Ducted air conditioning inspection Workflow

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

The record moves to a Revising status and the inspector is assigned a task to update the defects found and recommended work based on the reviewer's comments. Once the inspector submits those updates, the record automatically returns to the service manager for another review cycle, and this loop can repeat as many times as needed until the report is approved.

Can this handle inspections where no repair or upgrade work is recommended?

Yes. After the approved report is emailed to the customer, the workflow checks the Repair or Upgrade Work Recommended field, and if the answer is No, the record is set to Closed directly with no quoting task created. If the field is left blank or set to something else, the record still routes through this decision point rather than getting stuck.

What if we have multiple estimators handling quotes?

The Prepare Repair Quote task can be assigned to whichever team member is set up to receive estimator tasks in the workspace. Since the workflow does not wait for this task to finish, the record still progresses to Quote to Follow status while the estimator works on the Quote Amount and Quote Notes at their own pace.

Who is involved in reviewing and approving the inspection report?

The inspector submits the original report through the request form, the service manager reviews it and records a Review Decision with Comments, and the inspector is looped back in if changes are needed. An estimator only becomes involved afterward, and only if repair or upgrade work is recommended.

Can we customise the fields captured on the inspection form?

Yes, the request form fields such as Ductwork Condition, Zone Dampers Condition or Supply Air Temperatures per Zone can be adjusted to match your inspection checklist by describing the change in plain English or editing the steps directly in the workflow editor. Earlier versions of the workflow are kept, so changes can be reviewed or reverted if needed.

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

The customer receives an email containing the approved report, including overall and component conditions, defects found and recommended work, once the service manager has signed off. They take part entirely through the emailed form and public request form, without ever needing to create an account.

What if the service manager's decision is neither Approved nor Changes needed?

The routing step has an otherwise path for any value outside Approved or Changes needed, so the record won't stall indefinitely on an unexpected entry. It's worth checking how that path is configured for your workspace so it directs the record to the outcome your team expects.

How is the history of revisions and decisions tracked?

Each inspection is a single record with a reference number, a status, and a timeline that logs what happened at each step, including the Review Decision, Comments, and every revised Defects Found and Recommended Work entry. Table views and dashboards can show these records grouped by their current status, such as Report Review, Revising or Closed.

Does this workflow help meet regulatory record-keeping requirements for AC inspections?

The workflow records the review decision, comments, revision history and final report status on each record's timeline, which can support your documentation practices. Each business should confirm its own compliance obligations, as the workflow itself does not certify or guarantee regulatory compliance.