Excavation completion and site reinstatement Workflow

Do I need any technical setup to start using this workflow?

No, the workflow is ready to use as soon as your workspace publishes the template. There's no installation or development project involved, so your team can start logging excavation jobs and running the completion process straight away.

Can my team customise the steps or tasks in this workflow?

Yes, you can describe the change you want in plain English or edit the steps directly in the workflow editor. For example, you could adjust task due dates or add extra fields to a form, and earlier versions of the workflow are kept so you can always see what changed.

Who is responsible for the walkthrough and rework tasks?

The site supervisor is assigned the walkthrough task, the rework task and the fix-issue task, each with a 2-day due date. The workflow waits for each task to be completed before moving the record forward, so nothing progresses until the supervisor records the outcome.

What happens if the supervisor finds the job isn't ready during the walkthrough?

If the walkthrough result is 'Rework needed', the record status changes to Rework and the supervisor gets a task to complete the rework list and record what was done. The workflow then returns to the walkthrough step to re-check the job, and this loop can run up to 2 times before moving on.

How does the customer take part without needing to log in anywhere?

Customers are emailed a review form summarising the completed work and asked to accept it or report an issue, and later a feedback form with a rating and comments. They never need an account, just access to the email with the form link.

What happens if a customer reports an issue instead of accepting the work?

The record status updates to Customer Issue and the site supervisor gets a task to fix the reported issue, recording the fix made and photos. The workflow then loops back to the customer review step to check with the customer again, up to 2 times, before the record moves toward handover.

Is this workflow suitable for jobs with strict warranty or reinstatement documentation needs?

The workflow records details like final levels, reinstatement done, as-built service locations, spoil disposal receipts, and the warranty period directly on the job record, along with a full timeline of statuses and decisions. Each business should confirm its own record-keeping obligations, but this gives your team a structured, timestamped history to refer back to.

What does the customer receive after the job is officially handed over?

Once the record status is set to Handed Over, the customer is emailed a thank-you note that includes as-built service locations, reinstatement details, care instructions and the warranty period. Two days later, they're automatically sent a feedback request form asking for an overall satisfaction rating and comments.

Can I see the status of all excavation jobs at a glance?

Yes, each job is a record with a reference number, current status and full timeline of what happened, and table views and dashboards group these records by status. This makes it easy to see which jobs are in Final Check, Rework, Customer Review, Customer Issue, or Handed Over at any time.