Workflow Template

Fire system defect and rectification Workflow

Captures fire system defects found by technicians, escalates critical impairments with interim safety measures, prices and quotes rectification work, obtains client approval, tracks rework cycles, and confirms final rectification and testing.

A technician spots a fire system fault on site, and what happens next usually depends on who picks up the phone that day. This workflow captures the defect straight from the technician's form, automatically escalates critical impairments with client alerts about interim safety measures, prices the fix, sends the client a quote to approve or decline, and tracks the rectification through to a final tested result. Every defect becomes a record with its own status and timeline, so the team can see at a glance what's outstanding, what's quoted, and what's been signed off.

Business Outcomes

Faster escalation of critical system impairments to clients and technicians
Clearer visibility of every defect's status from report through to final testing
Reduced back-and-forth by capturing quotes and client approval in one form
Fewer dropped rework cycles thanks to tracked, capped rectification loops
More consistent client communication at each stage of the defect lifecycle

Workflow Steps

Steps

1
Create Defect Recordcreate record
Registers the submitted defect as a new record.
2
Set Status: Defect Recordedupdate record
Sets the defect status to Defect Recorded on creation.
3
Route on Severity
Branches to the critical impairment path if the system is impaired.
severity: "Critical - system impaired"→Set Status: System Impaired
Default→Office Task: Price Rectification
4
Set Status: System Impairedupdate record
Updates the defect status to System Impaired.
5
Email Client: System Impairedsend email
Emails the client that the system is impaired and interim fire safety measures are needed.
6
SMS Client: System Impairedsend sms
Texts the client that the system is impaired and interim measures are needed.
7
Technician Task: Interim Measurescreate task
Assigns the technician a task due in 1 day to record interim measures and any immediate repair.
8
Save Interim Measures to Recordupdate record
Persists the interim measures and immediate repair notes to the record.
9
Office Task: Price Rectificationcreate task
Assigns the office a task due in 2 days to price the rectification.
10
Save Quote Amount to Recordupdate record
Persists the quote amount to the record and sets status to Quote Sent.
11
Send Quote to Client for Approvalrequest external input
Emails the client a form showing the defect, severity, recommended rectification and quote amount, and waits for their approve/decline decision.
12
Route on Client Decision
Branches based on whether the client approved or declined the rectification quote.
client_decision: "Approve"→Technician Task: Carry Out Rectification
client_decision: "Decline"→Set Status: Declined - Client Notified
Default→Set Status: Declined - Client Notified
13
Set Status: Declined - Client Notifiedupdate record
Updates the defect status to Declined - Client Notified.
14
Email Client: Defect Remainssend email
Emails the client that the defect remains and should be fixed.
15
Technician Task: Carry Out Rectificationcreate task
Assigns the technician a task with no due date to record the rectification work, test results and result.
16
Save Rectification Details to Recordupdate record
Persists the rectification work, test results and result to the record.
17
Route on Rectification Result
Branches based on whether the rectification was successful or further work is needed.
rectification_result: "Rectified"→Set Status: Rectified
rectification_result: "Further work needed"→Return to Technician for Further Work
Default→Return to Technician for Further Work
18
Return to Technician for Further Workrestart from step
Closes this iteration and restarts the rectification task for further work, up to 2 times.
19
Set Status: Rectifiedupdate record
Updates the defect status to Rectified.
20
Email Client: Defect Fixed and Testedsend email
Emails the client that the defect has been fixed and tested.

Fields

Technician Name*
Client Name*
Client Email*
Client Mobile*
Site Address*
System*
+14 more fields

Forms

Fire System Defect Report

11 fields

Data Views

Defects Overview

client_name, site_address, system, severity +2 more

Dashboard Widgets

Defects by Status

Recommended integrations

Setup the following integrations to extend workflow capability.

Send SMS in the workflow
TwilioAWS SNS
Send email in the workflow
AWS SES

fire system defect and rectificationfire protectiontradetrades

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FAQs

Do I need technical skills to set this workflow up?

No. The template is ready to use as soon as your workspace publishes it, and it runs the live defect process straight away. If you want to tweak a step later, you can describe the change in plain English or edit it directly in the workflow editor.

Can my team customise what happens for critical impairments?

Yes. The routing step that checks severity, along with the interim measures task and client notifications, can all be adjusted through the workflow editor or by describing the change you want. Earlier versions of the workflow are kept, so you can review what changed.

Is this suitable for businesses without a dedicated compliance team?

It's built for teams that need a straightforward way to log defects, escalate urgent ones, and track fixes through to completion. Each defect record keeps a status and timeline of what happened, along with the values technicians and office staff enter, which each business can use to support its own record-keeping obligations.

Who is involved in handling a defect from start to finish?

Technicians submit the initial defect report and later carry out interim measures and rectification work as assigned tasks. Office staff are assigned the task of pricing the rectification quote. Clients take part through the emailed approval form and receive email and SMS updates, without ever needing an account.

What happens if the client declines the quote?

If the client declines, the workflow sets the status to Declined - Client Notified and emails them to let them know the defect remains and should be fixed. This keeps a clear record of the decision on the defect's timeline.

How does the workflow handle rework if the fix doesn't work the first time?

After the technician records the rectification result, the workflow checks whether it was rectified or further work is needed. If further work is needed, it restarts the rectification task, and this can happen up to two times before moving on, keeping each attempt on the record.

Can my team send updates by SMS as well as email?

Yes, SMS is built into the platform alongside email, and this workflow already uses both to alert clients when a system is impaired. A workspace can also connect its own AWS SNS or Twilio account to send those texts through its existing service.

Where do the details technicians and office staff enter actually get saved?

Anything entered on a task the workflow waits for, like interim measures, quote amount, or rectification results, is saved directly to the defect record. This means the full history is visible in the record's timeline as the defect moves through its status.

Can the client approval step take payments as well?

A workspace can connect Stripe for online payments, but a payment step needs to be added to the workflow for it to actually take effect. As it stands, this workflow's approval step captures the client's decision and comments, not payment.

Ready to use this workflow?

Create a free account and customise this workflow for your business.