Mould remediation assessment Workflow

What does this workflow record at each stage of the mould assessment?

The workflow records the submitted inspection details on the record, including rooms affected, moisture readings, humidity, defects found and recommended work. It then records the restoration manager's review decision and comments, any updated defects found and recommended work from the inspector, and the record's status as it moves through Report Review, Revising, Report Sent, Quote to Follow or Closed. Every change is reflected in the record's timeline alongside its reference number.

Who is involved in reviewing and revising the mould inspection report?

The restoration manager is assigned the task of reviewing the submitted report and recording a decision along with comments. If changes are needed, the inspector is assigned a task to update the defects found and recommended work based on those comments, after which the report is returned to the manager for review again. This loop continues until the manager approves the report.

Who is involved in preparing the remediation quote?

When the report indicates mould remediation is recommended, an estimator is assigned a task to prepare a remediation quote, due in 3 days. The workflow does not wait for this task to complete, so the record moves forward while the quote preparation notes are captured on the task itself and shown in the record's task list.

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

The record status is set to Revising and the inspector is assigned a task to update the defects found and recommended work in line with the manager's comments. Once the inspector submits the update, the record is saved and routed back to the manager review task for a fresh decision. This revision loop can repeat as many times as needed until the report is approved.

What information does the customer receive once the report is approved?

Once the manager approves the report, the record status changes to Report Sent and an email is sent to the customer detailing the mould extent, moisture source, moisture readings and recommended remediation work. The email also notes that the moisture source needs to be addressed first. This happens automatically as part of the workflow once approval is recorded.

How is the decision to trigger a remediation quote made?

After the report is sent, the workflow checks the Mould Remediation Recommended field from the original inspection submission. If it is Yes, the status is set to Quote to Follow and the estimator is assigned a quote preparation task; if it is No, the status is set to Closed. This means the quote step only triggers when remediation was actually recommended in the report.

How do we change this workflow if our review or reporting process differs?

A workspace can adjust the workflow by describing the desired change in plain English or by editing the steps directly in the workflow editor, such as changing task assignments, adding fields to the request form, or adjusting the email content. Earlier versions of the workflow are kept, so changes can be made with a record of what the process looked like before. This makes it straightforward to tailor the process as inspection or review requirements evolve.

How do customers and inspectors interact with this workflow?

Inspectors submit the initial inspection through the request form and complete their update task directly, while customers receive the approved report by email without needing an account. Any forms or tasks sent to people outside the workspace are completed without login, with their responses saved to the record. Restoration managers and estimators, as workspace members, complete their assigned tasks from within the workspace.

Can we see the status of mould assessments across the business?

Yes, each assessment is a record with its own reference number, current status and full timeline of activity, and table views and dashboards display records grouped by status such as Report Review, Revising, Report Sent, Quote to Follow or Closed. This gives managers a consistent view of where every assessment stands without needing to check individual reports manually.