Workflow Template
Final quality inspection Workflow
Captures a final quality inspection before job handover, routes failed checks through a crew rectification and inspector re-check loop (up to 2 cycles), and on pass notifies the customer and tasks the office to arrange handover.
When a final inspection fails, teams usually fall back on phone calls, sticky notes, and someone's memory to track whether the crew actually fixed the defects before the customer shows up. This workflow captures the inspection as a record the moment it's submitted, automatically routes failed checks into a crew rectification task and an inspector re-check, and repeats that cycle up to two times if problems persist. The result is a documented trail from first inspection to passed handover, with the office notified to schedule handover only once the work has actually cleared inspection.
Business Outcomes
- Reduces time spent manually chasing crews after a failed inspection
- Creates a documented timeline of every rectification and re-inspection cycle
- Shortens the gap between passed inspection and customer handover notice
- Cuts down on missed or forgotten re-inspection follow-ups
- Makes it easier for office staff to see when a job is actually ready to hand over
Workflow Steps
Steps
- 1Create Inspection Recordcreate record
Registers the submitted inspection as a record.
- 2Set Status to Submittedupdate record
Sets the inspection status to Submitted on creation.
- 3Route on Overall Result
Branches to rectification if the overall result failed, otherwise proceeds to handover.
overall_result: "Fail"→Set Status to Rectificationoverall_result: "Pass"→Set Status to PassedDefault→End - 4Set Status to Rectificationupdate record
Marks the record as requiring rectification.
- 5Crew Rectification Taskcreate task
Assigns the crew a task to fix the recorded defects, due in 3 days.
- 6Inspector Re-Inspection Taskcreate task
Assigns the inspector a task to re-inspect the rectified work, due in 1 day.
- 7Route on Re-Inspection Result
Sends the job back to the crew if the re-inspection fails, otherwise proceeds to handover.
reinspect_result: "Fail"→Loop Back to Crewreinspect_result: "Pass"→Set Status to PassedDefault→End - 8Loop Back to Crewrestart from step
Restarts the rectification cycle from the crew task, up to 2 times.
- 9Set Status to Passedupdate record
Marks the inspection as passed once the work meets requirements.
- 10Notify Customer of Handover Readinesssend email
Emails the customer that the final quality inspection is complete and the job is ready for handover.
- 11Office Handover Taskcreate task
Assigns the office a task to arrange handover, due in 2 days, without waiting for completion.
Fields
- Inspector Name*
- Customer Name*
- Customer Email*
- Site Address*
- Job*
- Inspection Date*
- +14 more fields
Forms
Final Quality Inspection
15 fields
Data Views
Final Quality Inspections
customer_name, site_address, job, inspection_date +2 more
Dashboard Widgets
Recommended integrations
Setup the following integrations to extend workflow capability.
Send email in the workflow
AWS SES
Similar Categories
FAQs
What happens if the rectification and re-inspection cycle fails twice?
The workflow is built to loop the job back to the crew for rectification up to two cycles after a failed re-inspection. Each cycle records the rectification details and the inspector's re-inspection result and notes on the record, so the full history of attempts is visible in the record's timeline. A workspace can review that history to decide how to handle a job that still hasn't passed after the built-in cycles.
Who is responsible for each step in this workflow?
The inspector submits the initial inspection through the request form, the crew is assigned the rectification task when a check fails, and the inspector is then assigned the re-inspection task. Once the job passes, the office is tasked with arranging handover. Each task is assigned to a workspace member, and completed tasks and their answers are visible in the record's timeline.
What happens at the Overall Result decision point?
If Overall Result is marked Fail, the record status is set to Rectification and a crew task is created. If it's marked Pass, the workflow proceeds straight to the passed status, customer notification, and office handover task. Any other value routes down the 'otherwise' path, which a workspace can customise to fit how it wants unclear results handled.
Can the crew rectification task be reassigned or given a different due date?
Yes, the workflow editor lets a workspace change the assignee or due date on the Crew Rectification Task, or describe the change in plain English and have it applied. Earlier versions of the workflow are kept, so changes can be reviewed or reverted if needed.
What if the inspector's re-inspection also finds defects?
A failed re-inspection result routes the job back to the crew, restarting the rectification cycle rather than proceeding to handover. The Re-inspection Result and Re-inspection Notes are saved on the record each time, giving a running record of what still needed work. This loop can repeat up to two times before the cycle is exhausted.
Does the customer need to log in or create an account to see inspection updates?
No, customers interact through the emailed notification only. Once the inspection passes, the workflow emails the customer directly to let them know the job is ready for handover, with no account or login required.
What information stays with the Office Handover Task versus on the main record?
Because the workflow does not wait for the Office Handover Task to complete, the Handover Notes entered on that task stay with the task itself and show up in the record's task list rather than being saved as a field on the record. This lets the office log handover details without holding up the rest of the process.
Can this workflow handle inspections with photos and detailed defect notes?
Yes, the request form captures Photos and Defects Found alongside the other inspection fields, and the Crew Rectification Task separately records Rectification Photos. These are stored on the record, so anyone reviewing the job can see the original defects, the fix, and the re-inspection outcome in one timeline.
How do we track how many jobs are currently stuck in rectification?
Table views and dashboards show records grouped by status, including Submitted, Rectification, and Passed, so a workspace can see at a glance which jobs are cycling through rectification. Each record also keeps a timeline of status changes and task completions for a closer look at any individual job.
Ready to use this workflow?
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