photos on their phone, while a supervisor still needs to check the quality and the office needs a record of any pre-existing damage. This workflow captures the job and photo details on a request form, routes photos through supervisor review with a built-in retake loop if anything's missing, alerts customers automatically when damage was noted beforehand, and emails customers a short form to confirm whether their photos can be used in marketing. The result is a single record with a clear status at every stage, so no one has to remember to chase a retake, a damage notice or a consent reply.
Business Outcomes
- Helps reduce missed or low-quality job photos through a structured supervisor check and retake loop
- Supports faster, more consistent customer communication about pre-existing damage
- Makes it easier to collect and track marketing consent without extra admin follow-up
- Gives every job a clear, trackable status from submission through to final record
- Reduces reliance on email threads or spreadsheets to manage photo approvals
Workflow Steps
Steps
- 1Create Photo Recordcreate record
Registers the submitted job photo details as a new photo record.
- 2Set Status to Submittedupdate record
Sets the photo record status to Submitted upon creation.
- 3Route on Existing Damage
Checks whether existing damage was reported before work started.
existing_damage: "Yes"→Email Customer About Existing DamageDefault→Supervisor Checks Photos - 4Email Customer About Existing Damagesend email
Notifies the customer of the existing damage noted before work started.
- 5Supervisor Checks Photoscreate task
Assigns the supervisor a task to check the before/after photos and record the result.
- 6Save Photo Check Resultupdate record
Persists the supervisor's photo check result and comments to the record.
- 7Route on Photo Check Result
Routes the record based on whether the supervisor approved the photos or requested a retake.
photo_check_result: "Approved"→Set Status to Awaiting Consentphoto_check_result: "Retake needed"→Set Status to Retake NeededDefault→End - 8Set Status to Retake Neededupdate record
Updates the photo record status to Retake Needed.
- 9Technician Adds Missing Photoscreate task
Assigns the technician a task to add the missing photos based on the supervisor's comments.
- 10Save Retake Confirmationupdate record
Persists confirmation that the missing photos have been added to the record.
- 11Return to Supervisor for Re-checkrestart from step
Restarts the workflow from the supervisor photo check so the updated photos can be reviewed again.
- 12Set Status to Awaiting Consentupdate record
Updates the photo record status to Awaiting Consent once photos are approved.
- 13Request Marketing Consent from Customerrequest external input
Emails the customer a form asking whether the before/after photos may be used in marketing and waits for their reply.
- 14Save Marketing Consentupdate record
Persists the customer's marketing consent response to the record.
- 15Route on Marketing Consent
Routes the final record status based on the customer's marketing consent response.
marketing_consent: "Yes"→Set Status to Approved for Marketingmarketing_consent: "No"→Set Status to Record OnlyDefault→Set Status to Record Only - 16Set Status to Approved for Marketingupdate record
Updates the photo record status to Approved for Marketing since the customer consented.
- 17Set Status to Record Onlyupdate record
Updates the photo record status to Record Only since the customer declined marketing use.
Fields
- Technician Name*
- Customer Name*
- Customer Email*
- Site Address*
- Job Reference*
- Job Type*
- +11 more fields
Forms
Before & After Job Photo Record
12 fields
Data Views
Job Photo Records
customer_name, site_address, job_reference, job_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 any technical setup to start using this workflow?
No, the template is ready to use as soon as your workspace publishes it. There's no installation or development project involved, so your team can start submitting job photo records straight away.
Can my team customise the form fields or 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.
Who is involved in reviewing the photos?
A supervisor is assigned a task to check the before/after photos and record whether they're approved or need a retake. If a retake is needed, the technician gets a task to add the missing photos, and the record returns to the supervisor for a second check.
What happens if existing damage is reported before the job starts?
If the technician marks that existing damage was found before work started, the workflow automatically emails the customer to notify them of the damage noted. This happens right after the record is created, before the photo review stage.
How does the retake loop work if photos aren't good enough?
When the supervisor marks the photo check result as 'Retake needed', the record status updates and the technician is given a task to add the missing photos based on the supervisor's comments. Once the technician confirms the photos are added, the record goes back to the supervisor for another check, and this can repeat until the photos are approved.
Do customers need to create an account to respond?
No, customers take part through forms emailed to them, such as the marketing consent request, without ever needing an account. They simply reply to the form to confirm whether their before/after photos can be used in marketing.
What determines the final status of a photo record?
Once photos are approved, the record status changes to Awaiting Consent while the customer's marketing consent response is collected. Depending on whether the customer says yes or no, the record is finalised as either Approved for Marketing or Record Only.
Is this workflow suitable for teams handling multiple jobs a day?
Yes, each job becomes its own record with a reference number, status and timeline, so table views and dashboards can show all records by their current stage. This makes it easier to see at a glance which jobs are awaiting review, retakes or consent.
Where are the supervisor's comments and consent answers stored?
Because the workflow waits for the supervisor's photo check and the technician's retake confirmation, those answers are saved directly on the record. The customer's marketing consent reply, collected through the emailed form, is also saved to the record for reference.
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