Workflow Template
Garage door service report Workflow
Captures a technician's garage door service report, routes handling based on defect priority (none/minor/urgent), manages repair quoting and client approval, and keeps the client informed at each stage until the record reaches a final status.
Technicians finish a garage door service call and the defect details end up scattered across paper forms, texts, and follow-up phone calls, leaving the office guessing whether repairs are urgent, quoted, or approved. This workflow captures the service report from a single form, routes it automatically by defect priority, and manages the quote-and-approval cycle so nothing waits on someone remembering to chase it. The result is a record with a clear status and timeline from submission to Complete, Repairs Declined, or beyond, with the client emailed at every key stage.
Business Outcomes
- Reduces time between inspection and client notification of defects
- Cuts manual follow-up on repair quotes by routing approval requests directly to the client's email
- Improves visibility into which service reports are pending, quoted, or awaiting client decision
- Speeds up urgent repair handling with a dedicated technician task and 1-day due date
- Keeps clients informed automatically at every stage without extra admin work
Workflow Steps
Steps
- 1Create Service Report Recordcreate record
Creates the service report record from the submitted form data.
- 2Set Status to Submittedupdate record
Sets the service report status to Submitted immediately after creation.
- 3Route on Defect Priority
Routes the workflow based on whether defects found are none, minor, or urgent.
defect_priority: "No defects"→Set Status to Complete (No Defects)defect_priority: "Urgent defects"→Set Status to Urgent Repairdefect_priority: "Minor defects"→Office: Price Minor RepairsDefault→End - 4Set Status to Complete (No Defects)update record
Sets the status to Complete since no defects were found.
- 5Email Client Service Summarysend email
Emails the client the service summary and the next service due date.
- 6Set Status to Urgent Repairupdate record
Sets the status to Urgent Repair as urgent defects were found.
- 7Email Client Urgent Defectssend email
Emails the client details of the urgent defects found.
- 8Technician: Carry Out Urgent Repairscreate task
Assigns the technician a task due in 1 day to record the urgent repairs made and photos.
- 9Save Urgent Repair Detailsupdate record
Saves the urgent repairs made and photos to the record.
- 10Email Client Repairs Completesend email
Emails the client the repairs made and the next service due date.
- 11Office: Price Minor Repairscreate task
Assigns the office a task due in 3 days to price the minor repairs and record the quote amount.
- 12Save Quote and Set Status to Quote Sentupdate record
Saves the quote amount to the record and sets status to Quote Sent.
- 13Send Quote to Client for Approvalrequest external input
Emails the client the defects and quote amount and waits for their Approve or Decline decision.
- 14Route on Client Quote Decision
Routes the workflow based on whether the client approved or declined the repair quote.
quote_decision: "Approve"→Technician: Carry Out Approved Repairsquote_decision: "Decline"→Set Status to Repairs DeclinedDefault→End - 15Technician: Carry Out Approved Repairscreate task
Assigns the technician a task with no due date to record the minor repairs made and photos.
- 16Save Minor Repair Detailsupdate record
Saves the minor repairs made and photos to the record and sets status to Complete.
- 17Email Client Repairs Completesend email
Emails the client the repairs that were made.
- 18Set Status to Repairs Declinedupdate record
Sets the status to Repairs Declined since the client declined the repair quote.
- 19Email Client Repairs Declined Noticesend email
Emails the client that the defects remain and are noted for the next service.
Fields
- Technician Name*
- Client Name*
- Client Email*
- Site Address*
- Service Date*
- Door Type*
- +14 more fields
Forms
Garage Door Service Report
12 fields
Data Views
Service Reports
client_name, site_address, service_date, defect_priority +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
What happens if the technician marks no defects found?
The record status is set to Complete right away, and the client is emailed a service summary along with the next service due date. No repair tasks, quotes, or approvals are triggered, so straightforward services close out immediately.
What happens if urgent defects are found during the inspection?
The status moves to Urgent Repair and the client is emailed the urgent defect details. The technician is then assigned a task due in 1 day to record the repairs made and upload photos, which the workflow waits for before saving the details to the record and emailing the client that repairs are complete.
Can this handle minor defects that need a repair quote before work starts?
Yes. When minor defects are found, the office is assigned a task due in 3 days to price the repairs and enter a quote amount, which is saved to the record and the status is set to Quote Sent. The client is then emailed the defects and quote amount and asked to Approve or Decline.
What if the client declines the repair quote?
The status is set to Repairs Declined and the client is emailed a notice confirming the defects remain and are noted for the next service. No further repair task is assigned, so the record reaches a final status without additional office or technician steps.
What if the client approves the repair quote?
The technician is assigned a task, with no due date, to record the minor repairs made and photos. Once submitted, those details are saved to the record, the status is set to Complete, and the client is emailed confirming the repairs that were made.
What if the client doesn't respond to the quote approval email at all?
The workflow waits at the Send Quote to Client for Approval step for the client's Approve or Decline decision, so the record stays at Quote Sent status until a response is received. Staff can check the record's status and timeline in the workspace to see which quotes are still pending a client decision.
Who is responsible for each task in this workflow?
Technicians are assigned tasks for carrying out urgent repairs and approved minor repairs, recording repairs made and photos on each. Office team members are assigned the task of pricing minor repairs and entering the quote amount. All tasks are assigned to workspace members and tracked on the record.
Can we customise the fields captured on the service report form?
Yes, the request form fields, task details, and email content 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.
Does the client need an account to approve the quote or view updates?
No, clients take part entirely through the request form and emailed forms, including the quote approval email, without needing to create an account. All their responses, such as Approve or Decline and comments, are saved to the record.
How do we track where a service report stands at any given time?
Each service report is a record with a reference number, a status such as Submitted, Urgent Repair, Quote Sent, Complete, or Repairs Declined, and a timeline showing what has happened. Table views and dashboards in the workspace display records by status so teams can see pending quotes, urgent repairs, or completed jobs at a glance.
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