Deck inspection and maintenance report Workflow

What happens if the carpentry manager requests changes to the report?

The record status updates to Revising and the inspector receives a task showing the manager's comments alongside the original defects and recommended work. The inspector updates the defects found and recommended work fields, and those updates save to the record. The revised report then returns to the manager for another review, and this loop can repeat as many times as needed before approval.

What happens if the manager doesn't approve or request changes, but selects something else?

The routing step includes an otherwise path for any decision outside Approved or Changes needed, so the record won't silently stall. You can edit the workflow to define what that otherwise path should do, such as notifying someone or holding the record at a specific status.

Can this handle a report with no repair work recommended?

Yes. After the approved report is emailed to the customer, the workflow checks the Repair or Maintenance Work Recommended field. If it's No, the record status is set to Closed directly, skipping the estimator task entirely.

What if repair work is recommended but the estimator doesn't finish the quote task right away?

The Estimator Prepares Repair Quote step doesn't wait for completion, so the record status moves to Quote to Follow immediately and doesn't block on the estimator's task. Whatever notes the estimator enters, like Quote Preparation Notes, stay attached to that task and appear in the record's task list.

Who is involved in this workflow, and what do they each do?

An inspector submits the initial inspection through the request form and updates the report if changes are requested. A carpentry manager reviews the report and records a Decision with Comments. An estimator is assigned a task to prepare a repair quote when work is recommended, and the customer receives the final approved report by email.

What does the customer actually receive, and do they need an account?

The customer receives an email containing the deck inspection report, including the safety rating, condition of each part, defects found and recommended repairs. They take part entirely through the emailed report and never need to create an account.

Can we customise the fields captured on the inspection form?

Yes. The request form and workflow steps can be adjusted by describing the change in plain English or by editing steps directly in the workflow editor. Earlier versions of the workflow are kept, so changes can be reviewed or rolled back.

What if we want to notify the customer by SMS instead of or alongside email?

SMS is built into the platform, so a task or message step could be added to send an SMS update to the customer's mobile number in addition to the emailed report. This would need to be added as a step in the workflow editor.

How do we track where a specific inspection is in the process?

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 showing what happened at each step. Table views and dashboards let staff see records grouped by status across the whole workspace.

Does this workflow keep a record of who approved the report and what was decided?

The manager's Decision and Comments are saved to the record, and every status change is captured in the record's timeline along with workspace activity logs. Each business should confirm this level of record-keeping meets its own compliance or audit requirements.