Workflow Template
Fire extinguisher inspection record Workflow
Captures a fire extinguisher inspection, routes on the result, manages replacement quoting and client approval, and tracks the record through to a final Passed/Declined status.
Fire extinguisher inspections often stall between a failed check and getting replacements approved and installed, with no clear record of where things stand. This workflow captures each inspection from a submitted form, routes it based on the result, manages the replacement quote and client approval, and tracks the record through to a final Passed or Replacement Declined status. Technicians submit inspections, office staff prepare quotes, and clients approve or decline replacements by email, all logged on one record.
Business Outcomes
- Fewer inspection records lost track of between failure and replacement
- Faster turnaround from failed inspection to quote sent to client
- Clearer visibility into which sites have declined replacements
- Reduced manual chasing for quote approvals and replacement confirmations
- A single record per inspection showing status history from submission to close
Workflow Steps
Steps
- 1Create inspection recordcreate record
Registers the submitted inspection as a record.
- 2Set status to Submittedupdate record
Marks the inspection record as Submitted.
- 3Route on inspection result
Branches based on whether all extinguishers passed, were replaced on site, or need replacement.
result: "All passed"→Set status to Passedresult: "Replaced on site"→Set status to Passedresult: "Replacement needed"→Set status to Replacement NeededDefault→End - 4Set status to Passedupdate record
Marks the inspection as Passed since all extinguishers passed or were replaced on site.
- 5Email client the inspection summarysend email
Sends the client the inspection summary, any replacements made on site, and the next inspection due date.
- 6Set status to Replacement Neededupdate record
Marks the inspection as Replacement Needed because failed extinguishers require replacement.
- 7Email client the failed extinguisherssend email
Notifies the client which extinguishers failed inspection.
- 8Office: prepare replacement quotecreate task
Creates a task for the office to prepare a quote for the failed extinguishers, due in 2 days.
- 9Save quote amount to recordupdate record
Persists the prepared quote amount onto the inspection record.
- 10Send client quote for approvalrequest external input
Emails the client the failed extinguishers and quote amount, with a link to approve or decline and add comments.
- 11Route on client quote decision
Branches based on whether the client approved or declined the replacement quote.
quote_decision: "Approve"→Technician: replace extinguishersquote_decision: "Decline"→Set status to Replacement DeclinedDefault→End - 12Set status to Replacement Declinedupdate record
Marks the inspection as Replacement Declined since the client declined the quote.
- 13Email client decline noticesend email
Informs the client that the failed extinguishers should be replaced as soon as possible.
- 14Technician: replace extinguisherscreate task
Creates a task for the technician to replace the failed extinguishers and record what was replaced, with no due date.
- 15Save replacements to recordupdate record
Persists the details of the extinguishers replaced onto the inspection record.
- 16Set status to Passedupdate record
Marks the inspection as Passed now that replacements are complete.
- 17Email client replacements completesend email
Informs the client the replacements are done and provides the next inspection due date.
Fields
- Technician Name*
- Client Name*
- Client Email*
- Site Address*
- Inspection Date*
- Number of Extinguishers Inspected*
- +10 more fields
Forms
Fire Extinguisher Inspection Form
13 fields
Data Views
Fire Extinguisher Inspections
client_name, site_address, inspection_date, extinguishers_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
How do I get this workflow running for my team?
Publish the template in your workspace and it's ready to use immediately, no setup project needed. Technicians can start submitting inspections through the request form right away, and the workflow handles routing, quoting, and status updates automatically.
What information does the technician need to submit an inspection?
The request form asks for technician name, client details, site address, inspection date, number and types of extinguishers checked, checks done, and the result. If any extinguishers failed, it also captures their location, type, and fault along with photos.
What happens if all extinguishers pass inspection?
The record is set to Passed status right away, and the client is emailed an inspection summary along with the next inspection due date. No quoting or approval steps are triggered in this case.
How does the replacement quoting process work?
If extinguishers fail, the client is emailed which ones failed, and a task goes to the office to prepare a quote, due within 2 days. Once the quote amount is entered on that task, it's saved to the record and emailed to the client with an approve or decline link.
What happens if the client declines the quote?
The record status is set to Replacement Declined, and the client receives an email noting the failed extinguishers should be replaced as soon as possible. Any comments the client added when declining are captured as part of their response.
Who replaces the extinguishers once a quote is approved?
A technician task is created with no fixed due date, asking them to carry out the replacement and record what was replaced. The workflow waits for this task to complete before saving the replacement details to the record.
Can I change the steps or wording in this workflow?
Yes. You can describe the change you want in plain English, or edit the steps directly in the workflow editor. Earlier versions of the workflow are kept, so you can review what changed over time.
Does the client need to log in to approve a quote?
No. The client receives an emailed form with a link to approve or decline the quote and add comments, and never needs an account to respond. Their answer is saved directly to the inspection record.
How is the final status of an inspection determined?
The record moves through Submitted, then either Passed, Replacement Needed, or Replacement Declined depending on the inspection result and the client's quote decision. If replacements are completed after a decline scenario doesn't apply, the status is updated to Passed once the technician confirms the work.
Where can I see the status of all current inspections?
Table views and dashboards show every inspection record by its current status, such as Submitted, Replacement Needed, or Passed. Each record also has its own timeline showing what happened at each step, along with the workspace activity log.
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