Maintenance inspection checklist Workflow

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

Each inspection is created as its own record with a reference number, status and full timeline. The record captures the original checklist submission, the manager's Review Decision and Comments, any revised Defects Found and Recommended Work from the inspector, and the report status as it moves through Report Review, Revising, Report Sent, Quote to Follow or Closed. All of this is visible on the record and in workspace activity logs for oversight.

Who is involved in reviewing and approving the inspection report?

The maintenance manager is assigned a task to review the inspection report and record a Review Decision along with Comments, and the workflow waits for this task before proceeding. If the manager requests changes, the inspector is assigned a task to update the Defects Found and Recommended Work, and the revised report returns to the manager for another review. This loop continues until the manager records an Approved decision.

What happens when the manager requests changes to a report?

The status is set to Revising and the inspector receives a task to update the Defects Found and Recommended Work based on the manager's comments. Once the inspector submits these updates, they are saved to the record and the workflow restarts the manager review task with the revised report. This gives teams a clear, repeatable path for correcting reports before they reach the customer.

What happens once the report is approved?

The status changes to Report Sent and the customer is emailed a report containing the overall condition, the condition of each inspected area, defects found and any recommended maintenance work. The workflow then checks the Is Maintenance Work Recommended? field to decide whether a quote task or closure follows. Customers receive this report by email without needing an account.

How does the workflow handle jobs where maintenance work is recommended?

If maintenance work is recommended, the status is set to Quote to Follow and an estimator is assigned a task to prepare a maintenance quote. The workflow does not wait for this task to complete, so Quote Preparation Notes stay attached to that task in the record's task list rather than being saved directly to the record. If no maintenance work is recommended, the status is instead set to Closed.

How do we change the fields captured on the inspection checklist?

The request form fields, such as Property Type, individual condition ratings, Defects Found and Photos, can be adjusted by describing the change in plain English or editing the form directly in the workflow editor. Earlier versions of the workflow are kept, so changes can be reviewed or reverted as the checklist evolves. This makes it straightforward to tailor the inspection to different property types or site requirements.

How do we change who is assigned the review, revision or quote tasks?

Task assignments, such as the manager review, inspector revision and estimator quote tasks, are configured for workspace members and can be updated by editing the relevant step in the workflow editor. Changes can also be described in plain English to adjust routing or task assignment. Previous versions of the workflow remain available for reference after any change.

Can customers track the status of their inspection report themselves?

Customers submit the original inspection request or related details through a public request form or emailed forms, without needing an account. While the record's status and timeline are visible to workspace users through table views and dashboards, customers receive updates through the emailed report itself. This keeps customers informed at the key milestone of report approval without requiring ongoing manual updates from staff.