Workflow Template

Plastering defect and patch list Workflow

Captures a plastering/drywall defect list before painting or handover, notifies the builder/customer, records chargeable items when other trades caused damage, sends the plasterer to fix defects, has the supervisor check repairs (looping back to the plasterer if items remain outstanding), and closes out the job with a completion email once all defects are fixed.

Construction and fit-out teams need a consistent, visible way to record plastering and drywall defects before painting or handover, so nothing is missed and every party knows the current status. This workflow captures the defect list from a submitted form, notifies the builder or customer, routes damage caused by other trades to the office for chargeable-item tracking, assigns repairs to the plasterer, and has the supervisor check completed work before closing the record. Supervisors, office staff, plasterers, and builders or customers each engage with the parts of the process relevant to their role, with the record's timeline reflecting progress throughout.

Business Outcomes

Fewer missed or forgotten defects ahead of painting or handover
Clearer visibility into which defects are chargeable to other trades
Reduced back-and-forth between supervisor, plasterer, and builder/customer
More consistent handover communication with builders and customers
Easier tracking of repair status across multiple sites and jobs

Workflow Steps

Steps

1
Create Defect List Recordcreate record
Creates the defect list record from the submitted form.
2
Set Status to Defects Openupdate record
Sets the defect list status to Defects Open.
3
Email Builder/Customer the Defect Listsend email
Sends the defect list to the builder or customer and advises we will confirm when complete.
4
Route on Who Caused the Damage
Routes to the office chargeable-items task when other trades or mixed causes are involved.
damage_cause: "Other trades"→Office: Record Chargeable Items
damage_cause: "Mixed"→Office: Record Chargeable Items
Default→Plasterer: Fix Defects
5
Office: Record Chargeable Itemscreate task
Fire-and-forget task for the office to record chargeable items and their cost due in 2 days.
6
Plasterer: Fix Defectscreate task
Blocking task for the plasterer to fix the listed defects and record what was fixed, outstanding, and photos, due in 3 days.
7
Save Repair Data to Recordupdate record
Persists the plasterer's fixed and outstanding defect notes to the record.
8
Supervisor: Check Repairscreate task
Blocking task for the supervisor to check the repairs and record the result and notes, due in 1 day.
9
Save Repair Check to Recordupdate record
Persists the supervisor's repair check result and notes to the record.
10
Route on Repair Check Result
Routes to closure if all fixed, or back to the plasterer if items are outstanding.
repair_check_result: "All fixed"→Set Status to Closed
repair_check_result: "Items outstanding"→Loop Back to Plasterer
Default→Loop Back to Plasterer
11
Loop Back to Plastererrestart from step
Restarts from the plasterer repair task since items remain outstanding.
12
Set Status to Closedupdate record
Sets the defect list status to Closed once all defects are fixed.
13
Email Builder/Customer Completion Noticesend email
Notifies the builder or customer that all defects have been fixed and surfaces are ready for painting.

Fields

Supervisor Name*
Builder/Customer Name*
Builder/Customer Email*
Site Address*
Job Reference*
Date*
+12 more fields

Forms

Plastering Defect List

10 fields

Data Views

Defect Lists

site_address, job_reference, number_of_defects, damage_cause +1 more

Dashboard Widgets

Defect Lists by Status

Recommended integrations

Setup the following integrations to extend workflow capability.

Send email in the workflow
AWS SES

plastering defect and patch listplastering and drywalltradetrades

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FAQs

What does this workflow record at each stage of a defect list?

The record captures the original defect details submitted on the request form, including location, type, description, photos, and who caused the damage. As the job progresses, the plasterer's fixed and outstanding defects with repair photos, and the supervisor's repair check result and notes, are all saved to the record. The record's status and timeline reflect each stage, from Defects Open through to Closed.

Who is involved in completing a defect list from start to finish?

A supervisor submits the initial request form, the office records chargeable items when other trades caused damage, the plasterer carries out repairs, and the supervisor then checks the completed work. The builder or customer is kept informed by email at the start and again once all defects are confirmed fixed, without needing an account.

What happens when other trades are responsible for the damage?

When the form indicates other trades or a mixed cause, the workflow routes to a task for the office to record chargeable items and their cost, due within two days. Because this task is fire-and-forget, the information entered stays with that task and is visible in the record's task list rather than blocking the rest of the process.

How does the supervisor's repair check affect what happens next?

The supervisor records a repair check result and notes, which are saved to the record. If the result is 'All fixed', the workflow moves to closing the job and sending the completion email; if items remain outstanding, the workflow loops back to the plasterer's repair task automatically.

How do we change this workflow if our defect process is different?

A workflow can be adjusted by describing the change in plain English or by editing its steps directly in the workflow editor. This makes it possible to add extra tasks, change due dates, or adjust routing conditions, and earlier versions are kept so past configurations remain available for reference.

What does the builder or customer see and do during the process?

The builder or customer receives an email with the defect list once it is created, letting them know the team will confirm when work is complete. They receive a second email once the supervisor confirms all defects are fixed, without ever needing to log in or hold an account.

What is captured when the plasterer completes repair work?

The plasterer's task is a blocking step, so the workflow waits for it to be completed before continuing. The plasterer records what was fixed, what remains outstanding, and repair photos, and this information is saved directly to the record for the supervisor to review.

How is job progress tracked across multiple defect lists?

Each defect list is its own record with a reference number, current status, and full timeline of activity. Table views and dashboards display records by status, such as Defects Open or Closed, making it straightforward to see where each job stands across a workspace.

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