Workflow Template
Drainage inspection and sewer service diagram capture Workflow
Captures a plumber's drainage/sewer service diagram inspection, routes it through an office legibility check (with a plumber revision loop if details are missing), then finalises the record — notifying the customer when the diagram is recorded, or routing to an estimator for a repair quote if defects were found.
Drainage and sewer diagrams often come back incomplete, forcing office staff to chase plumbers for missing measurements before a record can be finalised. This workflow captures the inspection through a request form, routes it to the office for a legibility check, loops back to the plumber if details are missing, and then either notifies the customer the diagram is on record or assigns an estimator a repair quote task when defects are found. Office staff, plumbers and estimators each work from their own assigned tasks, with every step logged on the record's timeline.
Business Outcomes
- Reduces back-and-forth on incomplete diagrams by catching missing details before final sign-off
- Speeds up customer notification once a diagram is confirmed complete and legible
- Helps repair quotes reach estimators faster when defects are identified during inspection
- Gives office staff a clear, status-based view of every inspection in progress
- Keeps a timestamped record of diagram revisions and check results for each job
Workflow Steps
Steps
- 1Create Drainage Inspection Recordcreate record
Registers the submitted inspection as a drainage inspection record.
- 2Set Status: Diagram Reviewupdate record
Sets the record status to Diagram Review after intake.
- 3Office: Check Diagram Completenesscreate task
Assigns the office a task to check the diagram is complete and legible, due in 2 days.
- 4Save Office Check Resultupdate record
Persists the office check result and missing details to the record.
- 5Route on Office Check Result
Routes based on whether the diagram was complete or has missing details.
office_check_result: "Complete"→Route on Drainage Conditionoffice_check_result: "Details missing"→Set Status: RevisingDefault→Route on Drainage Condition - 6Set Status: Revisingupdate record
Sets the record status to Revising because details are missing from the diagram.
- 7Plumber: Update Diagram and Measurementscreate task
Assigns the plumber a task due in 2 days to update the diagram and measurements based on the missing details noted.
- 8Save Revised Diagram to Recordupdate record
Saves the plumber's revised diagram and notes to the record before returning to the office check.
- 9Return to Office Checkrestart from step
Restarts the workflow from the office check step so the revised diagram can be reviewed again.
- 10Route on Drainage Condition
Routes based on whether the drainage condition is Good or Defects found.
drainage_condition: "Good"→Set Status: Diagram Recordeddrainage_condition: "Defects found"→Set Status: Repairs RecommendedDefault→Set Status: Diagram Recorded - 11Set Status: Diagram Recordedupdate record
Sets the record status to Diagram Recorded once the diagram is confirmed complete and condition is good.
- 12Email Customer: Diagram on Recordsend email
Emails the customer confirming the drainage diagram is on record with a summary of lines, depths and inspection openings.
- 13Set Status: Repairs Recommendedupdate record
Sets the record status to Repairs Recommended because defects were found during inspection.
- 14Estimator: Prepare Drainage Repair Quotecreate task
Assigns the estimator a task due in 3 days to prepare a drainage repair quote, without waiting for completion.
Fields
- Plumber Name*
- Customer Name*
- Customer Email*
- Site Address*
- Job Reference*
- Reason for Diagram*
- +13 more fields
Forms
Drainage Inspection & Diagram Capture
16 fields
Data Views
Drainage Diagrams
customer_name, site_address, reason, drainage_condition +1 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
How do I get this workflow running for my drainage inspection process?
Publish the template in your workspace and it's ready to use straight away, no setup project required. The request form, office check task, plumber revision loop, and estimator step are already built in, so you just start submitting inspections through the form.
What happens if the office finds the diagram is missing details?
The record status changes to Revising and the plumber is assigned a task, due in 2 days, to update the diagram and measurements based on the missing details noted. Once the plumber submits the revised diagram and notes, the workflow returns automatically to the office check step for review.
Who is involved in this workflow and what do they each do?
The office checks diagram completeness and legibility, the plumber submits the original inspection and any revisions, and the estimator prepares a repair quote when defects are found. Each is assigned a task in the workspace, with due dates of 2 days for the office and plumber steps and 3 days for the estimator task.
What decides whether the customer gets notified or the job goes to an estimator?
Once the diagram is confirmed complete, the workflow checks the Drainage Condition field. If it's Good, the status becomes Diagram Recorded and the customer is emailed a summary of lines, depths and inspection openings; if it's Defects found, the status becomes Repairs Recommended and an estimator is assigned a quote task.
Can I customise the fields on the request form or the task details?
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 review changes over time.
Does the customer need an account to see updates on their inspection?
No account is needed. Customers take part through the public request form and through forms emailed to them, such as the confirmation email once the diagram is recorded.
What gets saved to the record versus staying on a task?
Anything entered on a task the workflow waits for, like the office's Check Result and Missing Details or the plumber's Revised Diagram Sketch, is saved on the record. The estimator's Quote Preparation Notes stay with that task in the record's task list because the workflow doesn't wait for it to complete.
How many revision loops can happen before a diagram is finalised?
The workflow returns to the office check step each time the plumber submits a revision, so it can loop as many times as needed until the office marks the diagram Complete. Every check result and revision is recorded on the record's timeline, so you can see the full history.
Can I track how many inspections are stuck in revision or awaiting a quote?
Yes, table views and dashboards show records grouped by status, including Revising, Diagram Recorded and Repairs Recommended. This makes it easy to spot inspections that need attention without digging through individual records.
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