Roof leak inspection and report Workflow

What happens if the manager requests changes to the report?

The record status changes to Revising and the inspector gets a task showing the manager's comments alongside the original defects found and recommended work. Once the inspector submits updated details, the record automatically returns to the manager for another review, and this cycle can repeat as many times as needed until the report is approved.

Can this handle a case where the leak source wasn't found during inspection?

Yes, the request form includes a specific field asking whether the leak source was found, alongside the leak source and cause description. That answer is saved to the record and included in the report emailed to the customer, so the outcome of the inspection is documented either way.

What if repair work isn't recommended at all?

After the approved report is emailed to the customer, the workflow checks the 'Is repair work recommended?' answer. If it's No, the record status is set straight to Closed and no repair quote task is created, so records without follow-up work don't sit open unnecessarily.

Who is involved in reviewing and approving the inspection report?

The roofing manager is assigned a task to review the submitted report and record a decision along with comments, and the workflow waits on that task before moving forward. If revisions are needed, the inspector is assigned a task to update the report, and this manager-inspector cycle continues until the manager approves it.

What happens at the repair recommendation decision point?

Once the report is approved and emailed to the customer, the workflow checks whether repair work was recommended. If Yes, the status is set to Quote to Follow and the estimator gets a task to prepare a repair quote; if No, the status is set to Closed and the record ends there.

Does the customer need to log in or create an account to receive the report?

No login or account is required. The customer submits the initial inspection request through a public form or an emailed form, and later receives the approved report directly by email once the manager signs off on it.

What if we need to change the fields collected on the inspection form?

The form and workflow steps can be adjusted by describing the change in plain English or by editing the steps directly in the workflow editor. Earlier versions of the workflow are kept, so changes to the form fields or routing logic can be made without losing the original setup.

Does the estimator's repair quote task block the record from closing?

No, the estimator's task to prepare a repair quote is one the workflow does not wait for, so the record's status and progress aren't held up by it. The quote preparation notes the estimator enters stay with that task and are visible in the record's task list.

What information does the customer actually receive in the emailed report?

The email to the customer includes the approved inspection findings: the leak source and cause, defects found, and recommended repair work. This is sent automatically once the manager approves the report and the record status changes to Report Sent.

How can we track where an inspection is in the process?

Each inspection is 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's happened so far. Table views and dashboards display records grouped by status, making it easy to see which inspections are waiting on review or a quote.