Garage door safety inspection Workflow

What happens if the service manager requests changes to the report?

The record status changes to Revising, and the inspector receives a task to update the Defects Found and Recommended Work fields based on the manager's comments. Once the inspector submits the revision, the workflow returns to the service manager review task automatically. This loop repeats until the manager approves the report, and each decision and comment is saved to the record's timeline.

Can this handle inspections where no repair work is needed?

Yes. If Repair Work Recommended is set to No, the workflow skips the estimator task and moves the record straight to Closed after the approved report is emailed to the customer. This keeps straightforward, no-issue inspections from sitting in a queue meant for repair follow-up.

What if repair work is recommended but the estimator hasn't finished the quote yet?

The record status is set to Quote to Follow as soon as repair work is flagged, and the estimator task is created without the workflow waiting for it to finish. This means the record can still progress and be tracked in the Quote to Follow status while the estimator's Quote Preparation Notes stay attached to their task.

Who is responsible for each step in this workflow?

The inspector submits the initial report and handles any revisions requested by the service manager. The service manager reviews the report, records a Decision and Comments, and approves it before it's sent to the customer. The estimator is brought in only when repair work is recommended, receiving a task to prepare a quote.

What does the customer actually receive, and do they need an account?

The customer receives an emailed report once the service manager approves it, covering the safety result, each check result, defects found, and recommended repairs. Customers interact through the public request form or emailed forms and never need to create an account to submit an inspection request or receive their report.

Can we customise the fields on the inspection form or add more review steps?

Yes, the request form and workflow steps can be adjusted by describing the change in plain English or editing the steps directly in the workflow editor. Earlier versions of the workflow are kept, so changes can be reviewed or reverted if needed.

What happens if the service manager's decision is something other than Approved or Changes needed?

The workflow includes an otherwise branch for any decision value outside of Approved or Changes needed, so the record doesn't get stuck without a defined path. It's worth reviewing what values are entered on the review task to confirm the routing matches how your team records decisions.

How do we track where an inspection is in the process?

Each inspection is a record with a reference number, a current status, and a full timeline of what happened, including review decisions and comments. Table views and dashboards show records grouped by status, such as Report Review, Revising, Report Sent, Quote to Follow, or Closed, making it easy to see what's outstanding.

Does this workflow confirm that a garage door meets safety regulations?

The workflow records the safety result, individual check outcomes, and any defects or recommended work entered by the inspector, along with the service manager's approval decision. Each business should confirm its own regulatory and compliance obligations, as the workflow supports documentation and tracking rather than determining compliance.