Boundary / fence line confirmation checklist Workflow

What does this workflow record at each stage of the fence line process?

The workflow records the original checklist details submitted on the request form, the fence line status as it moves through Checking, Survey Needed, Awaiting Neighbour, Line Confirmed or Not Agreed, and the neighbour's response to the confirmation form including their agreement decision and comments. Any notes entered on the office task to arrange a surveyor stay with that task on the record's task list rather than on the record itself. Every status change and message sent is reflected in the record's timeline, giving a clear history of what happened and when.

Who is involved in confirming a fence line under this workflow?

The fencer submits the initial checklist via the public request form, and office staff are assigned the task of arranging a surveyor when boundary evidence is missing. The customer receives email updates at key points, such as when a survey is needed or the outcome is confirmed, while the neighbour receives an emailed confirmation form asking them to agree or disagree with the proposed fence line. Workspace members can view record status and progress at any time through the workspace's table views and dashboards.

How do we change what happens when boundary evidence is missing?

The routing step that checks for boundary evidence can be adjusted by describing the desired change in plain English or editing the step directly in the workflow editor. This could include changing the wording of the customer notification or adjusting the office task's timeframe for arranging a surveyor. Earlier versions of the workflow are retained, so changes can be reviewed or reverted if needed.

What happens if the neighbour disagrees with the proposed fence line?

If the neighbour selects Disagree on the confirmation form, the record's status is set to Not Agreed and the customer is emailed with a notification that includes the neighbour's comments. This gives the customer visibility into the specific reasons for disagreement as recorded by the neighbour. The record's timeline reflects this outcome, supporting a clear audit trail of the decision.

How is the neighbour's agreement captured and used?

The neighbour is emailed a form asking whether they agree with the proposed fence line and inviting comments, and the workflow waits for their reply before progressing. Because the workflow waits for this task, the neighbour's decision and comments are saved directly on the record. This decision then determines whether the record moves to Line Confirmed or Not Agreed.

Can the confirmation form sent to the neighbour be customised?

Yes, the questions and content of the neighbour confirmation form can be adjusted by editing the relevant step in the workflow editor or describing the change in plain English. This allows a workspace to tailor the proposed fence line description, cost share details or specification language to its own requirements. Changes are versioned, so prior configurations remain accessible.

What is recorded when a survey is needed before proceeding?

When boundary evidence is marked as requiring a survey, the record's status is set to Survey Needed and the customer is emailed to explain that a survey is required before building can proceed. An office task is created to help arrange a surveyor within a defined timeframe, and since this task is fire-and-forget, any surveyor arrangement notes entered stay attached to that task on the record rather than on the record fields. This keeps a clear reference point for what action was taken and by when.

Who can see the status and history of a fence line record?

Workspace admins and members assigned to tasks can view the record's current status and its full timeline of events, including status changes and notifications sent. Table views and dashboards allow staff to see fence line records grouped by status, such as Checking, Awaiting Neighbour or Line Confirmed. Customers and neighbours are not required to hold an account, as they interact through the public request form and emailed forms only.

For record-keeping and compliance purposes, what should a business rely on?

The workflow records statuses, form responses, staff-entered notes and a timeline of actions taken on each fence line record, which can support a business's own recordkeeping practices. Each business should confirm its own legal and regulatory obligations regarding boundary confirmations and fencing works, as this workflow does not itself determine or certify compliance. The record's timeline and status history are available as a factual reference for whatever internal or external review is required.