Landscape Design Consultation Workflow

What does this workflow record at each stage of the design brief?

The record captures the customer's original enquiry details, the consultation date and assigned designer, site measurements and constraints, the design brief content (goals, features, plants and materials), and the design fee. Each status change — New Enquiry, Consultation Booked, Brief Review, Revising, Brief Approved — is tracked in the record's timeline along with when it occurred, giving a full history of how the brief developed.

Who is involved in moving a landscape enquiry through this workflow?

Office staff are assigned the task of booking the consultation and recording the date and designer within 2 days. The assigned designer then prepares the initial brief and fee, handles any revision tasks the customer requests, and later prepares the concept design. The customer participates by receiving emails and completing a review form without needing an account.

How do we change what the request form or brief tasks ask for?

Any step in this workflow, including the request form fields or the details captured on the office and designer tasks, can be adjusted by describing the change in plain English or editing the step directly in the workflow editor. Earlier versions of the workflow are kept, so changes can be reviewed against what was previously in place.

What happens when a customer requests changes to the design brief?

When the customer selects 'Request changes' on the review form, the status is set to Revising and the designer receives a task, due in 2 days, showing the customer's comments alongside fields to update the brief and fee. Once the designer saves the revised brief, the workflow restarts the customer review step so the customer can review the updated version, repeating this cycle as needed.

What happens once the customer approves the design brief?

When the customer selects 'Approve' on the review form, the status is set to Brief Approved and the customer receives an email confirming the approval. A task is then created for the designer to prepare the concept design, due in 10 days, and the workflow does not wait for this task to complete before continuing.

How do customers interact with this workflow without an account?

Customers submit their initial enquiry through a public request form and later respond to the design brief review through a form emailed to them, along with receiving acknowledgement and confirmation emails at key stages. None of these interactions require the customer to create or log into an account.

Can the consultation booking or brief preparation tasks be reassigned to different roles?

Tasks in this workflow are assigned to workspace members, so the office task for booking consultations and the designer tasks for brief preparation and revisions can be assigned to whichever team members are appropriate. Workspace admins can adjust who is responsible for each task as staffing or responsibilities change.

What information does the concept design handoff task include?

The final task in this workflow asks the designer to prepare the concept design and record concept design notes, with a 10-day due date. Because the workflow does not wait for this task, the notes are stored with the task itself and shown in the record's task list, while the record's status remains at Brief Approved.

How is the design fee tracked as the brief changes?

The design fee is first recorded when the designer prepares the initial brief, and it is updated again if the designer revises the brief following customer feedback. Each saved version updates the record, and the customer sees the current fee whenever they are asked to review the brief.