Insulation site assessment Workflow

What does this workflow record at each stage of the assessment?

The initial request form captures site and inspection details including areas assessed, existing insulation condition, hazards and recommendations, all saved to the record on submission. The manager's Decision and Comments are recorded when the review task is completed, and if changes are requested, the inspector's Updated Defects Found and Updated Recommended Work are saved back to the record. The estimator's Quote Preparation Notes are recorded on the task itself rather than on the record, since that step does not pause the workflow.

Who is involved in reviewing and approving the assessment report?

The insulation manager is the primary approver, reviewing the submitted report and recording a Decision along with Comments. If the manager requests changes, the inspector who submitted the original assessment is assigned the task of updating the defects found and recommended work. Once the manager approves the report, no further review task is required before the customer email is sent.

What happens if the manager requests changes to the report?

The record status is set to Revising and a task is assigned to the inspector to review the manager's comments and update the defects found and recommended work. Once the inspector submits these updates, they are saved to the record and the workflow automatically returns to the manager review step for reassessment. This loop can repeat as many times as needed until the manager approves the report.

How do we change this workflow if our review or reporting process differs?

Changes can be described in plain English or made directly in the workflow editor, such as adjusting the fields captured on the request form, altering the wording of the customer email, or changing which status labels are used. Earlier versions of the workflow are kept, so adjustments can be reviewed or reverted if needed. This makes it straightforward to adapt the process as review requirements evolve.

What triggers the installation quote task, and who handles it?

Once the manager has approved the report and the customer email has been sent, the workflow checks the Insulation Installation Recommended? field. If it is set to Yes, the record status changes to Quote to Follow and a task is created for the estimator to prepare an installation quote, recording Quote Preparation Notes on that task. If installation is not recommended, the record status is set to Closed instead.

How does the customer receive the assessment outcome?

Once the report is approved and the record status is set to Report Sent, the workflow automatically emails the customer a summary covering site suitability, existing insulation, hazards found and the recommended product. Customers receive this by email without needing to log into any account, using the email address provided on the original request form.

How can we track the progress of an individual assessment?

Each submitted assessment becomes a record with a reference number, a current status, and a timeline showing what has happened, from Report Review through to Report Sent and either Quote to Follow or Closed. Table views and dashboards allow staff to see records grouped by status, making it possible to identify assessments awaiting manager review, revision, or quote preparation at a glance.

Who can access or act on the assessment record within the workspace?

Workspace users are set up as admins or members, and specific tasks such as manager review or inspector revision are assigned to the relevant team members. All workspace activity, including task completions and status changes, is logged against the record's timeline for later reference.