PPE issue and replacement register Workflow

Do I need to set up anything special for workers to submit PPE requests?

No — workers submit requests through a public request form, and they don't need an account to do it. They just fill in their name, email, the item and size needed, quantity, reason, and photos if the item is worn or damaged, and the workflow takes it from there.

Can my team customise which requests go to supervisor approval?

Yes, the routing step that sends lost-item requests to a supervisor is based on the Reason field, and you can adjust this logic by describing the change in plain English or editing the step directly in the workflow editor. Earlier versions of the workflow are kept, so you can review changes over time.

Who actually handles a PPE request as it moves through the process?

A supervisor is assigned a task to review lost-item claims and record their decision and comments, with a two-day due date. If approved, the store is assigned a task to record the issued item details, batch or serial number, quantity, date issued, and replacement due date.

What happens if the supervisor doesn't approve a lost-item replacement?

The record's status is set to Not Approved, and the worker is automatically emailed the supervisor's comments explaining the decision. This keeps the worker informed without anyone needing to follow up manually.

Is this suitable for tracking PPE across a whole site or multiple teams?

Yes — every request becomes its own record with a reference number, status, and timeline, so you can track many requests at once. The table view and dashboard chart group records by status, making it easy to see what's requested, pending, approved, or issued across your workforce.

Can my team see the history of a PPE request after it's been issued?

Each record keeps a timeline of what happened, including the status changes and the details entered by the supervisor and store. This gives you a record of the decision, who issued the item, and when a replacement is due.

Do workers need to follow up to find out if their request was approved?

No — the workflow sends automatic emails at each key point, including the initial acknowledgement, a non-approval notice with the supervisor's comments, and a final notification once the item is issued along with care instructions and the replacement due date.

How is the replacement due date tracked once an item is issued?

When the store completes their task, they record the replacement due date along with the issued item details, batch or serial number, quantity, and date issued. This information is saved to the record, so it's visible in the table view alongside the request status.