Workflow Template
Electrical Preventive Maintenance Workflow
Captures a technician's PM inspection of commercial/industrial electrical assets, routes follow-up work based on defect priority (none/minor/urgent), manages quoting and client approval for minor defects, tracks urgent repairs, and keeps clients informed at each stage until the record reaches a final status.
Electrical PM inspections often stall after the technician leaves the site — defects get noted but follow-up quoting, approvals and urgent repairs fall through the cracks. This workflow captures the inspection, routes it based on defect priority, manages quoting and client approval for minor defects, and tracks urgent repairs through to completion. Technicians, office staff and clients each get the tasks, quotes and updates they need, run by whoever manages the workspace.
Business Outcomes
- Helps reduce missed follow-up on urgent electrical defects
- Speeds up quote turnaround for minor repairs
- Keeps clients informed automatically at each stage without manual chasing
- Makes repair history and inspection status visible in one record
- Supports faster approval cycles with built-in client quote requests
Workflow Steps
Steps
- 1Create Inspection Recordcreate record
Registers the submitted inspection as a record.
- 2Set Status: Submittedupdate record
Marks the inspection record as Submitted.
- 3Route on Priority
Branches the workflow based on the priority selected on the inspection.
priority: "No defects"→Set Status: Completepriority: "Urgent defects"→Set Status: Urgent Repairpriority: "Minor defects"→Office: Price Minor RepairsDefault→End - 4Set Status: Completeupdate record
Marks the inspection as Complete since no defects were found.
- 5Email Client: Inspection Summarysend email
Sends the client the inspection summary and next inspection due date.
- 6Set Status: Urgent Repairupdate record
Marks the inspection as Urgent Repair.
- 7Email Client: Urgent Defects Noticesend email
Notifies the client of urgent defects and the 1-day repair commitment.
- 8Technician: Perform Urgent Repairscreate task
Assigns the technician a task due in 1 day to complete and record urgent repairs.
- 9Save Urgent Repair Detailsupdate record
Persists the urgent repair notes and photos to the inspection record.
- 10Email Client: Urgent Repairs Completesend email
Sends the client the repairs made and the next inspection due date.
- 11Office: Price Minor Repairscreate task
Assigns the office a task due in 3 days to price the minor repairs and record the quote amount.
- 12Save Quote Amountupdate record
Persists the quote amount to the inspection record and sets status to Quote Sent.
- 13Request Client Approval of Quoterequest external input
Emails the client the defects and quote amount and requests approval or decline with comments.
- 14Route on Client Quote Decision
Branches based on whether the client approved or declined the repair quote.
quote_decision: "Approve"→Technician: Perform Minor Repairsquote_decision: "Decline"→Set Status: Repairs DeclinedDefault→End - 15Technician: Perform Minor Repairscreate task
Assigns the technician a task with no due date to complete and record the approved minor repairs.
- 16Save Minor Repair Detailsupdate record
Persists the minor repair notes and photos to the inspection record and sets status to Complete.
- 17Email Client: Minor Repairs Completesend email
Sends the client the repairs made.
- 18Set Status: Repairs Declinedupdate record
Marks the inspection as Repairs Declined since the client declined the quote.
- 19Email Client: Defects Remain Notedsend email
Notifies the client the defects remain and are noted for the next inspection.
Fields
Show all 19 fieldsShow fewer fields
FormElectrical PM Inspection Report
- Technician Name*· Text
- Client Name*· Text
- Client Email*· Email
- Site Address*· Text
- Assets Inspected*· Checkboxes
- Tasks Done*· Checkboxes
- Thermal Scan Results· Long text
- Defects Found· Long text
- Inspection Photos· File upload
- Next Inspection Due Date*· Date
- Priority*· Choice
TaskTechnician: Perform Urgent Repairs
- Urgent Repairs Made*· Long text
- Urgent Repair Photos· File upload
TaskOffice: Price Minor Repairs
- Quote Amount*· Number
TaskTechnician: Perform Minor Repairs
- Minor Repairs Made*· Long text
- Minor Repair Photos· File upload
Other fields
- Inspection Status· Choice
- Approve or Decline Quote*· Choice
- Comments· Long text
- Technician Name*
- Client Name*
- Client Email*
- Site Address*
- Assets Inspected*
- Tasks Done*
Forms
Electrical PM Inspection Report
11 fields
Data Views
Inspections Overview
client_name, site_address, priority, quote_amount +2 more
Dashboard Widgets
Recommended integrations
Setup the following integrations to extend workflow capability.
Send email in the workflow
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FAQs
How do I set up this inspection workflow for my team?
Publish the template in your workspace and it's ready to run — no installation or development needed. Technicians and office staff can start submitting inspections through the request form right away, and you can adjust steps like task due dates or email wording using the workflow editor.
How does the workflow decide what happens after an inspection?
The priority field on the inspection form drives the routing. No defects closes the record as Complete with a summary email to the client, urgent defects trigger a 1-day repair task and client notice, and minor defects move into the quoting and approval process.
Who is responsible for pricing and approving minor repairs?
Office staff get a task due in 3 days to price the minor repairs and enter the quote amount. That quote is then emailed to the client, who approves or declines it with comments, and the record's status updates accordingly.
What happens if the client declines the repair quote?
The record status is set to Repairs Declined and the client receives an email confirming the defects remain noted for the next inspection. No repair task is created in this case, keeping the record accurate for future reference.
How are urgent repairs tracked once they're flagged?
The technician is assigned a task due in 1 day to complete and record the urgent repairs, including repair notes and photos. The workflow waits for this task, then saves those details to the record and emails the client a repairs-complete notice with the next inspection due date.
Can I change the task deadlines or email content?
Yes. You can describe the change you want in plain English or edit the steps directly in the workflow editor, and earlier versions of the workflow are kept. This makes it easy to adjust things like the 3-day quoting window or the wording of client emails.
Do clients need an account to approve quotes or view updates?
No. Clients take part entirely through emailed forms and the public request form, so they can view inspection details and approve or decline quotes without ever logging in.
What information is kept on the inspection record over time?
Each inspection is a record with a reference number, current status, and a timeline showing what happened at each step, including quote amounts, repair notes and photos entered by staff. Businesses should confirm their own record-keeping requirements, as the workflow tracks these details but doesn't determine compliance.
How do I see which inspections still need attention?
Table views and dashboards show records grouped by status, such as Submitted, Urgent Repair, Quote Sent or Complete. This makes it easy to spot inspections waiting on a technician task, an office quote or a client decision.
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