Maintenance job completion with photos Workflow

What does this workflow record at each stage of a maintenance job?

The record keeps the original job details submitted on the request form, along with the office's Review Result and Comments, any Additional Notes and Additional Photos added by the handyman, the customer's confirmation status and comments, and any Fix Made Notes and Fix Photos from an issue resolution. Each maintenance job record also has a status, a reference number, and a timeline showing what happened and when. Any business relying on this record for its own compliance or record-keeping obligations should confirm those requirements independently.

Who is involved in reviewing and confirming a completed job?

Office team members are assigned a task to check the before/after photos and job notes, the handyman is assigned tasks to add missing details or fix reported issues, and the customer or property manager confirms completion through a form emailed to them without needing an account. Each of these participants acts at a defined step, and their inputs are saved to the record.

What happens if the office finds the photos or notes incomplete?

If the office review result is 'Details missing', the job's status is set to Details Missing and the handyman is assigned a task to add the missing photos and notes based on the office's comments. Once submitted, the workflow returns to the office review step so the updated details can be re-checked before moving forward.

What happens if the customer reports an issue instead of confirming completion?

If the customer reports an issue, the job's status is set to Issue Reported and the handyman is assigned a task to fix the issue and record the fix made along with photos. After the fix details are saved, the workflow returns to the customer confirmation step so the customer can re-confirm the job.

How is a job finally marked as complete?

A job is set to Completed once the customer confirms the job status as complete, at which point a thank-you email is sent confirming completion. The status change and all prior review and confirmation steps remain visible in the record's timeline.

What happens if follow-up work is recommended?

If the request form indicates that follow-up work is recommended, the workflow queues a task for the office to prepare a quote, recording Quote Notes on that task. This task runs without the workflow waiting for it, so job completion is not held up while the quote is prepared.

How do we change this workflow to match our own process?

A workspace can describe the desired change in plain English or edit the steps directly in the workflow editor, for example adjusting the review questions, adding an approval step, or changing which team receives a task. Earlier versions of the workflow are kept, so changes can be made with a clear history of how the process has evolved.

Do customers need an account to confirm job completion?

No account is required; customers or property managers receive a form by email showing the work done and materials used, and they respond directly to confirm the job or report an issue. Their responses are saved to the record as soon as they submit the form.

How is this workflow deployed for a maintenance team to use?

The template is ready to use as published, so a workspace can publish it in minutes and start running live maintenance job completions immediately, without an installation or development project. Any adjustments to steps or wording can be made afterwards using plain English descriptions or the workflow editor.