Workflow Template
Insulation photo evidence record Workflow
Captures a complete photo evidence record for each insulation job, has the office verify photo completeness, loops back to the installer to upload any missing photos, and confirms to the customer once the evidence record is complete on file.
Insulation teams often struggle to collect complete, clear photo evidence for every job, leading to back-and-forth chasing installers for missing shots. This workflow captures all required photos through a request form, has office staff verify completeness, loops back to the installer for anything missing, and emails the customer once the record is confirmed complete. Office staff run the checks, installers handle re-uploads, and the whole process runs without anyone needing to install software or manage a project.
Business Outcomes
- Helps reduce time spent chasing installers for missing or unclear photos
- Supports faster turnaround from photo submission to confirmed complete record
- Makes it easier to track photo completeness status across all jobs in one place
- Helps standardise what photo evidence is captured for every insulation job
- Reduces manual follow-up by automatically routing incomplete records back to the installer
Workflow Steps
Steps
- 1Create Photo Evidence Recordcreate record
Creates the photo evidence record for this job from the submitted form.
- 2Set Status to Submittedupdate record
Sets the evidence status to Submitted on the new record.
- 3Office: Check Photo Completenesscreate task
Office staff verify every required photo is present and clear, recording the result and any missing photos.
- 4Save Check Result to Recordupdate record
Persists the office's photo check result and missing photo list to the record.
- 5Route on Photo Check Result
Routes to completion if all photos are present, or to the installer upload loop if photos are missing.
photo_check_result: "Complete"→Set Status to Completephoto_check_result: "Photos missing"→Set Status to Photos MissingDefault→End - 6Set Status to Photos Missingupdate record
Sets the evidence status to Photos Missing on the record.
- 7Installer: Upload Missing Photoscreate task
Assigns the installer a task to upload the specific photos identified as missing, due in 3 days.
- 8Save Resubmitted Photos to Recordupdate record
Persists the installer's resubmitted photos to the record before rechecking.
- 9Return to Office Checkrestart from step
Restarts the workflow from the office photo check so the resubmitted photos can be reviewed, up to 2 times.
- 10Set Status to Completeupdate record
Sets the evidence status to Complete once all required photos are confirmed present and clear.
- 11Email Customer: Photo Record Completesend email
Emails the customer confirming the photo record of their job is complete and kept on file.
Fields
- Installer Name*
- Customer Name*
- Customer Email*
- Site Address*
- Job Reference*
- Job Date*
- +10 more fields
Forms
Insulation Job Photo Evidence Form
12 fields
Data Views
Insulation Job Photo Evidence Records
customer_name, site_address, job_reference, job_date +1 more
Dashboard Widgets
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Setup the following integrations to extend workflow capability.
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FAQs
How do I set up this workflow for my team?
Publish the template in your workspace and it's ready to run immediately, no development or installation needed. You can start collecting job submissions through the request form right away, and adjust the office check or installer task details later if needed.
How long does it take before a customer gets confirmation?
That depends on how quickly the office completes its photo check and how quickly the installer uploads any missing photos, which are due within 3 days if requested. Once the office confirms all photos are complete, the customer email goes out automatically.
What happens if the office finds photos are missing?
The record status changes to Photos Missing and the installer gets a task listing exactly which photos are needed, due in 3 days. Once the installer uploads them, the workflow sends the record back to the office for another check.
How many times can the photo check loop back to the installer?
The workflow allows up to 2 return trips to the office check after installer resubmissions. This keeps the process moving while still giving installers a fair chance to correct missing or unclear photos.
Who is responsible for verifying the photos are correct?
Office staff are assigned the photo completeness check task and record the result along with any missing photos. The workflow waits for their input before deciding whether to close the record or send it back to the installer.
Can I customise the required photo types on the form?
Yes, you can describe the change in plain English or edit the form fields directly in the workflow editor. Earlier versions of the workflow are kept, so you can review what changed over time.
Does the installer need an account to upload missing photos?
No, the installer receives their upload task and can complete it without setting up an account. Customers also interact through a public request form or emailed forms, with no account required on their end either.
What information is kept on the job record?
Each job has a reference number, a status, and a timeline showing what happened at each step, including the photo check result and any missing photos identified. Since the office check is a waited-for task, its results are saved directly to the record for later reference.
How does the customer find out the record is complete?
Once the status changes to Complete, the workflow automatically emails the customer confirming their photo evidence record is on file. This happens without any manual step from office staff.
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