Workflow Template
Fence repair / storm damage request Workflow
Manages fence repair and storm damage requests from intake through booking, on-site repair, and completion, with urgency-based scheduling, crew reporting, and customer notifications at each stage.
Fence repair and storm damage requests often stall between intake and booking, leaving customers unsure of what happens next and office staff chasing crew availability. This workflow captures each request through a public form, routes it to an urgent or standard booking task based on stated urgency, and tracks the job through visit scheduling, crew site reporting, and completion. Office staff book visits and assign crews, fencing crews log damage found and work done, and customers get automatic email updates at each stage.
Business Outcomes
- Helps speed up booking of urgent storm damage visits
- Reduces manual follow-up with automatic status updates and emails
- Gives office staff a clear view of every request's status via table views and dashboards
- Makes crew site reports and photos easy to track on each record
- Supports faster identification of jobs needing further work or quotes
Workflow Steps
Steps
- 1Create Fence Request Recordcreate record
Registers the submitted fence damage request as a new record.
- 2Set Status to New Requestupdate record
Sets the request status to New Request on record creation.
- 3Send Acknowledgement Emailsend email
Emails the customer an acknowledgement of their request with the reference number.
- 4Route on Urgency
Routes the request to the appropriate booking task due date based on urgency.
urgency: "Urgent"→Office: Book Urgent Visiturgency: "Standard"→Office: Book Standard VisitDefault→Office: Book Standard Visit - 5Office: Book Urgent Visitcreate task
Office books an urgent visit within 1 day, recording the visit date and assigned crew.
- 6Office: Book Standard Visitcreate task
Office books a standard visit within 3 days, recording the visit date and assigned crew.
- 7Set Status to Bookedupdate record
Saves the visit date and assigned crew to the record and sets status to Booked.
- 8Email Customer Visit Datesend email
Emails the customer the confirmed visit date.
- 9Crew: Record Site Workcreate task
Fencing crew records the damage found, work done, materials used, photos and outcome after the visit.
- 10Save Site Report to Recordupdate record
Saves the crew's damage findings, work done, materials, photos and outcome to the record.
- 11Route on Job Outcome
Routes handling based on whether the fence was repaired, needs further work, or could not be completed.
job_outcome: "Repaired"→Set Status to Completedjob_outcome: "Further work needed"→Set Status to Further Work Requiredjob_outcome: "Unable to complete"→Set Status to Unable to CompleteDefault→Set Status to Further Work Required - 12Set Status to Completedupdate record
Sets the request status to Completed when the fence has been repaired.
- 13Email Completion Summarysend email
Emails the customer a summary of the work done.
- 14Wait 2 Days Before Feedback Request
Waits two days after completion before requesting customer feedback.
- 15Request Customer Feedbackrequest external input
Sends the customer a feedback form with a 1-5 rating and comments.
- 16Set Status to Further Work Requiredupdate record
Sets the request status to Further Work Required.
- 17Email Further Work Findingssend email
Emails the customer the findings and the work still needed.
- 18Office: Prepare Quote for Further Workcreate task
Office prepares a quote for the further work needed, due in 2 days; workflow does not wait for completion.
- 19Set Status to Unable to Completeupdate record
Sets the request status to Unable to Complete.
- 20Email Unable to Complete Findingssend email
Emails the customer the findings explaining why the work could not be completed.
Fields
- Name*
- Email*
- Mobile*
- Site Address*
- Fence Type*
- Damage*
- +19 more fields
Forms
Fence Repair & Storm Damage Request
13 fields
Data Views
Fence Requests Overview
customer_name, site_address, damage_type, urgency +3 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 this workflow for my fencing business?
Publish the template in your workspace and it's ready to run immediately, no installation or development needed. You can then edit the request form fields, task due dates or email wording to match how your team works, either by describing the change in plain English or editing steps directly in the workflow editor.
How does urgency-based scheduling work?
When a customer submits the request form, the Urgency field determines which booking task the request routes to. Urgent requests go to a task due within 1 day, standard requests go to a task due within 3 days, and any other value follows the workflow's remaining routing path.
Who books the visit and assigns the crew?
Office staff handle the Book Urgent Visit or Book Standard Visit task depending on how the request was routed. They record the visit date and assigned fencing crew, and the workflow waits until this task is completed before moving the request to Booked status and notifying the customer.
What does the fencing crew record on-site?
After the visit, the crew completes a task recording damage found, work done, materials used, before and after photos, and the outcome. The workflow waits for this task, and everything entered is saved directly to the record's timeline.
What happens after the crew records the outcome?
The workflow routes based on the Outcome value. If the fence was repaired, status is set to Completed and the customer gets a completion summary email followed by a feedback request two days later. If further work is needed or the job couldn't be completed, the customer gets an email with findings and, for further work, office staff get a quote task.
How does the customer give feedback?
Two days after a job is marked Completed, the workflow sends the customer a feedback form asking for an overall satisfaction rating from 1 to 5 and any comments. Customers fill this in without needing an account, and the answers are saved to the record.
Can I customise the emails customers receive?
Yes. Every email in this workflow, the acknowledgement, visit confirmation, completion summary and findings notices, can be edited by describing the change in plain English or updating the step in the workflow editor. You can also connect your own AWS SES account to send these emails through your workspace's address.
What happens when a job needs further work or can't be completed?
If the outcome is Further Work Needed, status is set to Further Work Required, the customer is emailed the findings, and office staff get a quote preparation task due in 2 days with notes saved to that task. If the outcome is Unable to Complete, status is set accordingly and the customer is emailed an explanation of the findings.
How do I track the status of all open requests?
Every request is a record with a reference number, current status and full timeline of what happened. Table views and dashboards let you see requests grouped by status, such as New Request, Booked, Completed, Further Work Required, or Unable to Complete.
Do customers need to create an account to submit a request?
No. Customers submit the initial request through a public form and respond to any follow-up forms, like the feedback request, sent directly to their email. They never need to log in or create an account at any stage.
Ready to use this workflow?
Create a free account and customise this workflow for your business.