Fire hydrant inspection / test record Workflow

What happens if a hydrant fails its test?

The record status is set to Failed and the client receives an email noting the hydrant failed and that firefighting water may be unavailable until it's repaired. A Repair & Retest Task is then assigned to the fire protection technician, with 3 days to record whether the repair was made and the retest result.

What happens if the retest also fails?

The workflow routes back to the technician for further repair, restarting the Repair & Retest Task. This can happen for up to 2 additional attempts before the cycle ends, so repeated failures don't get lost without visibility.

Can this handle a hydrant that never passes after the retry limit?

The workflow supports up to 2 additional repair attempts after the first retest, and each attempt's repair notes and retest result are saved to the record. If the hydrant still hasn't passed after the retry limit, the record's status and timeline reflect the full repair history, so staff can see exactly where it stands and decide next steps.

What if the Result field on the form is left blank or unclear?

The Route on Test Result step includes an 'otherwise' branch for anything other than a clear Pass or Fail, so the submission isn't lost. This gives the workspace a way to catch unexpected entries and route or review them separately from the standard Pass/Fail paths.

Who is responsible for repairs and retests?

The fire protection technician named on the original submission is assigned the Repair & Retest Task. They record whether the repair was made and the retest result directly on the task, and because the workflow waits for this task, those answers are saved onto the record once submitted.

Does the client need to log in to receive updates?

No account is required. Clients are notified by email at each key point — when the hydrant passes, when it fails, and when it's repaired and passes retest — with the next test due date included where relevant.

Can we customise the repair timeframe or retry limit?

Yes, the workflow can be adjusted by describing the change in plain English or editing the steps directly in the workflow editor. The 3-day repair window and the 2-attempt retry limit are both part of the current workflow design and can be changed to match a workspace's own policies.

What information is kept if a hydrant goes through multiple repair cycles?

Each cycle's repair notes and retest result are saved to the record via the Save Repair Details step, building a timeline of what happened across attempts. This gives staff a record of repair history, though each business should confirm what documentation its own compliance obligations require.

How do we see which hydrants are currently failing or mid-repair?

Table views and dashboards show records grouped by status, so hydrants marked Submitted, Failed, or Passed are easy to distinguish at a glance. This makes it straightforward to spot hydrants stuck in a repair cycle without searching through individual records.

Can photos and site details be reviewed later?

Yes, the original submission — including photos, hydrant ID, site address and test readings — is stored on the record alongside the later repair and retest details. Anyone with access to the workspace can review the full record and its timeline at any time.