Render colour / texture approval Workflow

Why should we automate render sample approval instead of handling it by phone or email threads?

Manually tracking sample approvals across phone calls and scattered emails makes it easy to lose track of which revision a customer is reviewing or what they actually agreed to. This workflow captures the customer's decision and comments directly on the record, with a status that updates automatically as the sample moves through revision cycles. That gives office staff a single place to check progress instead of searching through email chains.

What is the return on investment of using this workflow for sample approvals?

The workflow removes the administrative overhead of manually emailing samples, tracking replies, and reminding renderers to update their work. By automating the approval request, revision loop, and handoff to the office, staff spend less time coordinating and more time on productive work like ordering materials or starting jobs sooner. The record's timeline also reduces time spent re-confirming what was agreed with a customer.

How does this compare to managing approvals through a shared spreadsheet or inbox?

A spreadsheet or inbox requires someone to manually update statuses, forward samples, and remember which revision cycle a job is on. This workflow does that automatically: it sets the status to Awaiting Approval, Revising, or Approved as the process unfolds, and routes the record to the renderer or customer as needed. The result is a live, structured process rather than a manually maintained record.

Who is responsible for each step in this workflow?

The customer receives the sample approval request by email and responds with an approve or request-changes decision plus comments, without needing an account. If changes are requested, the renderer is assigned a task to update the texture, colour and sample photos within a set timeframe. Once approved, the office is tasked with ordering materials and booking the start date.

What happens if the customer requests changes to the render sample?

When the customer selects Request changes, the record status updates to Revising and the renderer is assigned a task due in two days to update the texture, colour and sample photos based on the customer's comments. Once the renderer submits the update, the revised details are saved to the record and the sample is sent back to the customer for another round of approval. This cycle can repeat up to three times.

Can the revision cycle limit or task deadlines be adjusted?

Yes, workflow steps such as the renderer's two-day deadline or the number of revision cycles can be changed by describing the desired change in plain English or editing the steps directly in the workflow editor. Earlier versions of the workflow are kept, so adjustments can be made without losing the original setup.

What does the customer actually see and need to do during this process?

The customer receives an emailed sample approval request showing the render system, texture and colour, along with a choice to approve or request changes and a space for comments. They respond directly through the emailed form without needing to create an account. If changes are requested, they receive the updated sample through the same process for another review.

What happens once the customer approves the sample?

Once the customer approves, the record status updates to Approved and the workflow sends the customer an email confirming the approved render texture and colour. The office is then given a task, due in two days, to order materials and book the rendering start date. This task is not one the workflow waits for, so the materials-ordered status and planned start date are recorded on the task itself.

How can we customise the customer request form or notification content?

The public request form fields, such as customer details, render system, texture, colour and sample photos, can be adjusted by editing the workflow steps or describing the change in plain English. Notification content sent to the customer, such as the approval request or confirmation email, can be similarly customised to match how the business communicates.