Workflow Template
Kitchen defects / punch list Workflow
Manages the end-to-end defect resolution process for cabinet installations: captures a defect list from the installation supervisor, notifies the customer, assigns repair work to the cabinet installer, has the supervisor verify repairs (with a rework loop up to 3 times), gets customer sign-off, handles any remaining issues, and closes out the job.
Cabinet installation businesses need a consistent, visible way to manage punch lists so that no defect is lost between the installation supervisor, the cabinet installer and the customer. This workflow captures the defect list from the supervisor, assigns repair work to the installer, has the supervisor verify each round of repairs with up to three rework cycles, secures customer confirmation, addresses any remaining issues, and closes out the job. Installation supervisors, cabinet installers and customers are each involved at defined points, with every status change and response recorded on the job's record.
Business Outcomes
- Supports faster turnaround on defect repairs with clear task deadlines for installers and supervisors
- Helps reduce miscommunication by keeping customers informed automatically at each stage
- Provides a documented timeline of repair checks, rework cycles and customer confirmations for oversight
- Makes it easier to track outstanding defects across multiple jobs from a single status view
- Supports consistent handling of rework by structuring repair verification into a repeatable loop
Workflow Steps
Steps
- 1Create Defect List Recordcreate record
Registers the submitted defect list as a new record.
- 2Set Status: Defects Openupdate record
Sets the defect list status to Defects Open.
- 3Email Customer the Defect Listsend email
Sends the customer the recorded defect list and confirms follow-up once complete.
- 4Cabinet Installer: Repair Defectscreate task
Assigns the cabinet installer a task to repair the listed defects, due in 5 days.
- 5Save Repair Details to Recordupdate record
Persists the defects fixed, outstanding items, parts ordered and photos to the record.
- 6Supervisor: Check Repairscreate task
Assigns the installation supervisor a task to check the repairs, due in 1 day.
- 7Save Repair Check Result to Recordupdate record
Persists the supervisor's repair check result and notes to the record.
- 8Route on Repair Check Result
Routes to customer confirmation if all fixed, or back to the installer if items remain outstanding.
repair_check_result: "All fixed"→Set Status: Awaiting Customerrepair_check_result: "Items outstanding"→Send Back to Cabinet InstallerDefault→Set Status: Awaiting Customer - 9Send Back to Cabinet Installerrestart from step
Closes this iteration and restarts the repair task for the cabinet installer to address outstanding items.
- 10Set Status: Awaiting Customerupdate record
Sets the defect list status to Awaiting Customer.
- 11Request Customer Confirmationrequest external input
Emails the customer the fixed defects and a form to confirm all is fixed or flag remaining issues, and waits for their reply.
- 12Save Customer Confirmation to Recordupdate record
Persists the customer's confirmation response and comments to the record.
- 13Route on Customer Confirmation
Routes to closure if all fixed, or to the supervisor for a further fix if something is still wrong.
customer_confirmation: "All fixed"→Set Status: Closedcustomer_confirmation: "Something is still wrong"→Supervisor: Address Remaining IssueDefault→Set Status: Closed - 14Supervisor: Address Remaining Issuecreate task
Assigns the installation supervisor a task to review the customer's comments and make a further fix, due in 2 days.
- 15Save Final Fix to Recordupdate record
Persists the further fix made to the record.
- 16Set Status: Closedupdate record
Sets the defect list status to Closed.
- 17Email Customer Thank Yousend email
Sends the customer a thank-you email confirming the job is complete.
Fields
- Installation Supervisor Name*
- Customer Name*
- Customer Email*
- Site Address*
- Job Reference*
- Date*
- +13 more fields
Forms
Kitchen Defect List
9 fields
Data Views
Defect Lists Overview
customer_name, site_address, job_reference, number_of_defects +1 more
Dashboard Widgets
Recommended integrations
Setup the following integrations to extend workflow capability.
Send email in the workflow
AWS SES
Similar Workflows
Similar Categories
FAQs
What does this workflow record at each stage of the defect resolution process?
The record captures the original defect list with photos, the installer's repair details (defects fixed, outstanding items, parts ordered, repair photos), the supervisor's repair check result and notes, the customer's confirmation and comments, and any further fix made. Each of these is saved to the record's timeline alongside status changes such as Defects Open, Awaiting Customer and Closed, giving a full account of how the job progressed.
Who is involved in resolving a kitchen defect list?
The installation supervisor submits the initial defect list and later checks completed repairs, the cabinet installer is assigned the repair tasks, and the customer is emailed the defect list and asked to confirm once repairs are complete. Workspace members are assigned the supervisor and installer tasks, while the customer takes part through emailed forms without needing an account.
How does the rework loop work if repairs aren't complete?
After the cabinet installer completes a repair task, the supervisor checks the work and records a Repair Check Result of either 'All fixed' or 'Items outstanding'. If items remain outstanding, the workflow closes that iteration and restarts the repair task for the installer, and this can repeat up to three times before moving forward to customer confirmation.
What happens if the customer says something is still wrong after confirming repairs?
If the customer's response is 'Something is still wrong', the workflow routes the job to the installation supervisor, who is assigned a task to review the customer's comments and make a further fix within 2 days. The fix made is then saved to the record before the job status is set to Closed.
How do we change this workflow to fit our own defect resolution process?
A workflow can be changed by describing the desired change in plain English or by editing its steps directly in the workflow editor, such as adjusting task deadlines or the wording of customer emails. Earlier versions of the workflow are kept, so changes can be reviewed or reverted as needed.
How is the customer kept informed without needing to log in anywhere?
The customer receives the defect list by email once it's recorded, a request to confirm fixed defects with a form to reply Confirmation and Comments, and a thank-you email once the job is closed. All of this happens through emailed forms, so the customer never needs to create an account.
What does the record show if a job needs several rounds of repair?
The record's timeline reflects each cycle of the repair loop, including the repair details submitted by the installer and the repair check result and notes recorded by the supervisor for every iteration. This gives a clear, chronological view of how many rounds of rework a job required before reaching customer confirmation.
Can we track how many defect jobs are open, awaiting customer response, or closed?
Yes, each defect list is a record with a status—such as Defects Open, Awaiting Customer or Closed—and table views and dashboards show records grouped by status. This makes it straightforward to see at a glance how many jobs are progressing through each stage.
Ready to use this workflow?
Create a free account and customise this workflow for your business.