Landscape site assessment Workflow

Why should we automate landscape site assessments instead of managing them by email and spreadsheets?

Manual handling of site inspections often means reports sit in inboxes waiting for review, with no clear record of who approved what or when. This workflow creates a single record per site visit with a status and timeline, so the manager review, any revisions, and the final customer email are all tracked in one place. It reduces the administrative effort of chasing updates and gives the business a clear view of where every assessment stands.

What happens if the landscape manager requests changes to the report?

If the manager's review decision is 'Changes needed', the record status is set to Revising and the inspector is assigned a task, due in 1 day, to update the defects found and recommended work based on the manager's comments. Once the inspector submits the updates, the workflow returns automatically to the manager review task so the revised report can be reassessed. This loop can repeat as many times as needed until the manager approves the report.

How is the customer kept informed during this process?

The customer does not need an account and is not involved until the report is approved. Once the landscape manager approves the report, the workflow sets the status to Report Sent and emails the customer the approved findings, including site suitability, soil, drainage, access and recommended works.

What triggers the landscaping quote step, and who is responsible for it?

After the approved report is emailed, the workflow checks the 'Is Landscaping Work Recommended?' field. If the answer is Yes, the status is set to Quote to Follow and the estimator is assigned a task, due in 3 days, to prepare a landscaping quote. This is a task the workflow does not wait for, so the quote preparation notes stay with that task rather than being saved on the record itself.

What happens to a record when no landscaping work is recommended?

If the site assessment concludes that landscaping work is not recommended, the workflow sets the record status directly to Closed after the customer report has been sent. No estimator task is created in this path, keeping the record's activity focused on the assessment and reporting steps that actually occurred.

Can we customise the fields captured on the site inspection form?

Yes. The request form and each task can be adjusted by describing the change in plain English or by editing the steps directly in the workflow editor. Earlier versions of the workflow are kept, so changes can be made with confidence that prior configurations remain available.

Who is involved in reviewing and progressing an assessment, and how are tasks assigned?

The landscape manager reviews each submitted report and records a decision and comments, while the inspector is assigned any revision task that follows a 'Changes needed' decision. The estimator is brought in separately once a report is approved and landscaping work is recommended. Each of these is a task assigned to a workspace member, with admins able to see progress across all records.

How does this workflow reduce back-and-forth between the inspector and manager?

Instead of comments being exchanged over email or phone, the manager's decision and comments are saved directly to the record, and the inspector's revised content is captured on the same record when the update task is completed. The workflow then automatically routes back to the manager review task, so both parties can see the current version and history without manually re-sending files.

What does the record show once an assessment is complete?

Each site assessment record carries a reference number, a status such as Report Review, Revising, Report Sent, Quote to Follow or Closed, and a timeline of what happened at each step, including the manager's decision and comments and any revised content the inspector entered. This gives the business a clear, reviewable history of each assessment, though each business should confirm its own record-keeping obligations for site inspection reports.