Brick cleaning / final finish inspection Workflow

Why should we use a workflow instead of tracking brick cleaning inspections manually?

Manual tracking of inspection checklists, rectification requests and re-inspections in spreadsheets or email threads is easy to lose track of, especially across multiple sites. This workflow captures every check on a structured form, automatically routes failed jobs into a rectification task, and keeps a timeline of what happened on each record. It reduces the administrative effort of chasing rectification work and communicating outcomes to builders or clients.

What is the return on investment of automating the rectification and re-inspection loop?

The workflow assigns rectification tasks with a 2-day deadline and re-inspection tasks with a 1-day deadline, which helps keep failed jobs moving instead of stalling in someone's inbox. Because the loop can run for up to two rectification attempts automatically, staff spend less time manually reassigning work or following up on status. This can reduce the time between a failed inspection and a final pass, which supports faster project handover.

How does this compare to handling inspections and notifications by email alone?

Handling this by email alone means pass/fail results, photos and rectification notes are scattered across separate messages with no single reference point. This workflow saves the inspector's checklist answers, rectification details and re-inspection results directly on the record, and every inspection gets a reference number and status that can be tracked on a dashboard. Builders and clients still receive familiar emails, but the underlying data stays organised in one place.

Who is involved in this workflow and what tasks are they assigned?

An inspector submits the initial inspection through the request form, and the brick cleaner is assigned a rectification task if the job fails, with a 2-day deadline to fix the issues and record the work done. The inspector is then assigned a re-inspection task, due in 1 day, to check the rectified work and record the result. Workspace members are assigned these tasks, and the record's timeline reflects each step as it happens.

What happens if the overall inspection result is a fail?

If the overall result is Fail, the workflow sets the record status to Rectification and assigns the brick cleaner a task to fix the failed checks and record what was done, along with photos. Once that task is completed, the inspector is assigned a re-inspection task to check the work and record a new result. This keeps the job in a defined cycle rather than requiring someone to manually notice the failure and follow up.

What happens at the re-inspection decision point?

After the inspector records the re-inspection result, the workflow routes based on whether that result is Pass or Fail. A pass sets the record status to Passed and sends the builder or client an email confirming the brick cleaning was rectified and passed. A fail sends the job back to the brick cleaner for another rectification attempt, up to two times, keeping the same record and reference number throughout.

Can the checklist or workflow steps be customised for our own standards?

Yes, the request form and checklist items, such as the pass/fail checks for mortar smears, efflorescence, weep holes and site clean-up, can be adjusted to match a company's own inspection standards. Changes to the workflow can be made by describing the change in plain English or by editing the steps directly in the workflow editor, and earlier versions are kept. This makes it possible to adapt the process over time without starting from scratch.

Do builders or clients need an account to receive notifications or respond?

No, builders and clients are notified by email as part of the workflow and do not need to create or log into an account. They receive emails such as the pass notification or the rectified pass notification directly, and any further input from them would come through a form emailed to them if the workflow is extended to request it. This keeps the process simple for people outside the workspace.

What information is kept on record for each inspection?

Each inspection is created as a record with its own reference number, and its status moves through stages such as Submitted, Rectification and Passed as the workflow progresses. The inspector's original checklist answers and photos, the rectification details and photos, and the re-inspection result and notes are all saved to the record. Businesses should confirm their own recordkeeping obligations, but the record's timeline provides a clear account of what was checked and when.