Site inspection and scope assessment Workflow

How do I get this workflow running for my team?

Publish the template in your workspace and it's ready to use immediately — there's no setup project or installation. Share the public request form with estimators or embed it wherever inspections are logged, and the workflow starts running as soon as a form is submitted.

What do I need before I start using this workflow?

You need workspace users set up as admins or members so tasks like scope review and quote preparation can be assigned to the right people. Beyond that, the request form fields cover everything the estimator needs to capture on site.

Who is involved in reviewing the recommended scope?

The operations manager reviews the estimator's recommended scope and records a decision plus comments, and the workflow waits for this task before moving on. If changes are needed, the estimator updates the scope, materials and labour estimate, and the record goes back to the operations manager for another look.

What happens if the operations manager requests changes?

The record status is set to Revising and the estimator gets a task to update the recommended scope, materials needed, and estimated labour hours based on the reviewer's comments. Once submitted, the workflow automatically returns to the review step so the operations manager re-reviews the updated version.

How does the workflow decide what happens after the scope is approved?

Once the operations manager approves the scope, the workflow branches on the estimator's recommendation field: Quote the work, Refer to a specialist, or Not viable. Each path sets a different status, sends a tailored customer email, and — for the quote path — creates a follow-up task for the estimator.

What does the customer receive at each outcome?

If the work is being quoted, the customer gets an email summarising the recommended scope and confirming a quote is being prepared. If a specialist referral or a not-viable outcome is reached, the customer instead receives an email with the inspection findings and an explanation of the next step or reason work can't proceed.

Can I customise the steps or the emails sent to customers?

Yes. You can describe the change you want in plain English or edit the steps directly in the workflow editor, and earlier versions are kept so you can compare changes. This includes adjusting the customer email content or adding new branches for other recommendations.

Does the customer need an account to be involved?

No. Customers only interact through the forms emailed to them or a public request form — they never need to log in or create an account. All their details, like email and mobile, are captured upfront so the workflow can email them automatically at the right stage.

What gets recorded for reporting or audit purposes?

Each site assessment is a record with a reference number, a current status, and a full timeline of what happened, including the operations manager's decision and comments and the estimator's revised scope. Table views and dashboards let you see records by status, and workspace activity is logged — each business should confirm this meets its own record-keeping obligations.

How long does it take to see a record move through the whole process?

That depends on how quickly the operations manager and estimator complete their tasks, since the workflow waits at the review and revision steps. There's no fixed processing time built in — the record simply moves to the next status as soon as each assigned task is completed.