Drain defect / root intrusion assessment Workflow

Why should we automate our drain assessment reporting instead of managing it manually?

Manually tracking CCTV inspection reports through review, revision and customer delivery often means emails and spreadsheets that are easy to lose track of. This workflow keeps each inspection as a single record with a status and timeline, so anyone in the workspace can see where a report stands. It also removes the need to manually chase the drainage manager or inspector, since tasks are assigned automatically at each stage.

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

If the Review Decision is set to Changes needed, the record status moves to Revising and the inspector is assigned a task to update the defects found and recommended work based on the manager's comments, due within 1 day. Once the inspector submits the update, the workflow automatically returns to the drainage manager review task so the revised report can be re-reviewed. This loop can repeat until the manager approves the report.

What does the customer receive once the report is approved?

Once the drainage manager approves the report, the status is set to Report Sent and the customer is emailed the overall condition, root intrusion and pipe damage findings, along with the recommended remedial work. Customers do not need an account to receive this — the report is sent directly to the email address captured on the request form.

How does the quote task get triggered, and who handles it?

After the report is emailed, the workflow checks whether repair or relining work was recommended. If it was, the status changes to Quote to Follow and an estimator is assigned a task to prepare a drain repair quote within 3 days. The workflow does not wait for this task to complete, so the quote preparation notes stay on the task itself rather than being saved to the record.

What happens if no repair or relining work is recommended?

When the Repair or Relining Work Recommended field is set to No, the workflow sets the status to Closed and no further tasks are created. This keeps records that need no follow-up work moving out of the active queue quickly, so team attention stays focused on jobs that need a quote.

Can we customise the fields captured on the inspection form or the review steps?

Yes. A workflow can be changed by describing the change in plain English or by editing its steps directly in the workflow editor, and earlier versions are kept if you need to revert. This makes it straightforward to adjust the request form fields, review timeframes, or task assignments as your inspection process evolves.

Who is involved in this workflow, and what are they responsible for?

The inspector submits the initial CCTV inspection details through the request form and updates the report if changes are requested. The drainage manager reviews the report and records a decision and comments, and the estimator picks up the quote preparation task when repair or relining work is recommended. Tasks and approvals are assigned to workspace members, with admins able to oversee the workspace as a whole.

How quickly can we get this workflow running for our drainage business?

This is a ready-to-use template, so a workspace can publish it and start running live inspections within minutes, with no installation or development project required. Once published, submissions through the request form immediately create drain assessment records and start moving through review.

What information is kept on record for each drain assessment?

Each request 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. The drainage manager's review decision and comments, and the inspector's revised defects and recommended work, are saved directly to the record. Businesses should confirm this level of detail meets their own record-keeping obligations.