Coating system / product record Workflow

What does this workflow record for each painting job?

Each coating record captures the details submitted on the request form, including the coating system, product names and colours, batch numbers, number of coats, and application conditions such as weather, temperature and humidity. It also records the supervisor's check result and any missing details noted, along with any updates the painter makes during a correction loop. The record's timeline reflects each status change, from Submitted through to Recorded, and the workspace activity log tracks these events.

Who is involved in checking and finalising the coating record?

A supervisor is assigned a task to check the submitted record for completeness, with a due date of two days. If details are missing, the painter is assigned a task to update the affected product names, batch numbers and coat counts. The updated record then returns to the supervisor for re-checking before it is finalised and emailed to the customer.

What happens if the supervisor finds the record incomplete?

When the supervisor's check result is Details Missing, the record status updates to Details Missing and a task is assigned to the painter to fill in the noted gaps. Once the painter submits their updates, the workflow restarts the supervisor check step so the revised record can be re-reviewed. This loop continues until the supervisor confirms the record is complete.

How is the customer kept informed once the record is finalised?

Once the supervisor confirms the record is complete, the status updates to Recorded and the workflow emails the customer the finalised coating record. This gives the customer a reference for touch-ups and warranty purposes without requiring them to create an account, since customers interact through emailed forms and public request forms.

How do we change what information is collected on the request form?

The request form fields, along with each step in the workflow, can be adjusted by describing the desired change in plain English or by editing the steps directly in the workflow editor. Earlier versions of the workflow are kept, so changes can be reviewed against prior configurations. This makes it straightforward to add or adjust fields such as additional product details without starting a new build.

Can the supervisor or painter task deadlines be adjusted?

Yes, the due dates assigned to the supervisor's completeness check and the painter's correction task can be changed by editing the relevant step in the workflow editor or by describing the update in plain English. This allows a workspace to tighten or extend turnaround expectations as job volumes or staffing change.

Where do the supervisor's check results and painter's corrections get stored?

Because the workflow waits for both the supervisor's check task and the painter's correction task, the values entered on each are saved directly to the coating record. This includes the Check Result, any Missing Details noted by the supervisor, and the Updated Product Names, Batch Numbers and Number of Coats entered by the painter. These saved values remain part of the record's history alongside the status timeline.

Who can see the status of a coating record as it moves through the process?

Workspace members with tasks or approvals assigned to them, such as the supervisor and painter, see their tasks and the record status directly. Table views and dashboards in the workspace show records by status, such as Submitted, Details Missing or Recorded, giving broader visibility into where each job stands.