Fence installation quality checklist Workflow

What happens if the fence fails inspection on the first attempt?

The record's status is set to Rectification and a task is assigned to the fencing crew to fix the failed checklist items within 2 days. Once the crew records their rectification details and photos, the inspector is assigned a re-inspection task, and the outcome of that re-inspection determines whether the job moves to final pass or loops back to the crew again.

Can this handle a fence that fails re-inspection more than once?

Yes. If the re-inspection result is Fail, the workflow sends the job back to the fencing crew and restarts the rectification cycle from that task, so it can loop as many times as needed until the fence passes. Each cycle's rectification photos and re-inspection notes are saved to the record's timeline, giving a full history of what was checked and fixed.

What if the Overall Result on the inspection form isn't clearly Pass or Fail?

The routing step includes an 'otherwise' path for any result that doesn't match Pass or Fail exactly, so submissions with unexpected or blank values don't get silently dropped. A workspace admin can review these records in the table view and adjust the workflow's routing logic if a particular result value needs handling.

Who is responsible for each task in this workflow?

The fencing crew is assigned the rectification task, recording Rectification Done status and Rectification Photos. The inspector is assigned the re-inspection task, recording the Re-inspection Result and Re-inspection Notes. Both tasks have a set turnaround window (2 days for rectification, 1 day for re-inspection) and the workflow waits for each before moving on.

Does the customer need to do anything or log in to check status?

No — the customer only submits the original request and then receives email notifications automatically: an acknowledgement with their job reference, and a pass notification either after the first inspection or after successful rectification. They don't need an account to receive these updates, and each email is tied to the job's reference number.

Can we customise the checklist items or add more fields to the inspection form?

Yes, the request form and its fields can be edited in the workflow editor, and changes can also be described in plain English to update the workflow. Earlier versions of the workflow are kept, so adjustments to the checklist don't affect records already in progress.

What gets recorded if the crew's rectification task takes longer than 2 days?

The workflow waits for the fencing crew task to be completed regardless of how long it takes, so a late response doesn't block or fail the job — it simply delays the next step. The 2-day window is a target shown on the task; actual completion time is reflected in the record's timeline once the crew submits their rectification details.

Where can staff see the status of all fence inspections in progress?

Every submitted inspection becomes a record with its own reference number, current status (Submitted, Rectification or Passed) and a timeline of what happened. Table views and dashboards group these records by status, so staff can see at a glance which jobs are pending inspection, mid-rectification or fully passed.

Is the checklist data enough to prove compliance with fencing standards?

The workflow records the checklist entries, photos, rectification notes and re-inspection results against each job's timeline, giving a clear record of what was checked and by whom. Whether this satisfies specific regulatory or contractual compliance requirements depends on each business's own obligations, so it's worth confirming that separately.