Workflow Template
Fire door inspection record Workflow
Captures fire door inspection results, notifies clients, and manages the repair quote approval and re-inspection cycle through to a final Passed or Repairs Declined status.
Organisations responsible for fire door compliance programmes need a consistent, visible process for recording inspection results, communicating with clients, and tracking repairs through to resolution. This workflow captures each fire door inspection as a record, routes it automatically based on the outcome, and manages client communication, repair quote approval, and re-inspection cycles until a final Passed or Repairs Declined status is reached. Technicians, office staff, and clients are each involved at the relevant stage, with every status change and submitted detail retained on the record's timeline.
Business Outcomes
- Supports more consistent capture of fire door inspection results across sites and technicians
- Helps reduce manual follow-up by automating client notifications and quote approval requests
- Improves visibility into repair quote status and re-inspection progress through record statuses
- Makes it easier to track outstanding failed doors through to a final Passed or Repairs Declined outcome
- Streamlines coordination between technicians, office staff, and clients without added administrative overhead
Workflow Steps
Steps
- 1Create Inspection Recordcreate record
Registers the submitted fire door inspection as a record.
- 2Set Status to Submittedupdate record
Marks the new inspection record as Submitted.
- 3Route on Inspection Result
Branches the workflow depending on whether all doors passed or defects were found.
inspection_result: "All passed"→Set Status to Passedinspection_result: "Defects found"→Set Status to Repairs NeededDefault→End - 4Set Status to Passedupdate record
Updates the record status to Passed after all doors passed inspection.
- 5Email Client Inspection Summarysend email
Sends the client the inspection summary and next inspection due date since all doors passed.
- 6Set Status to Repairs Neededupdate record
Updates the record status to Repairs Needed since defects were found.
- 7Email Client Failed Doorssend email
Notifies the client of the failed doors found during inspection.
- 8Office: Prepare Repair Quotecreate task
Assigns the office team a task to prepare a repair quote for the failed doors, due in 2 days.
- 9Save Quote Amountupdate record
Persists the repair quote amount to the inspection record.
- 10Send Quote to Client for Approvalrequest external input
Emails the client the failed doors and quote amount with a form to approve or decline the repairs.
- 11Route on Client Decision
Branches based on whether the client approved or declined the repair quote.
client_decision: "Approve"→Technician: Complete Repairs and Re-inspectclient_decision: "Decline"→Set Status to Repairs DeclinedDefault→End - 12Set Status to Repairs Declinedupdate record
Updates the record status to Repairs Declined since the client declined the repair quote.
- 13Email Client Repairs Declined Noticesend email
Informs the client that the failed doors remain defective and should be repaired.
- 14Technician: Complete Repairs and Re-inspectcreate task
Assigns the technician a task to carry out repairs and record the re-inspection result.
- 15Save Repair Detailsupdate record
Persists the repairs made and re-inspection result to the record.
- 16Route on Re-inspection Result
Branches based on whether the re-inspection passed or still failed.
reinspection_result: "Pass"→Set Status to Passedreinspection_result: "Fail"→Send Back to TechnicianDefault→End - 17Send Back to Technicianrestart from step
Restarts the repair and re-inspection task since doors still failed, up to 2 additional attempts.
- 18Set Status to Passedupdate record
Updates the record status to Passed after repairs are complete and re-inspection passed.
- 19Email Client Repairs Completesend email
Informs the client that the repairs are complete and all doors passed, with the next inspection due date.
Fields
- Technician Name*
- Client Name*
- Client Email*
- Site Address*
- Building / Levels Covered*
- Inspection Date*
- +12 more fields
Forms
Fire Door Inspection Report
12 fields
Data Views
Fire Door Inspections
client_name, site_address, inspection_date, doors_inspected +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
What does this workflow record at each stage of the inspection?
Each inspection is created as a record with a reference number, a status, and a timeline of what happened. The record captures the original submission details, the repair quote amount entered by the office team, the client's approval or decline decision with any comments, and the repairs made and re-inspection result entered by the technician. All status changes, from Submitted through to Passed or Repairs Declined, are reflected in the record's timeline.
Who is involved in the fire door inspection process?
The office team is assigned a task to prepare a repair quote when defects are found, and the technician is assigned a task to carry out repairs and record the re-inspection result. Clients take part through emailed forms to approve or decline repair quotes, without needing an account. Workspace members handle the assigned tasks, and workspace activity for each step is logged.
What happens if a client declines the repair quote?
If the client declines the repair quote, the record status updates to Repairs Declined and the client receives an email notice that the failed doors remain defective and should be repaired. The client's decision and any comments they entered on the approval form are saved to the record. This gives the workspace a clear, final status for doors that were not repaired following the quote.
How does the workflow handle repairs that still fail re-inspection?
When a re-inspection result comes back as Fail, the workflow sends the task back to the technician to carry out further repairs and re-inspect, for up to two additional attempts. Each attempt's repairs made and re-inspection result are saved to the record. This keeps a record of every repair cycle until doors either pass or the process reaches its final routing point.
How do we change this workflow if our inspection process differs?
A workflow can be changed by describing the desired change in plain English or by editing its steps directly in the workflow editor. Earlier versions of the workflow are kept, so changes can be made with confidence as inspection requirements evolve. This allows a workspace to adjust task deadlines, form questions, or routing logic without a development project.
Can we start using this workflow immediately without setup?
Yes, the fire door inspection template is ready to use as soon as a workspace publishes it, running the live process straight away. There is no installation or development project required before technicians and office staff can begin submitting and processing inspections.
How are clients kept informed throughout the inspection and repair process?
Clients receive email notifications at key points: an inspection summary when all doors pass, a notice of failed doors when defects are found, a quote for approval, a repairs declined notice if applicable, and a repairs complete confirmation once re-inspection passes. Email is built in to the platform, and a workspace can optionally send these through its own AWS SES account.
What information does the office team need to provide when preparing a repair quote?
The office team is assigned a task, due in two days, to prepare a repair quote for the failed doors identified in the inspection. Because the workflow waits for this task, the repair quote amount they enter is saved directly to the inspection record and used in the subsequent client approval email.
How does the workflow determine the final status of an inspection record?
The final status is determined by routing decisions at each stage: all doors passing leads directly to Passed, defects found lead through the quote and approval cycle, and re-inspection results determine whether the record reaches Passed or Repairs Declined. Table views and dashboards show records by status, making it straightforward to see where each inspection stands. Each business should confirm its own record-keeping obligations for fire safety compliance.
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