Herbicide and Pesticide Record Workflow

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

The record captures all details submitted on the application form, including product name, active ingredient, batch number, application rate, quantity used, area treated and re-entry period. The supervisor's check result and notes are saved to the record, and any corrected product, rate and quantity details from the applicator are also saved. The record's status and timeline track progress from Submitted through Correcting to Recorded, so each business can review this history against its own compliance obligations.

Who is involved in checking and correcting an application record?

An applicator submits the initial application details through the request form. A supervisor is then assigned a task to check the record for completeness and correctness within 3 days. If corrections are needed, the applicator is assigned a follow-up task to update the relevant details, after which the record returns to the supervisor for another check.

What happens if the supervisor finds the application record needs correction?

The record status changes to Correcting and the applicator is assigned a task, due in 2 days, to update product name, active ingredient, application rate and quantity used based on the supervisor's notes. Once the applicator submits these corrected details, the workflow returns to the supervisor check step so the updated record can be reviewed again. This loop can repeat until the supervisor confirms the record is complete and correct.

How do we change what the request form or applicator tasks capture?

Workflow steps can be adjusted by describing the change in plain English or by editing the steps directly in the workflow editor. This includes adding, removing or amending fields on the request form, the supervisor check task or the applicator correction task. Earlier versions of the workflow are kept, so past configurations remain available for reference.

What does the client receive once the application record is finalised?

Once the supervisor confirms the record is complete and correct and the status is set to Recorded, the client is emailed a summary of the finalised application. This summary includes details such as product name, active ingredient, area treated and re-entry period. Clients receive this by email without needing to create an account.

How is progress on an application record tracked and shared internally?

Each application is a record with a reference number, a status and a timeline showing what has happened, including status changes such as Submitted, Correcting and Recorded. Table views and dashboards display records grouped by status, making it straightforward to see which applications are pending supervisor checks or corrections. Workspace activity related to the record is also logged.

Can the correction loop between supervisor and applicator be repeated more than once?

Yes, the workflow is designed so that after the applicator submits corrected details, it returns to the supervisor check task rather than proceeding straight to finalisation. This means the check-and-correct cycle can repeat as many times as needed until the supervisor confirms the record is complete and correct. Each cycle updates the record's status and timeline accordingly.

Who assigns and completes the tasks in this workflow?

Tasks are assigned to workspace members: the supervisor check task goes to a designated supervisor, and the correction task goes to the applicator who submitted the original record. Both are workspace users with admin or member roles, and each task appears in the record's task list along with its due date and outcome.