HVAC filter replacement / maintenance register Workflow

Why should we automate our HVAC filter replacement register instead of using a spreadsheet?

A spreadsheet relies on someone remembering to update it and manually chasing follow-ups, which is easy to miss during busy periods. This workflow creates a record automatically from the technician's submitted form, sets a status, and routes flagged filters to the service manager without anyone needing to track it separately. Each record keeps a timeline of what happened, which makes it easier to see the current state of any unit at a glance.

What is the ROI of using this workflow compared to handling filter reviews manually?

Manually reviewing every technician submission for clogged or damaged filters and then emailing clients takes staff time and is prone to delay. This workflow automatically routes only the filters that meet the flagged condition to the service manager, so review time is spent only where it is needed. Clients receive confirmation emails automatically, which reduces the time staff spend on status update calls or emails.

How does the workflow decide whether a filter needs service manager review?

The workflow checks the 'Condition of Old Filter' field submitted on the technician's register form. If it is marked as heavily clogged or damaged, the record status is set to Review Needed and a task is assigned to the service manager. Otherwise, the record moves straight to Up to Date and the client is emailed the filter record directly.

What happens during the service manager review step?

When a filter is flagged, the service manager is assigned a task due in three days to check the unit and its replacement interval. The workflow waits for this task to be completed, and the recommendation and revised next replacement due date entered by the manager are saved to the record. This information is then emailed to the client and the record status updates to Up to Date.

Can we customise the fields collected on the technician register form?

Yes, the register form and workflow steps 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. This makes it straightforward to add or remove fields such as additional filter specifications or site details.

Who is involved in this workflow and what do they need access to?

Do clients need to create an account to receive filter replacement confirmations?

No, clients receive their filter record confirmation and any manager recommendation by email without needing an account. This applies whether the record required manager review or moved straight to Up to Date. The emailed details include the unit, filter replaced, condition, and next replacement due date.

How does the workflow handle photos and pressure drop readings submitted by technicians?

Photos and pressure drop readings entered on the register form are saved to the record as part of the intake step, since the workflow waits for this form submission to create the record. This information stays with the record's timeline alongside other submitted details such as filter type and condition. It supports a fuller picture of each replacement when reviewing the record later.

What does the record status tell us about where a filter replacement stands?

Each record moves through statuses such as Recorded, Review Needed, and Up to Date depending on the condition reported and whether manager review was triggered. These statuses are visible in table views and dashboards, making it easy to see at a glance which units are pending review versus fully processed. Each business should confirm its own record-keeping obligations for maintenance documentation.