Workflow Template

Gas appliance installation and commissioning Workflow

Captures commissioning test results for a newly installed gas appliance, routes failed tests through a rectification loop (up to 2 retries), hands the appliance over to the customer once commissioned, and follows up with a handover summary email and a feedback request.

A gas fitter finishes installing an appliance and needs to log the commissioning tests, sort out any faults, and hand the appliance over to the customer without losing track of paperwork along the way. This workflow captures the test results from a form, automatically routes any failed test into a rectification task with up to two retest attempts, then moves the job through handover and a follow-up feedback request once it's commissioned. The team gets a clear status on every job — Commissioning, Rectification, Commissioned or Handed Over — with the full history saved on the record's timeline.

Business Outcomes

Fewer missed follow-ups on failed commissioning tests thanks to the built-in rectification loop
Clearer visibility of every job's status from first test through to handover
Reduced admin time chasing paperwork, since test results and handover details are saved directly to the record
More consistent customer handovers with a standard checklist and automatic summary email
Easier to spot recurring issues by reviewing rectification and feedback history across records

Workflow Steps

Steps

1
Create Commissioning Recordcreate record
Registers the submitted commissioning form as a gas commissioning record.
2
Set Status: Commissioningupdate record
Sets the record status to Commissioning after the test results are submitted.
3
Route on Commissioning Result
Branches to rectification if the result is Fail, otherwise proceeds to handover.
result: "Fail"→Set Status: Rectification
result: "Pass"→Set Status: Commissioned
Default→Set Status: Commissioned
4
Set Status: Rectificationupdate record
Sets the record status to Rectification because the commissioning test failed.
5
Rectification Taskcreate task
Assigns the gas fitter a task due in 2 days to fix the fault and record the retest result.
6
Save Rectification Resultupdate record
Persists the fault, fix and retest result to the record.
7
Route on Retest Result
Proceeds to handover if the retest passed, otherwise loops back to rectification.
retest_result: "Pass"→Set Status: Commissioned
retest_result: "Fail"→Loop Back to Rectification
Default→Loop Back to Rectification
8
Loop Back to Rectificationrestart from step
Restarts the rectification task for another attempt, up to 2 times, since the retest still failed.
9
Set Status: Commissionedupdate record
Sets the record status to Commissioned once the appliance has passed testing.
10
Customer Handover Taskcreate task
Assigns the gas fitter a task due in 1 day to hand the appliance over to the customer.
11
Save Handover Detailsupdate record
Persists the handover checklist details to the record.
12
Set Status: Handed Overupdate record
Sets the record status to Handed Over after the customer handover is complete.
13
Email Handover Summarysend email
Emails the customer a summary of the appliance details, shutdown instructions, service interval and warranty period.
14
Wait 2 Days Before Feedback Request
Pauses for 2 days before sending the customer feedback request.
15
Request Customer Feedbackrequest external input
Sends the customer a short feedback form with a 1-5 rating and comments.

Fields

Gas Fitter Name*
Customer Name*
Customer Email*
Customer Mobile*
Site Address*
Appliance Type*
+25 more fields

Forms

Gas Appliance Commissioning Form

21 fields

Data Views

Gas Commissioning Records

customer_name, site_address, appliance_type, make +5 more

Dashboard Widgets

Installations by Commissioning Status

Recommended integrations

Setup the following integrations to extend workflow capability.

Send email in the workflow
AWS SES

gas appliance installation and commissioningplumbing and gascommissioningtradetrades

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FAQs

Do I need any technical setup to start using this workflow?

No, this is a ready-to-use template — your workspace can publish it and start capturing commissioning records straight away. There's no installation or development project involved, so your gas fitters can be submitting forms the same day.

Can my team customise the rectification steps or handover checklist?

Yes, you can describe the change you want in plain English or edit the steps directly in the workflow editor. Earlier versions of the workflow are kept, so you can always see what changed and when.

What happens if a commissioning test fails?

The record status changes to Rectification and the gas fitter is assigned a task due in 2 days to fix the fault and record the retest result. If the retest still fails, the workflow loops back for another rectification attempt, up to two times, before moving on.

Who is responsible for the tasks in this workflow?

The gas fitter is assigned both the rectification task and the customer handover task, and the workflow waits for each to be completed before moving forward. Any workspace member set up as an admin or team member can be assigned these tasks depending on how your team is organised.

Does the customer need to log in or create an account?

No, customers take part entirely through a public request form and emailed forms — they never need an account. The handover summary email and feedback request are both sent directly to the email address captured on the record.

What information gets saved on the record versus staying with a task?

Because the rectification and handover tasks are ones the workflow waits for, the fault details, retest results and handover checklist answers are all saved directly on the record. This means anyone reviewing the record later can see the full history in its timeline, not just whoever completed the task.

Is this suitable for a small team with just one or two gas fitters?

Yes, the workflow scales to however many jobs and fitters you have — each request becomes its own record with a reference number and status. It works whether you're running a handful of commissioning jobs a week or managing a larger volume across multiple fitters.

How does the feedback request work?

Two days after the appliance is handed over, the workflow automatically sends the customer a short feedback form asking for an overall satisfaction rating and any comments. Responses are saved to the record, giving your team a simple way to track customer sentiment over time.

Can I see the status of all my commissioning jobs at a glance?

Yes, each record carries a status such as Commissioning, Rectification, Commissioned or Handed Over, and table views and dashboards group records by status. Workspace activity is also logged, so you can track progress across jobs without chasing individual fitters for updates.

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