Render substrate inspection Workflow

How do I set up this workflow for our team?

Publish the template in your workspace and it's ready to run immediately, no installation or development project required. Inspectors submit the request form directly, and the workflow handles record creation, status updates and notifications from there. You can adjust the form fields or steps afterwards by describing the change in plain English or editing steps in the workflow editor.

Who needs to be set up as a user in the workspace?

You'll want your inspectors and site team members added as workspace members, since tasks like rectifying failed checks and re-inspecting are assigned to them. Builders and clients don't need any account at all; they receive results and updates by email. Admins can oversee inspection records and statuses across the workspace.

What happens if the substrate fails the first inspection?

The workflow sets the status to Rectification and assigns the site team a task, due in 2 days, to fix the failed checks and record what was done along with photos. Once that's saved, the inspector gets a re-inspection task, due in 1 day, to record whether the substrate is now ready to render. This keeps a clear, timestamped record of every rectification cycle on the inspection record.

How many times can the rectification loop run?

The rectification cycle between the site team and inspector can repeat up to two times if the substrate still isn't ready after re-inspection. Each cycle records rectification notes, photos, re-inspection results and notes on the record. This gives a clear timeline of what was tried and when it eventually passed.

What gets recorded when a task is completed?

Because the site team and inspector tasks are ones the workflow waits for, whatever they enter — rectification work, photos, re-inspection result and notes — is saved directly onto the inspection record. This means anyone viewing the record later can see the full history without needing to track down individual task entries.

Can I change the fields on the inspection request form?

Yes. You can describe the change you want in plain English, or open the workflow editor and adjust the form steps directly. Earlier versions of the workflow are kept, so you can review what changed if needed.

How does the builder or client find out the result?

They receive an email automatically once the workflow determines the result. If the substrate is ready to render, they get a pass notification; if it needed rectification and later passed, they get a rectified-and-passed notification. They never need to log in or create an account to see this.

How long does it typically take to get a substrate confirmed ready to render?

That depends on how many rectification cycles are needed, but the workflow keeps timeframes tight by setting a 2-day due date for site team fixes and a 1-day due date for re-inspection. Each status change and task completion is logged on the record's timeline, so you can see exactly how long each stage took.

Can we send inspection notifications through our own email or SMS setup?

Yes, the workspace can optionally send emails through its own AWS SES account or SMS through AWS SNS or Twilio, instead of the default built-in sending. This doesn't change any of the workflow steps themselves, just how the messages are delivered.