Gutter and downpipe inspection Workflow

Why should we automate our gutter and downpipe inspection process instead of handling it manually?

Manual inspection reporting typically involves emailing draft reports back and forth for review, which can delay customer delivery and make it hard to track where a report stands. This workflow captures the inspection on a single record, routes it automatically to the roofing manager for review, and moves it through a revision loop if changes are needed, so nothing sits waiting for someone to remember to follow up. Each step is logged on the record's timeline, giving the team a clear view of inspection status without chasing emails.

What is the return on investment of using this workflow compared to manual review and email?

The main return comes from reduced admin time spent tracking report versions, chasing manager sign-off, and manually emailing customers once approved. Because the workflow is ready to use immediately in a workspace, there is no setup project before the team can start running live inspections through it. Over time, faster review cycles and automatic customer emails can help the business turn around more inspections without adding administrative headcount.

Who is involved in reviewing and approving an inspection report?

The inspector completes the initial request form with all inspection details, and the roofing manager is assigned a task to review the report and record a decision along with comments. If the manager requests changes, the inspector is assigned a task to update the defects found and recommended work, and the updated report is automatically routed back to the manager for re-review. If repair or replacement work is recommended after approval, an estimator is assigned a task to prepare a quote.

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

When the manager's review decision is 'Changes needed', the record status is set to Revising and the inspector receives a task to update the defects found and recommended work based on the manager's comments. Once the inspector submits these updates, they are saved to the record and the workflow automatically returns to the manager review step for re-assessment. This loop can repeat as many times as needed until the manager approves the report.

How does the customer receive the inspection report?

Once the roofing manager approves the report, the record status changes to Report Sent and the workflow emails the customer directly using the email address supplied on the original request. The email includes the overall condition, the condition of each inspected part (gutters, downpipes, brackets, box gutters and overflows), the defects found, and the recommended work. Customers do not need an account to receive this email.

What determines whether a repair or replacement quote task is created?

After the report is emailed to the customer, the workflow checks the 'Repair or Replacement Recommended' field from the original inspection. If it is set to Yes, the record status changes to Quote to Follow and an estimator is assigned a task to prepare a gutter repair quote. If it is set to No, the record status changes to Closed and no quote task is created.

Does the estimator's quote task hold up the workflow or the record?

No, the estimator's task to prepare a repair quote is assigned without the workflow waiting for it to be completed. The quote preparation notes the estimator enters stay attached to that task and appear in the record's task list, rather than being saved directly as fields on the record itself.

Can we customise the fields captured on the inspection request form?

Yes, the request form and its fields, such as gutter material, condition ratings, blockages, leaks and photos, 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 made with a record of what the workflow looked like before.

Can the review and revision steps be modified to suit our team's structure?

Yes, the manager review step, the revision loop, and the tasks assigned to the inspector or estimator can all be edited in the workflow editor or updated by describing the required change in plain English. Tasks and approvals are assigned to specific workspace members, so the workflow can be adjusted to match who on the team performs each review or preparation step.

How can we track the status of inspections that are in progress?

Each inspection is created as a record with its own reference number, current status (such as Report Review, Revising, Report Sent, Quote to Follow or Closed), and a timeline showing what has happened at each step. Table views and dashboards display records grouped by status, making it straightforward to see how many inspections are awaiting review, in revision, or ready for a repair quote.