Workflow Template
Concrete defect / crack inspection Workflow
Captures a concrete defect/crack inspection, routes the report through manager review (with revision loop), emails the customer once approved, and triggers a repair quote or closes the job depending on the recommendation.
Picture an inspector on site photographing a cracked concrete slab, filling in the crack width and severity, then wondering how that report gets checked and turned into action. This workflow takes that inspection straight into a tracked record, sends it to the concreting manager for review with a revision loop if changes are needed, then emails the customer the findings once approved. Depending on the recommendation, it automatically routes the job to an estimator for a repair quote or closes it out, so nothing sits waiting in someone's inbox.
Business Outcomes
- Faster turnaround from site inspection to customer report
- Fewer reports lost between inspector, manager and estimator
- Clear visibility of every report's status from Report Review to Closed
- Reduced back-and-forth on revisions with a built-in update loop
- More consistent handoff to repair quoting when work is recommended
Workflow Steps
Steps
- 1Create Inspection Recordcreate record
Registers the submitted inspection as an inspection report record.
- 2Set Status: Report Reviewupdate record
Sets the report status to Report Review.
- 3Manager: Review Inspection Reportcreate task
Assigns the concreting manager a task to review the report and record a decision, due in 2 days.
- 4Save Review Decisionupdate record
Persists the manager's review decision and comments to the record.
- 5Route on Review Decision
Routes the workflow based on whether the manager approved the report or requested changes.
review_decision: "Approved"→Set Status: Report Sentreview_decision: "Changes needed"→Set Status: RevisingDefault→End - 6Set Status: Revisingupdate record
Sets the report status to Revising because changes were requested.
- 7Inspector: Update Reportcreate task
Assigns the inspector a task due in 1 day to update the defects found and recommended work based on manager comments.
- 8Save Updated Report Detailsupdate record
Persists the inspector's updated defects found and recommended work to the record.
- 9Resubmit for Manager Reviewrestart from step
Closes this iteration and restarts the workflow from the manager review task with the updated report.
- 10Set Status: Report Sentupdate record
Sets the report status to Report Sent following manager approval.
- 11Email Customer the Reportsend email
Sends the customer the inspection findings including severity, crack details, likely cause, recommended work and whether an engineer assessment is needed.
- 12Route on Repair Recommendation
Routes the workflow based on whether repair work is recommended.
repair_recommended: "Yes"→Set Status: Quote to Followrepair_recommended: "No"→Set Status: ClosedDefault→End - 13Set Status: Quote to Followupdate record
Sets the report status to Quote to Follow since repair work was recommended.
- 14Estimator: Prepare Repair Quotecreate task
Assigns the estimator a task due in 3 days to prepare a concrete repair quote; the workflow does not wait for completion.
- 15Set Status: Closedupdate record
Sets the report status to Closed since no repair work is recommended.
Fields
- Inspector Name*
- Customer Name*
- Customer Email*
- Customer Mobile*
- Site Address*
- Inspection Date*
- +17 more fields
Forms
Concrete Defect & Crack Inspection Form
18 fields
Data Views
Inspection Reports
customer_name, site_address, inspection_date, crack_type +2 more
Dashboard Widgets
Recommended integrations
Setup the following integrations to extend workflow capability.
Send email in the workflow
AWS SES
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FAQs
Do I need any technical setup to start using this workflow?
No, it's ready to use as soon as your workspace publishes it. There's no installation or development project involved, so your team can start submitting inspection reports right away.
Can my team customise the inspection form or the review steps?
Yes, you can describe the change you want in plain English or edit the steps directly in the workflow editor. Earlier versions of the workflow are kept, so you can always see what changed.
Who is involved in reviewing an inspection report?
The concreting manager is assigned a task to review the report and record a decision, with a due date of 2 days. If they request changes, the inspector gets a task to update the defects and recommended work before the report is resubmitted for review.
What happens if the manager asks for changes to the report?
The status changes to Revising and the inspector is given a task, due in 1 day, to update the defects found and recommended work based on the manager's comments. Once submitted, the workflow restarts the manager review with the updated details.
Does the customer need to log in to see their inspection report?
No, customers never need an account. Once the manager approves the report, it's emailed directly to the customer with the severity, crack details, likely cause, recommended work and whether an engineer assessment is needed.
What decides whether a repair quote is triggered?
After the report is sent, the workflow checks the Repair Work Recommended answer from the inspection. If repair work is recommended, the status is set to Quote to Follow and the estimator gets a task, due in 3 days, to prepare a repair quote; if not, the job is set to Closed.
Is this suitable for businesses that inspect other types of structural defects too?
The workflow is built around concrete crack and defect details like crack type, width and displacement, but the steps and form fields can be edited to suit other inspection types. You can adjust the request form, tasks and routing to match your own inspection process.
What information is kept on the record versus just on a task?
Anything the workflow waits for, like the manager's review decision and comments or the inspector's updated report details, is saved on the record itself. The estimator's quote preparation notes stay with that task in the record's task list, since the workflow doesn't wait for it.
Can I see the status of every inspection at a glance?
Yes, each inspection is a record with a reference number, a current status such as Report Review, Revising, Report Sent, Quote to Follow or Closed, and a timeline of what happened. Table views and dashboards let you see records grouped by status across your workspace.
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