Fabrication completion and dispatch checklist Workflow

Why should we automate our dispatch checklist instead of using a paper or spreadsheet process?

A manual checklist relies on someone remembering to check it, chase it up and file it. This workflow creates a dispatch job record automatically from the submitted checklist form, assigns the supervisor check as a task with a due date, and moves the job through hold, rework and delivery confirmation stages without anyone needing to track it separately. Every step and the supervisor's or client's response is saved to the record's timeline, giving you a consistent history for every job.

What is the return on investment of using this workflow compared to handling dispatch manually?

The main return comes from time saved chasing supervisors for checks, fabricators for rework, and clients for delivery confirmation, since each of these is an assigned task or emailed form that the workflow waits on automatically. It also reduces the risk of dispatching items that failed a quality check, since the hold-and-rework loop routes jobs back for re-verification before they can proceed. Over many jobs, this can meaningfully cut administrative overhead and the cost of delivery issues reaching the client unnoticed.

How does the supervisor quality check and hold/rework loop actually work?

After the dispatch job record is created and its status set to Dispatch Check, the workshop supervisor is assigned a task, due in one day, to check the items against the order and record a Check Result and Notes. If the result is Ready to dispatch, the workflow proceeds to set the status to Dispatched; if it is Hold, the status changes to On Hold and the fabricator is assigned a task to address the supervisor's notes. Once the fabricator records the work done, the workflow returns to the supervisor check step for re-verification, repeating the loop until the items are ready.

Who is responsible for confirming delivery with the client, and what happens if there's a problem?

Once the job is marked Dispatched, the workflow emails the client the item and dispatch details along with a form asking them to confirm delivery once it arrives, capturing Delivery Confirmation and Comments. If the client reports the delivery as received in good order, the status is set to Delivered and the job is complete. If they report it as damaged or short, the status changes to Delivery Issue and the workshop supervisor is assigned a task, due in two days, to resolve the issue, with the resolution notes saved to the record.

Can we customise the request form fields or the checklist items collected at intake?

Yes, the intake form fields such as Dimensional Check, Weld Visual Inspection, Finish Applied, Packaging, Delivery Method and the other checklist items can be adjusted 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.

Do clients need to create an account to confirm delivery or report an issue?

No, clients take part entirely through the form emailed to them requesting delivery confirmation, without needing an account. Their responses, including Delivery Confirmation and any Comments, are saved directly to the dispatch job record.

What information is kept on record for each dispatch job, and can we report on it?

Each dispatch job is a record with its own reference number, current status and a timeline showing every step, task result and form response, including the supervisor's check result, rework notes, client delivery confirmation and any issue resolution. Table views and dashboards can show these records grouped by status, such as Dispatch Check, On Hold, Dispatched, Delivery Issue or Delivered, to support day-to-day reporting. Each business should confirm whether this level of record-keeping meets its own compliance or audit requirements.

How are tasks assigned to the supervisor and fabricator, and what if they miss the due date?

Tasks such as the supervisor's item check, the fabricator's rework, and the supervisor's delivery issue resolution are assigned to specific team members within the workspace, each with a due date of one or two days depending on the step. The workflow waits for the assigned person to complete the task and record their result, such as Check Result, Work Done or Resolution, before moving to the next step, and this activity is visible in the workspace.

Can this workflow send SMS updates or take online payments for dispatch jobs?

Email and SMS are built into the platform, so notifications like the client delivery confirmation request can be sent by email, and a workspace can optionally route email through its own AWS SES account or SMS through AWS SNS or Twilio. If a payment step is added to the workflow, a connected Stripe account can be used to collect online payments, though this dispatch workflow as described focuses on the checklist, quality check and delivery confirmation process.