Workflow Template
Kitchen design and finish approval Workflow
Captures a kitchen design submission, sends the customer a design/finish summary for approval, loops through designer revisions if changes are requested (up to 3 cycles), and on approval confirms with the customer and hands the job to the office for production release preparation.
Kitchen design approvals often get stuck in email threads, with revision requests and finish changes scattered across messages and hard to track. This workflow captures the design submission, sends the customer a design and finish summary to approve or request changes on, loops the designer through up to three revision cycles, and confirms approval before handing the job to the office to prepare for production release. It's run by the kitchen designer and office team, with the customer approving through an emailed form — no account needed.
Business Outcomes
- Fewer approval delays from email back-and-forth
- Clearer tracking of design revisions and finish changes across cycles
- Faster handoff from customer approval to production prep
- Reduced risk of outdated drawings or specs being used
- Better visibility into where each design request sits, by status
Workflow Steps
Steps
- 1Create Kitchen Design Recordcreate record
Registers the submitted kitchen design as a record.
- 2Set Status to Awaiting Approvalupdate record
Marks the record as Awaiting Approval before sending it to the customer.
- 3Send Design to Customer for Approvalrequest external input
Emails the customer the design and finish summary with a form to approve or request changes.
- 4Route on Customer Decision
Branches the workflow based on whether the customer approved or requested changes.
customer_decision: "Approve"→Set Status to Approvedcustomer_decision: "Request changes"→Set Status to RevisingDefault→End - 5Set Status to Revisingupdate record
Marks the record as Revising when the customer requests changes.
- 6Designer Revision Taskcreate task
Assigns the kitchen designer to update the design based on customer comments, due in 2 days.
- 7Save Revisions to Recordupdate record
Persists the designer's revised drawing revision, layout summary, finishes, and price to the record.
- 8Restart for Customer Re-Approvalrestart from step
Closes this iteration and restarts from the customer approval step with the revised design.
- 9Set Status to Approvedupdate record
Marks the record as Approved once the customer approves the design.
- 10Send Approval Confirmation to Customersend email
Emails the customer a confirmation of the approved kitchen design and finishes.
- 11Office Task: Prepare Job for Production Releasecreate task
Creates a fire-and-forget task for the office to prepare the approved job for production release, due in 2 days.
Fields
- Customer Name*
- Customer Email*
- Site Address*
- Kitchen Layout Drawings*
- Drawing Revision*
- Layout Summary*
- +10 more fields
Forms
Kitchen Design Submission
13 fields
Data Views
Kitchen Designs Overview
customer_name, site_address, cabinet_material_colour, price +1 more
Dashboard Widgets
Recommended integrations
Setup the following integrations to extend workflow capability.
Send email in the workflow
AWS SES
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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 — there's no installation or development project involved. You can start capturing kitchen design submissions through the request form straight away, and adjust the steps later as your process changes.
Who needs to be involved for this to work?
You need at least one kitchen designer to handle revision tasks and an office team member to prepare approved jobs for production release. Both are workspace members who get tasks assigned to them; the customer takes part only through the emailed approval form, with no account required.
What happens when a customer requests changes?
The record status is set to Revising and a task is assigned to the designer, due in 2 days, to update the drawing revision, layout summary, finishes and price based on the customer's comments. Once the designer submits those changes, they're saved to the record and the workflow restarts from the customer approval step with the revised design.
How many revision cycles does the workflow support?
The workflow loops through up to 3 rounds of designer revisions and customer re-approval. Each cycle saves the designer's updated drawings, finishes and price to the record before sending it back to the customer for another look.
What does the customer actually see and do?
The customer receives an email with the design and finish summary and a form asking whether they approve the design, with a comments field. They fill this out without needing to log in or create an account, and their decision routes the workflow to either approval or the revision cycle.
What happens once the customer approves the design?
The record status is set to Approved and the customer is sent a confirmation email summarising the approved design and finishes. A task is then created for the office, due in 2 days, to prepare the job for production release.
Can I customise the form fields or task details?
Yes. You can describe the change you want in plain English, or edit the steps directly in the workflow editor, and earlier versions of the workflow are kept. This covers changes to the request form fields, task due dates, or the wording in customer emails.
Where do the designer's revision notes get saved?
Because the workflow waits for the Designer Revision Task, everything the designer enters — revised drawing revision, layout summary, finishes and price — is saved directly to the record. This keeps a full history of each revision cycle in the record's timeline.
Does the office task block the workflow from finishing?
No. The office task to prepare the job for production release is fire-and-forget, so the workflow doesn't wait on it. Any production release preparation notes the office adds stay with that task, visible in the record's task list.
How do I track where each kitchen design request is?
Every submission becomes a record with its own reference number, status and timeline of what's happened. Table views and dashboards let you see records grouped by status — Awaiting Approval, Revising, Approved — so you can check progress at a glance.
Ready to use this workflow?
Create a free account and customise this workflow for your business.