Workflow Template
Equipment Calibration Workflow
Manages the end-to-end calibration process for quality-controlled equipment: intake of equipment due for calibration, performing calibration, recording pass/fail results, handling in-tolerance certification vs out-of-tolerance impact assessment and repair, and notifying the equipment owner of the outcome.
Quality teams lose track of calibration due dates, pass/fail results, and out-of-tolerance impact assessments when this process runs on spreadsheets and email. This workflow manages the full calibration lifecycle inside assess.one: intake, calibration execution, result routing, certification or repair disposition, and owner notification. Quality managers, calibration technicians, and equipment owners each work from the same live record.
Business Outcomes
- Helps reduce missed or overdue calibration cycles
- Supports faster turnaround from calibration to certification
- Makes it easier to trace impact assessments for out-of-tolerance equipment
- Improves visibility into repair disposition and next due dates
- Reduces manual chasing for owner notifications and sign-off
Workflow Steps
Steps
- 1Create Calibration Recordcreate record
Registers the equipment calibration request submitted by the owner.
- 2Set Status: Receivedupdate record
Marks the record as received and awaiting calibration.
- 3Perform Calibrationcreate task
Quality technician carries out the calibration and records the result.
- 4Set Status: Calibration In Progressupdate record
Updates the record to reflect that calibration has been performed and is being assessed. Persists the calibration result.
- 5Route on Calibration Result
Branches based on whether the equipment is within or out of tolerance.
calibration_result: "Within Tolerance"→Record Certificate and Next Due Datecalibration_result: "Out of Tolerance"→Impact Assessment on Affected WorkDefault→End - 6Record Certificate and Next Due Datecreate task
Technician uploads the calibration certificate and sets the next due date.
- 7Update Record: Certifiedupdate record
Persists the certificate, next due date, and marks the record as certified.
- 8Notify Owner: Calibration Completesend email
Emails the equipment owner confirming the equipment is within tolerance and certified.
- 9Mark Record Completedupdate record
Sets the final status to Completed.
- 10Impact Assessment on Affected Workcreate task
Quality team assesses any work impacted by the out-of-tolerance equipment.
- 11Update Record: Impact Assessment Findingsupdate record
Persists the impact assessment findings and updates status.
- 12Send for Adjustment or Repaircreate task
Equipment is sent for adjustment or repair and the disposition is recorded.
- 13Update Record: Repair Dispositionupdate record
Persists the repair/adjustment disposition and marks the record as sent for adjustment/repair.
- 14Notify Owner: Calibration Failedsend email
Emails the equipment owner that the equipment failed calibration and its disposition.
- 15Set Status: Failedupdate record
Marks the record as failed calibration prior to notifying the owner.
Fields
- Equipment Owner Name*
- Equipment Owner Email*
- Equipment Name/ID*
- Equipment Location
- Calibration Due Date*
- Condition Before Calibration*
- +7 more fields
Forms
Equipment Calibration Intake
7 fields
Data Views
Equipment Calibration Records
equipment_name, calibration_due_date, condition_before_calibration, calibration_result +2 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 set up the Equipment Calibration Management Workflow?
Publish the template in assess.one and it's live immediately, no implementation project needed. You can then adjust the steps, statuses, and routing logic to match your calibration process before your team starts using it.
What do I need before publishing this workflow?
You need a list of equipment requiring calibration, the roles involved (technician, quality manager, equipment owner), and your pass/fail and repair criteria. Everything else, including forms and notifications, is configured directly in assess.one.
How long does implementation take?
Publishing the template takes minutes. Once it's live, your team can start creating calibration records and running the process straight away.
Can I customise the calibration steps and statuses?
Yes. You can edit step names, add or remove statuses, and adjust approval logic directly in assess.one to fit your quality system requirements.
Who needs access to this workflow?
Typically calibration technicians, quality managers, and equipment owners need access. You can set role-based permissions so each person only sees and acts on the steps relevant to them.
What happens when equipment fails calibration?
The workflow routes failed results to an impact assessment step, where affected work is reviewed and findings are recorded. From there, the record moves to repair or adjustment, with disposition tracked before the owner is notified of the outcome.
How does the workflow handle certification and next due dates?
When equipment passes, the workflow records the certificate and sets the next due date automatically as part of the certified status update. This keeps a clear audit trail without manual tracking in separate documents.
Are notifications to equipment owners automatic?
Yes. The workflow sends notifications for both calibration complete and calibration failed outcomes, configured directly inside assess.one. You can adjust the notification content and recipients as needed.
Does this workflow support compliance or audit needs?
The workflow keeps a structured record of intake, results, certificates, impact assessments, and repair dispositions in one place. This is designed to support internal audits and quality reviews, though your compliance team should confirm it meets specific regulatory requirements.
Ready to use this workflow?
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