Painting completion and warranty handover Workflow

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

The record captures the supervisor's walkthrough result and touch-up list, the painter's touch-up notes and photos, the customer's decision and comments on the review form, and any fix notes and photos from a supervisor addressing a reported issue. The record's status field tracks progress through Final Check, Touch-ups, Customer Review, Customer Issue and Handed Over, and the timeline shows what happened and when. This gives a clear, ready reference for how a specific job was completed and signed off.

Who is involved in the supervisor walkthrough and touch-up steps?

A supervisor is assigned the walkthrough task and records whether the job is ready for handover or needs touch-ups, along with a touch-up list where relevant. If touch-ups are needed, a painter is assigned a task to complete the listed work and record what was done, after which the workflow returns to the supervisor for a re-check. This loop can repeat as many times as needed until the supervisor confirms the job is ready.

How does the customer take part in reviewing and accepting the work?

The customer receives an emailed form summarising the work and warranty details, without needing to create an account, and responds with a decision to accept the work or report an issue, plus any comments. If they report an issue, a supervisor is assigned a task to make a fix and record what was done, and the customer review form is sent again so they can review the fix. Once the customer accepts, the record status updates to Handed Over.

What happens once the customer accepts the work?

The record status is set to Handed Over and the workflow sends the customer a thank-you email summarising the colours used, care instructions and warranty period for their records. Two days later, the workflow automatically sends a short feedback form asking for an overall satisfaction rating and comments. Responses to this form are saved to the record for later reference.

How do we change what information is collected on the request or review forms?

A workspace can update the fields on the initial request form, the customer review form, or the feedback form by describing the change in plain English or editing the steps directly in the workflow editor. Earlier versions of the workflow are kept, so changes can be reviewed or reverted if needed. This makes it straightforward to adjust the process as job types or reporting needs evolve.

Can the touch-up or issue-resolution loops be adjusted for our process?

Yes, the routing after the supervisor walkthrough and after the customer review — including how many times the workflow loops back for touch-ups or fixes — can be edited in the workflow editor or changed by describing the desired behaviour in plain English. This allows a workspace to tailor how rework and issue resolution are handled without needing a development project. Earlier versions remain available after any change.

How is the job record organised and tracked over time?

Each submitted job becomes a record with its own reference number, a current status, and a timeline showing each step completed, from Final Check through to Handed Over. Table views and dashboards display records grouped by status, making it easier to see which jobs are awaiting walkthrough, touch-ups, customer review or feedback. Workspace activity related to the record is also logged.

Who can be assigned tasks within this workflow?

Tasks such as the supervisor walkthrough, painter touch-up work and supervisor issue fix are assigned to members of the workspace. Workspace users are set up as admins or members, and tasks and approvals in the workflow are assigned to specific team members as needed for each job.