Commercial refrigeration temperature / performance check Workflow

What happens if the equipment fails both repair attempts?

The workflow routes the job back to the technician for a second repair attempt if the first post-repair check is still out of range, allowing up to two attempts in total. The fault found, repair made, and temperature result are saved to the record after each attempt, so the full history is visible in the record timeline. If it's still out of range after the second attempt, the record reflects that status so the team can decide next steps outside the automated loop.

What happens if the technician doesn't complete the repair task within the 1-day deadline?

The repair task is assigned to the technician with a 1-day due date, and the workflow waits for it before moving forward, so the record stays in the Out of Range status until it's completed. The task remains open and visible on the record's task list until the technician records the fault, repair, and post-repair temperature. This keeps a clear record of any delay between notification and resolution.

Can this handle a check where the result field is left blank or unclear?

The routing step branches on whether the Result is Within range or Out of range, with an otherwise path for any other value. This means a blank or unexpected entry won't be silently treated as a pass — it follows the otherwise branch instead. Teams can customize what happens on that branch in the workflow editor to suit how they want unclear results handled.

Who is notified when equipment is out of range?

The client receives both an email and an SMS warning that the equipment is out of temperature range, with a prompt to check stock under their food safety plan. These notifications go out to the Client Email and Client Mobile captured on the request form. No account is needed by the client to receive them.

What if we want to notify someone other than the client, like an internal manager?

The workflow as built emails and texts the client directly, but the steps can be edited in the workflow editor or changed by describing the change in plain English. This makes it possible to add or adjust who receives notifications at each stage. Earlier versions of the workflow are kept, so changes can be reviewed or reverted if needed.

What gets saved to the record versus staying on the task?

Because the workflow waits for the Technician Repair Task, the Fault Found, Repair Made, and Temperature After Repair values entered on it are saved to the record. The same applies to the original check details submitted on the request form, all of which are captured on the record for use in later routing and reporting. This is why the Route on Post-Repair Result step can check the Temperature After Repair value directly.

Can the temperature check form be customised for different equipment types?

Yes, the request form fields and workflow steps can be adjusted through the workflow editor or by describing the desired change in plain English. Teams commonly adjust fields like Equipment or Set Point to match specific units or sites. Since earlier versions are kept, teams can test changes and roll back if a variation doesn't work as expected.

How does the client know the equipment passed after a repair?

Once the post-repair temperature check comes back within range, the record status is set to Passed and the client is emailed a message confirming the equipment has been repaired and is back within range. This closes out the notification cycle that started with the initial out-of-range alert. The full sequence of statuses is visible in the record's timeline.

What if a check passes on the first attempt with no issues at all?

If the Result submitted on the request form is Within range, the record status is set to Passed immediately and the client is emailed a summary confirming the equipment is within range. No repair task or further routing is triggered in this case. The check is fully documented on the record from a single submission.