Pool leak inspection request Workflow

What does this workflow record at each stage of the inspection request?

The workflow records the initial request details from the public form, then adds the inspection date and assigned technician once office staff complete scheduling. Technician findings such as bucket test result, dye and pressure test outcomes, leak location, photos, and recommended repair are saved to the record once submitted. The record's status and timeline also update automatically as the request moves through each stage, giving a full history of what happened and when.

Who is involved in scheduling and inspecting the pool leak request?

Office staff are assigned the task of scheduling the inspection, recording the inspection date and assigned technician within a 2-day window. The assigned technician then carries out the on-site inspection, recording test results and findings directly on the record. Customers interact with the process only through emailed updates and the initial public request form, without needing an account.

How does the workflow decide what happens after the technician's inspection?

After the technician submits their findings, the workflow routes the request based on the Leak Found field. If a leak is located, the status moves to Leak Located and the office is given a task to prepare a repair quote. If no leak is found, or the outcome doesn't match either condition, the record follows the No Leak Found path, each with its own customer email.

What happens when a leak is located versus when no leak is found?

When a leak is located, the status is set to Leak Located, the customer receives an email with the leak location and recommended repair, and office staff get a task to prepare a repair quote within 2 days. When no leak is found, the status is set to No Leak Found and the customer receives an email summarising the findings along with tips to reduce evaporation. Both outcomes lead to a feedback request being sent two days later.

How do we change or customise this workflow?

A workflow can be adjusted by describing the desired change in plain English or by editing individual steps directly in the workflow editor. This makes it possible to adjust email wording, scheduling windows, or the fields captured on the request or feedback forms as business needs evolve. Earlier versions of the workflow are kept, so changes can be reviewed against the prior setup.

Is the repair quote task tracked on the record?

The repair quote preparation task is created as a fire-and-forget task, meaning the workflow does not wait for it to complete before moving forward. Notes entered on that task, such as Quote Preparation Notes, stay associated with the task itself and are visible in the record's task list rather than being saved directly on the main record fields.

How is customer feedback collected at the end of the process?

Two days after either the leak located or no-leak-found outcome, the workflow automatically sends the customer a feedback form asking for an overall satisfaction rating from 1 to 5 and any comments or suggestions. As this is an emailed form, the customer's responses are saved directly to the request record once submitted, adding to the visible history of the request.

Can we see the status of all pool leak inspection requests at once?

Each inspection request is created as its own record with a reference number, current status, and full timeline of activity. Table views and dashboards display these records grouped by status, such as New Request, Booked, Leak Located, or No Leak Found, making it straightforward for office staff to see where each request stands.