CCTV drain inspection report Workflow

Why should we automate CCTV drain inspection reporting instead of handling it manually?

Manually tracking inspection reports through review, revisions, and customer delivery relies on emails and spreadsheets that are easy to lose track of. This workflow captures each inspection as a record with a status and timeline, so the drainage manager's review, any revisions, and the final customer email all happen in a consistent sequence. It also automatically creates the repair quote task when needed, removing a manual handoff step.

What is the ROI of using this workflow over ad hoc email and paper-based processes?

The workflow reduces the administrative time spent chasing report approvals and re-sending corrected versions, since the revision loop and status updates happen automatically. Reports move to customers and estimators as soon as decisions are recorded, cutting delays that come from manual follow-up. Because the platform template is ready to use immediately, there's no development project needed to get these efficiencies.

How does the drainage manager review step work?

Once a report is submitted, its status is set to Report Review and the drainage manager is assigned a task, due in 2 days, to review the report and record a Review Decision along with Comments. The workflow waits for this task to complete before proceeding, and the decision and comments are saved to the record. Based on the decision, the report is either routed to the customer email step or back to the inspector for revisions.

What happens if the drainage manager requests changes?

If the Review Decision is 'Changes needed', the report status is set to Revising and the inspector is assigned a task, due in 1 day, showing the manager's comments so they can update the defects found and recommended work. Once the inspector submits the updated details, they are saved to the record and the workflow sends the report back for another round of manager review. This creates a bounded revision loop that continues until the manager approves the report.

What does the customer receive once a report is approved?

Once the drainage manager approves the report, its status is set to Report Sent and an email is sent to the customer containing the overall condition, defects with their locations, and the recommended work. The customer receives this by email without needing to log in or create an account. This gives customers a clear, documented outcome of the inspection directly from the business.

How does the workflow handle repair quotes?

After the customer report is sent, the workflow checks the 'Is repair work recommended?' field from the original submission. If repair work is recommended, the status is set to Quote to Follow and an estimator is assigned a task, due in 3 days, to prepare a drain repair quote; this task doesn't hold up the workflow, so the report can still show as sent while the quote is prepared. The Quote Reference entered on that task is kept with the task itself in the record's task list. If no repair work is recommended, the report status is simply set to Closed.

Can we customise the workflow to match our own inspection process?

Yes, the workflow can be adjusted by describing the change in plain English or by editing the steps directly in the workflow editor, and earlier versions are kept so changes can be reviewed. This means task deadlines, form fields, or routing conditions can be tailored to your business without a development project. Because the template is ready to use, a workspace can start running the live process while refining details over time.

Who is involved in running this workflow day to day?

The workflow involves the inspector who submits the initial report and updates it if changes are needed, the drainage manager who reviews and approves reports, and the estimator who prepares repair quotes when work is recommended. Customers take part only through the emailed report, without needing an account. Tasks and the review decision are assigned to specific team members within the workspace, who are set up as admins or members.

How can we track the status of inspection reports across our team?

Each submitted inspection becomes a record with a reference number, a status such as Report Review, Revising, Report Sent, Quote to Follow, or Closed, and a timeline of what happened. Table views and dashboards show records grouped by status, making it straightforward to see which reports are awaiting manager review, in revision, or closed out. Workspace activity is also logged, giving a record of actions taken throughout the process.