Refrigerant leak inspection and repair record Workflow

What happens if the technician doesn't complete the repair task by the 3-day due date?

The task remains open and assigned to the technician until it's completed, since the workflow waits for it before moving the record forward. The record's status stays at Repair Required and the record's timeline reflects that the task is still outstanding, so a workspace can see at a glance which sites are overdue.

Can this handle a repair that still leaks after retesting?

Yes. If the Post-Repair Leak Test comes back as Still Leaking, the workflow loops the record back to the technician to repeat the repair and retest, up to 2 times. Each cycle records the repair made, refrigerant recovered/added, and the leak test result on the record, so the full repair history is visible.

What if the Leak Test Result or Post-Repair Leak Test doesn't match either expected option?

Both routing steps include an 'otherwise' branch for results that don't match the defined outcomes. This keeps the record moving through the workflow rather than stalling, and the value entered is still saved to the record for staff to review.

Who is responsible for entering the repair and retest details?

The technician assigned to the Perform Repair & Retest task enters the repair made, refrigerant recovered and added figures, and the post-repair leak test result. Because the workflow waits for this task, everything entered is saved directly to the record rather than staying with the task alone.

Can we customise the client email notifications or the technician task wording?

Yes. Any step, including the client emails and the technician task, can be edited in the workflow editor or updated by describing the change in plain English. Earlier versions of the workflow are kept, so changes can be reviewed or reverted if needed.

What if a client needs to submit the initial inspection details themselves rather than the technician?

The workflow starts from a request form, which can be shared as a public request form or emailed to the client without requiring them to have an account. If the intake process needs to differ for clients versus technicians, the form and routing can be adjusted in the workflow editor.

How many times can the repair-retest cycle repeat before the record needs attention?

The loop for a still-leaking result is capped at 2 additional repeat cycles. This limit is built into the routing step and can be adjusted through the workflow editor if a workspace wants a different number of attempts.

What does the client actually receive throughout the process?

Clients receive an email if no leak is found confirming the inspection outcome, or an email notifying them of the leak location and that a repair will follow. Once the post-repair test confirms no leak, they receive a final email with the completed repair record, including leak location, repair made, and refrigerant recovered/added.

What information is kept on record for each inspection?

Each inspection becomes a record with a reference number, a status (such as Inspected, No Leak, Repair Required, or Repaired), and a timeline of what happened, including the original form answers and everything entered on the repair task. Businesses should confirm their own record-keeping obligations for refrigerant handling against what this record captures.