Workflow Template
Flooring product / colour approval Workflow
Captures a customer's flooring selection, routes it to the customer for approval via an external form, loops back to the flooring consultant for revisions if changes are requested (up to 3 times), and on approval notifies the customer and tasks the office to order flooring and book installation.
Flooring showrooms lose time chasing customers for sign-off on product, colour and price, then re-keying revision requests between consultants and the office. This workflow captures the customer's flooring selection, sends it to them for approval by email, loops back to the flooring consultant for up to three rounds of revisions if changes are requested, and once approved, notifies the customer and tasks the office to order the flooring and book installation. Flooring consultants and office staff run the process, with customers approving or requesting changes through an emailed form and no account needed.
Business Outcomes
- Speeds up customer approval turnaround with an emailed form instead of phone tag
- Reduces miscommunication on product, colour and price during revisions
- Keeps a clear timeline of every approval round and status change on each record
- Cuts delays between approval and installation booking by triggering the office task automatically
- Supports consistent handling of revision requests across consultants
Workflow Steps
Steps
- 1Create Flooring Selection Recordcreate record
Registers the submitted flooring selection as a record.
- 2Set Status to Awaiting Approvalupdate record
Updates the record status to Awaiting Approval.
- 3Request Customer Approvalrequest external input
Emails the customer a form showing the selection details for them to approve or request changes.
- 4Route on Customer Decision
Branches based on whether the customer approved or requested changes.
customer_decision: "Approve"→Set Status to Approvedcustomer_decision: "Request changes"→Set Status to RevisingDefault→End - 5Set Status to Revisingupdate record
Updates the record status to Revising when the customer requests changes.
- 6Consultant Revises Selectioncreate task
Gives the flooring consultant a task to update the product, colour and price based on customer comments, due in 2 days.
- 7Save Revised Selectionupdate record
Saves the consultant's revised product, colour and price to the record.
- 8Restart Customer Approvalrestart from step
Restarts the workflow from the customer approval step for another round of review.
- 9Set Status to Approvedupdate record
Updates the record status to Approved when the customer approves the selection.
- 10Email Customer Confirmationsend email
Sends the customer a confirmation email of the approved flooring product and colour.
- 11Office: Order Flooring and Book Installationcreate task
Creates a fire-and-forget task for the office to order the flooring and book the installation, due in 2 days.
Fields
- Customer Name*
- Customer Email*
- Site Address*
- Flooring Product and Range*
- Colour*
- Board or Plank Size*
- +12 more fields
Forms
Flooring Selection Form
12 fields
Data Views
Flooring Selections
customer_name, site_address, flooring_product_range, colour +1 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 set up this workflow for my showroom?
Publish the template in your workspace and it's ready to run straight away, no installation or development project needed. You can then customise the request form fields or task details to match how your team works.
How does the customer approve their flooring selection?
The customer receives an emailed form showing their selection details, with options to approve or request changes and add comments. They don't need an account to respond, and their decision moves the record to the next step automatically.
What happens if the customer requests changes?
The record status updates to Revising and the flooring consultant gets a task, due in 2 days, to update the product, colour and price based on the customer's comments. Once the consultant saves the revision, the workflow sends the updated selection back to the customer for another round of approval.
Is there a limit to how many revision rounds can happen?
Yes, the workflow supports up to 3 rounds of customer revision requests before it restarts the approval step. Each round is tracked in the record's timeline so you can see exactly what changed and when.
Who is responsible for ordering the flooring and booking installation?
Once the customer approves, the office gets a task, due in 2 days, to order the flooring with the supplier and book the installation. This is a fire-and-forget task, so the workflow doesn't wait on it, and the details the office enters stay with that task in the record's task list.
Can I change the fields on the request form or approval form?
Yes, you can describe the change 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.
How do I track where a flooring selection is in the process?
Each submission becomes a record with a reference number, a status such as Awaiting Approval, Revising or Approved, and a full timeline of what happened. Table views and dashboards show all records grouped by status, so you can see approvals in progress at a glance.
Does the customer need to log in to see their selection or give approval?
No, the customer takes part entirely through the emailed form. They review their flooring product, colour and price details and submit their decision without creating an account.
Can we send a payment request as part of this workflow?
A workspace can connect Stripe for online payments, but that connection alone doesn't change this workflow. If you want to collect payment, a payment step would need to be added to the workflow steps.
What information gets saved to the record versus staying with a task?
Anything entered on a step the workflow waits for, like the consultant's revised product, colour and price, is saved to the record. Details entered on the office's order and installation task stay with that task in the record's task list, since the workflow doesn't wait for it to finish.
Ready to use this workflow?
Create a free account and customise this workflow for your business.