Gas pressure / tightness test record Workflow

What does this workflow record for each gas pressure and tightness test?

Each submission creates a record capturing the fitter, client, site address, job reference, test parameters (pressure, duration, readings, gauge used), photos and the initial result. If a test fails, the record also captures the repair notes and retest result entered by the gas fitter on the repair task. The record's timeline reflects every status change, from Submitted through to Passed or Failed.

Who is involved in this workflow?

The gas fitter submits the initial test via the request form and, if a test fails, completes the repair task recording the repair made and the retest result. The client receives email notifications at each key stage — pass, fail, or repaired-and-passed — without needing an account. Workspace admins and members can view record status and timeline at any point.

What happens if a test fails on first submission?

The record status is set to Failed and the client is emailed to advise the installation failed and gas supply has been turned off pending repair. The gas fitter is then assigned a task, due in one day, to record the repair made and the retest result. The workflow waits for this task before proceeding.

How does the retest and repair loop work?

Once the gas fitter submits the repair details and retest result, the workflow routes based on whether the retest passed or failed. A passing retest updates the status to Passed and emails the client with the repair confirmation and next test due date. A failing retest sends the task back to the gas fitter for further repair, up to two additional times, before the loop resolves.

How do we change what information is captured on the request form?

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

How do we change who the repair task is assigned to?

Task assignment can be updated in the workflow editor to route the repair task to a different team member, or the change can be described in plain English for the workflow to apply. This does not affect records already in progress at the time of the change.

Can the number of retest attempts be adjusted?

Yes, the number of times the repair task is sent back to the gas fitter after a failed retest is a step in the workflow and can be changed like any other step, either through the editor or by describing the desired behaviour. Each adjustment is saved as a new version of the workflow.

What do clients see during this process?

Clients receive email notifications at defined points: when a test passes, when it fails and supply is turned off pending repair, and when a repair and retest have passed. Clients do not need an account to receive these updates, and each email reflects the current status recorded against their job.

How is the next test due date handled?

The next test due date is captured on the request form and included in the email sent to the client when the test passes, either on first submission or after a successful repair and retest. This date is stored on the record as part of the test details.