Emergency lighting / exit sign inspection Workflow

What happens if a client doesn't respond to the quote approval request?

The inspection record stays at the status it reached after the quote was emailed, and the record's timeline shows the request was sent along with when. Because the workflow waits on the client's Approve or Decline response at that step, the record simply remains open until they respond through the emailed form. Staff can see this in the table view alongside other open inspections and follow up directly with the client if needed.

Can this handle a technician submitting results for multiple buildings at one site?

Yes, the request form includes a Building / Areas Covered field so a technician can describe all areas tested within a single inspection submission. If failures span multiple areas, the Failed Fittings field captures the location and fault for each one on that same record. This keeps one site visit as one traceable record rather than splitting it across several.

What if repairs still fail after the client approves the quote?

After the technician records the retest result, the workflow routes on whether it passed or failed. A failed retest sends the case back to the technician for further repairs, and this cycle can repeat up to two times before it needs manual attention. Each attempt's repairs made and retest result are saved to the record, so the full repair history is visible in the timeline.

What happens if the client declines the repair quote?

The record's status is set to Repairs Declined and the client is emailed a notice explaining that the failed fittings remain out of service and should be repaired. The quote amount and the client's decision are already saved to the record, so staff have a clear record of what was quoted and declined. This status is visible in the table view for follow-up or reporting.

Who is responsible for preparing the repair quote and doing the repairs?

Office staff handle the Prepare Repair Quote task, which is due within 2 days and requires entering the Repair Quote Amount before the workflow continues. The technician then handles the Carry Out Repairs and Retest task, recording Repairs Made and the Retest Result once work is done, with no fixed due date on that task. Both tasks are assigned to team members within the workspace and tracked on the record.

Can we customise what the request form or emails ask for?

Yes, workflows can be changed by describing the change in plain English or by editing steps directly in the workflow editor, and earlier versions are kept. This means fields on the inspection form, the content of client emails, or task due dates can be adjusted as inspection requirements change. Changes take effect for new inspections without needing a development project.

How do clients interact with this process if they don't have an account?

Clients take part entirely through emailed forms, such as the quote approval request and any related notices, without ever needing to create an account. They receive the test summary, failure notice, quote for approval, decline notice, or repairs-complete email depending on how the inspection routes. All their responses, like the Approve or Decline decision and comments, are saved back to the inspection record.

What if the inspection has some fittings pass and others fail at the same site?

The Route on Inspection Result step branches based on the overall Result field submitted on the form, so a site with any failures follows the Repairs Needed path. The Failed Fittings field captures the specific location and fault for each failed fitting, keeping passed and failed items documented together on one record. The client failure notice and repair quote then reference only the failed fittings.

How is compliance documentation like the log book handled?

The request form includes a Log Book Updated? field along with Photos, so technicians can record what was completed during the visit. This information is saved to the inspection record and visible in its timeline alongside the test results and status history. Each business should confirm its own record-keeping obligations for emergency lighting inspections, as the workflow only reflects what technicians and staff enter.

Can we see overall inspection status across all our sites at once?

Yes, the workflow reports status through a table view and chart widget, showing records by their current status such as Submitted, Passed, Repairs Needed, or Repairs Declined. This gives a live view of how many sites are pending quotes, awaiting retests, or fully passed without needing to open each record individually. Workspace activity related to these inspections is also logged for reference.