Render crack / defect assessment Workflow

What happens if the manager asks for changes to the report?

The record status is set to Revising and the inspector receives a task showing the manager's comments alongside the fields to update: Defects Found and Recommended Work. Once the inspector submits the updated information, it's saved to the record and the manager review task restarts automatically with the revised report. This loop can repeat as many times as needed until the manager approves the report.

Can this handle reports where no repair work is recommended?

Yes. After the approved report is emailed to the customer, the workflow checks the Render Repair Work Recommended field. If it's set to No, the record status moves straight to Closed with no quote task created.

What if the manager doesn't respond to the review task within 2 days?

The review task is assigned to the rendering manager with a 2-day due date, and it remains open on the record's task list until it's completed. The record stays in Report Review status, and workspace activity logs show the task is still pending, so managers can see outstanding reviews on a dashboard or table view.

Who is involved in this workflow, and what do they each do?

The inspector submits the initial inspection via the request form and updates the report if the manager requests changes. The rendering manager reviews the report and records a Review Decision with Comments, and the estimator prepares a repair quote when one is triggered. Customers take part only through the emailed report and never need to log into the platform.

What does the customer actually receive by email?

Once the report is approved, the customer is emailed the overall condition, crack pattern, likely cause, recommended repair, and whether an engineer should assess structural cracks. This email is sent automatically when the record status is set to Report Sent, with no manual step required from the team.

What information does the estimator's quote task capture?

The estimator is assigned a task due in 3 days to prepare a render repair quote, capturing Quote Amount and Quote Notes. Because the workflow does not wait for this task, those values stay with the task itself and appear in the record's task list rather than as record-level fields.

Can we customise the fields or add extra steps, like a follow-up call task?

Yes. Workflows can be changed by describing the change in plain English or by editing the steps directly in the workflow editor, and earlier versions are kept so nothing is lost. You could add fields to the request form, insert an extra task, or adjust due dates to match your team's process.

How can we track where a report is in the process?

Each submitted inspection becomes a record with a reference number, a status such as Report Review, Revising, Report Sent, Quote to Follow, or Closed, and a timeline showing what happened at each step. Table views and dashboards can show all records grouped by status, making it easy to spot reports awaiting manager review or quotes still to be prepared.

Is there a record of who approved the report and when?

The manager's Review Decision and Comments are saved to the record, and the record's timeline logs the status changes and task completions throughout the process. Each business should confirm this level of record-keeping meets its own compliance or audit requirements.