Painting colour selection and approval Workflow

How do I set up this workflow for my painting business?

Publish the template in your workspace and it's ready to run — no installation or development project needed. The request form fields, tasks and emails are already configured to match the steps described, so you can start collecting colour schedules straight away. You can adjust wording, fields or steps afterwards by describing the change in plain English or editing it in the workflow editor.

What happens if the customer requests changes to the colour schedule?

The record status is set to Revising, and the colour consultant gets a task to update the schedule based on the customer's comments. Once the consultant saves the updated colours, the workflow automatically restarts the approval cycle and sends the revised schedule back to the customer. This loop repeats as many times as needed until the customer approves.

Who is involved in running this workflow day to day?

The colour consultant handles the task of updating the schedule whenever the customer requests changes. Office staff pick up the final task to order paint and confirm the painting start date once the schedule is approved. The customer only interacts through the emailed approval form — they don't need an account.

Does the customer need to log in to approve the colour schedule?

No. The customer receives an email with a form asking if they approve the colour schedule, and if not, a place to add comments. They submit that form directly without ever needing to create an account or log in.

What gets saved to the record versus staying on a task?

Because the workflow waits for the colour consultant's revision task, the updated colours entered there are saved directly to the record. The final office task to order paint and confirm a start date is fire-and-forget, so those details stay attached to that task in the record's task list rather than on the record itself.

Can I customise the colour categories on the request form?

Yes. The form currently covers Walls, Ceilings, Trims, Doors, Feature Walls and Exterior Areas, each with brand, colour name and sheen fields, plus swatches and notes. You can add, remove or rename categories by describing the change in plain English or editing the form fields directly in the workflow editor.

How can I track where each job is in the approval process?

Every submitted colour schedule becomes a record with a reference number and a status — Awaiting Approval, Revising, or Approved — that updates automatically as the workflow progresses. Table views and dashboards let you see all jobs grouped by status, and each record keeps a full timeline of what happened.

What happens after the customer approves the colour schedule?

The record status is set to Approved, and the customer receives an email confirming the approved colour schedule. At the same time, the office gets a task to order the paint and confirm the painting start date, so the job moves straight into production planning without extra manual handoffs.

Can I send text message reminders instead of email?

Email and SMS are both built into the platform, so you could add an SMS step if you want to notify customers or staff that way. You'd add or edit that step in the workflow editor, and if you want it sent through your own SMS provider, the workspace can connect its own Twilio or AWS SNS account.