Insulation installation checklist Workflow

What does this workflow record for each inspection?

Each submission creates a record with a reference number, a status, and a timeline of events. The record stores the checklist responses from the request form, inspection photos, and the overall result, along with rectification details and re-inspection results if the job is sent back to the installer. Because the workflow waits for the installer and inspector tasks, the rectification and re-inspection information entered on those tasks is saved directly to the record.

Who is involved in the inspection and rectification process?

An inspector completes the initial checklist through the request form, and the installer becomes involved only if the overall result fails, taking on a task to rectify the flagged issues within a set timeframe. The inspector then carries out a re-inspection task to confirm whether the rectification resolved the failed checks. Customers are kept informed by email at each key stage without needing an account.

What happens when the overall result is a pass?

If the checklist result is a pass, the record status is set to Passed and the customer receives an email confirming the insulation passed the installation check. No rectification or re-inspection steps are triggered in this path. The record timeline reflects the submission and passed outcome for future reference.

What happens when the overall result is a fail?

If the checklist result is a fail, the record status changes to Rectification and the installer is assigned a task to fix the failed checks and record rectification details and photos within 2 days. Once rectification is logged, the inspector is assigned a re-inspection task due within 1 day to check the corrected work. The outcome of that re-inspection then determines whether the job passes or is sent back to the installer again.

How does the rectification and re-inspection loop work?

After rectification, the inspector re-inspects the work and records a re-inspection result and notes, which are saved to the record. If the re-inspection passes, the record status is set to Passed and the customer is emailed that the insulation was rectified and passed. If it fails, the job is sent back to the installer to repeat the rectification cycle, up to 2 times, keeping the full history in the record timeline.

How do we change the checklist or the workflow steps?

A workflow can be adjusted by describing the desired change in plain English or by editing the steps directly in the workflow editor, such as adding fields to the checklist or adjusting task deadlines. Earlier versions of the workflow are kept, so changes can be reviewed against prior configurations. This makes it straightforward to refine the checklist or notification wording as inspection requirements evolve.

How do customers interact with this process?

Customers do not need an account to take part; they receive emailed notifications at submission, on a pass, and on a rectified pass, each referencing the job's reference number. All customer-facing communication in this workflow happens through built-in email, keeping them informed without requiring direct access to the workspace.

Where can staff see the status of an inspection job?

Table views and dashboards in the workspace show inspection records by status, such as Submitted, Rectification, or Passed, making it easier to see which jobs are awaiting installer or inspector action. Workspace activity is logged, and each record's timeline shows the sequence of events from submission through to final sign-off.

Is this workflow ready to use immediately?

Yes, a workspace can publish this template in minutes and start running live inspections without an installation or development project. Any adjustments needed for a specific organisation's checklist or notification wording can be made afterwards using plain English descriptions or the workflow editor.