Generator Installation and Changeover Workflow

Why should we automate generator commissioning testing instead of using paper checklists or spreadsheets?

Manual checklists and spreadsheets make it hard to track which generators are still in rectification, which have passed, and which are awaiting handover. This workflow creates a record with a reference number, status and timeline for every commissioning test, so staff can see progress at a glance without chasing paperwork. It also standardises the data captured on every job, from test results to handover details, reducing the risk of incomplete records.

What is the ROI of using this workflow compared to handling rectification and handover manually?

The workflow removes the need for someone to manually follow up on failed tests, remind electricians about re-testing, or chase handover documentation. Tasks are automatically assigned with due dates, and the record status updates as work progresses, which reduces administrative time per job. Over multiple installations, this time saving compounds, while the handover summary email and feedback request run automatically without staff intervention.

How does the rectification loop work when a commissioning test fails?

When the Overall Result is Fail, the record status is set to Rectification and the electrician is assigned a task due in 2 days to record the fault, the fix and the retest result. If the retest still fails, the workflow loops back to rectification for up to 2 additional cycles before the record status is set to Commissioned once a test or retest passes. Every fault description, fix description and retest result is saved to the record, building a full history in the timeline.

What happens at the customer handover stage?

Once the record status is set to Commissioned, the electrician is assigned a task due in 1 day to hand the generator over to the customer and record whether the customer was shown the safe changeover and start-up procedure, along with the service interval and warranty period. These details are saved to the record and the status changes to Handed Over. The customer is then emailed a handover summary covering generator details, the changeover procedure, service interval and warranty period.

Can we customise the test fields or handover questions in this workflow?

Yes. Workflows in assess.one can be changed by describing the change in plain English or by editing the steps directly in the workflow editor, and earlier versions are kept. This means fields on the request form, the rectification task, or the handover task can be adjusted to match a business's specific commissioning checklist or handover requirements.

Who is responsible for each task in the workflow, and do customers need to log in anywhere?

Tasks such as the Rectification Task and Customer Handover Task are assigned to team members within the workspace, typically the electrician on the job. Customers take part only through forms emailed to them, such as the handover summary and the feedback request, and never need to create an account.

How does the delayed feedback request work, and what does it capture?

Two days after the handover summary email is sent, the workflow automatically emails the customer a short feedback form asking for an overall satisfaction rating from 1 to 5 and any comments or suggestions. Because this is a form emailed to the customer, their responses are saved directly to the record, adding to the job's timeline without requiring any manual data entry by staff.

What data is captured if a generator fails commissioning more than once?

The workflow supports up to 2 additional rectification cycles after the first failed test, looping back through the Rectification Task each time a retest fails. Each cycle's fault description, fix description and retest result are saved to the record, so the full history of what was tried and the outcome of each attempt is visible in the record's timeline.

Can this workflow help with compliance or audit requirements for generator commissioning?

The workflow records each test result, status change, rectification detail and handover confirmation in the record's timeline, which can support a business's own documentation practices. However, each business should confirm its own regulatory and compliance obligations, as the workflow itself does not determine or guarantee compliance.