Workflow Template
Quality Inspection Workflow
Manages the quality inspection lifecycle: an inspector logs the item/location, inspection type and criteria, performs the inspection recording measurements and findings, and the record is closed on pass or routed through defect logging, corrective action and mandatory re-inspection on fail, with the requester notified of the outcome.
Picture an inspector walking the floor with a clipboard, jotting down measurements, then chasing three different people to log a defect, assign a fix, and remember to re-check it before anyone forgets. This workflow handles that entire lifecycle inside assess.one: logging the inspection, capturing findings, routing failed items through defect logging and corrective action, and automatically triggering re-inspection until it passes. Your team gets a clear, auditable trail from first inspection to final sign-off, with requesters notified automatically the moment an item is cleared.
Business Outcomes
- Cuts inspection turnaround time by removing manual follow-up chasing
- Reduces missed re-inspections with automatic status tracking
- Creates a full audit trail for every pass, fail, and corrective action
- Standardises inspection criteria across inspectors and locations
- Speeds up requester communication with automatic pass/fail notifications
Workflow Steps
Steps
- 1Create Inspection Recordcreate record
Registers the inspection request as a record.
- 2Set Status to Openupdate record
Sets the inspection status to Open at creation.
- 3Perform Inspectioncreate task
Inspector conducts the inspection and records measurements, findings and a pass/fail result.
- 4Set Status to Under Reviewupdate record
Marks the inspection as under review and persists the inspection result, measurements and findings to the record.
- 5Route on Inspection Result
Branches based on whether the inspection passed or failed.
inspection_result: "Pass"→Sign Off Inspectioninspection_result: "Fail"→Log DefectDefault→End - 6Sign Off Inspectionrequest approval
Quality lead signs off on the passed inspection.
- 7Route Sign-off Outcome
Branches based on the sign-off approval decision.
approval_status: "approved"→Close Inspection (Pass)approval_status: "rejected"→Log DefectDefault→End - 8Close Inspection (Pass)update record
Closes the inspection as passed and signed off.
- 9Notify Requester of Passsend email
Emails the requester that the inspection passed and has been closed.
- 10Log Defectupdate record
Records the defect details identified during the failed inspection.
- 11Assign Corrective Actioncreate task
Assigns a corrective action task to the responsible team member to remediate the defect.
- 12Set Status to Awaiting Re-inspectionupdate record
Updates the inspection status now that corrective action is complete and re-inspection is required.
- 13Perform Re-inspectioncreate task
Inspector re-inspects the item/location after corrective action, recording updated measurements, findings and result.
- 14Persist Re-inspection Resultupdate record
Writes the re-inspection result, measurements and findings to the record for reporting.
- 15Route on Re-inspection Result
Branches based on whether the re-inspection passed or failed.
reinspection_result: "Pass"→Sign Off Re-inspectionreinspection_result: "Fail"→Loop Back to Corrective ActionDefault→End - 16Sign Off Re-inspectionrequest approval
Quality lead signs off on the passed re-inspection.
- 17Route Re-inspection Sign-off Outcome
Branches based on the re-inspection sign-off decision.
approval_status: "approved"→Close Inspection (Re-inspection Pass)approval_status: "rejected"→Loop Back to Corrective ActionDefault→End - 18Loop Back to Corrective Actionrestart from step
Sends the record back for further corrective action and re-inspection since the re-inspection failed or sign-off was rejected.
- 19Close Inspection (Re-inspection Pass)update record
Closes the inspection as passed following corrective action and re-inspection.
- 20Notify Requester of Re-inspection Passsend email
Emails the requester that the re-inspection passed and the inspection has been closed.
Fields
- Item or Location*
- Inspection Type*
- Applicable Criteria*
- Requester Name*
- Requester Email*
- Inspection Status
- +7 more fields
Forms
Quality Inspection Request
5 fields
Data Views
All Inspections
inspection_ref, item_or_location, inspection_type, inspection_status +1 more
Dashboard Widgets
Recommended integrations
Setup the following integrations to extend workflow capability.
Send email in the workflow
AWS SES
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FAQs
Do I need to set this up from scratch for my team?
No, the Quality Inspection Workflow is a ready-to-use template — you publish it and it's live in seconds. You can then tweak the inspection criteria, statuses, or notification rules to match your specific process without any setup project.
Can my team customise the defect and corrective action steps?
Yes, every step including defect logging, corrective action assignment, and re-inspection routing can be edited directly in assess.one. You can add extra fields, change who's assigned corrective actions, or adjust the approval logic that decides pass or fail.
Who needs access to run this workflow?
At minimum you need inspectors to perform inspections, a sign-off approver to review results, and someone to assign corrective actions on failures. Requesters don't need platform access at all since they're notified automatically of the outcome.
Is this suitable for regulated industries with compliance requirements?
Yes, the workflow keeps a timestamped record of every inspection, measurement, defect, corrective action, and sign-off, which supports audit and compliance needs. You can also customise required fields to capture specific regulatory data points your industry demands.
What happens when an inspection fails?
A failed inspection automatically routes to defect logging, where the issue is recorded and a corrective action is assigned. The status moves to 'Awaiting Re-inspection' so nothing gets lost, and the item cycles through re-inspection and sign-off until it passes.
How does the re-inspection loop actually work?
Once corrective action is complete, the workflow triggers a re-inspection step that captures new measurements and findings. If it fails again, it loops back to corrective action; if it passes, it moves to sign-off and closure, with the requester notified either way.
Can we have multiple sign-off approvers?
Yes, sign-off logic is configurable inside assess.one, so you can set up single or multi-step approval depending on your quality control requirements. You can also route sign-off differently for initial inspections versus re-inspections if needed.
How long does implementation take?
There's no implementation project here — publishing the template takes minutes, and your team can start running live inspections right away. Any customisation to steps, roles, or notifications happens inside assess.one as you go, not as a separate build phase.
Does the requester get notified automatically?
Yes, the requester receives an automatic notification as soon as the inspection is closed, whether it passed on the first attempt or after re-inspection. This removes the need for inspectors to manually chase and update people on outcomes.
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