Workflow Template
Smoke alarm inspection and service record Workflow
Captures smoke alarm inspection/service data from an electrician's test form, records pass/fail outcomes, notifies the client, and manages a repair-and-retest loop (up to 2 cycles) for failed alarms until the property passes, tracked via a table view and dashboard chart.
Chasing electricians for repair updates and clients for retest confirmations eats up hours every week, especially when a failed alarm needs two rounds of repair before it passes. This workflow captures the electrician's test form straight into a service record, automatically emails the client the outcome, and routes failed alarms into a repair-and-retest loop with the electrician until the property passes. The result is a team that spends less time following up and a clear, timestamped record of every test, repair and retest for each property.
Business Outcomes
- Fewer manual follow-ups needed to chase electricians for repair and retest updates
- Faster client notification after each test, pass or fail, without staff drafting individual emails
- Clearer visibility into how many properties are stuck in a repair-and-retest cycle via the table view and dashboard chart
- Less risk of a failed alarm being overlooked, since the record status tracks it until it passes
- Reduced admin time spent manually compiling test dates, repair notes and retest results
Workflow Steps
Steps
- 1Create service recordcreate record
Creates the smoke alarm service record from the submitted test form.
- 2Set status to Submittedupdate record
Marks the record status as Submitted after intake.
- 3Route on test result
Branches the workflow depending on whether the initial test passed or failed.
result: "Pass"→Set status to Passedresult: "Fail"→Set status to FailedDefault→End - 4Set status to Passedupdate record
Marks the record as Passed after a successful initial test.
- 5Email client test result (Pass)send email
Notifies the client of the passed test result and the next test due date.
- 6Set status to Failedupdate record
Marks the record as Failed after the initial test fails.
- 7Email client test failuresend email
Notifies the client that a smoke alarm failed its test and should be replaced as soon as possible.
- 8Electrician: repair and retestcreate task
Assigns the electrician a task to record the repair made and the retest result, due in 3 days.
- 9Save repair details to recordupdate record
Persists the repair notes and retest result onto the service record.
- 10Route on retest result
Branches depending on whether the retest passed or is still failing.
retest_result: "Pass"→Set status to Passed after repairretest_result: "Fail"→Send back to electrician for further repairDefault→End - 11Send back to electrician for further repairrestart from step
Restarts the repair-and-retest cycle when the alarm is still failing, up to 2 times.
- 12Set status to Passed after repairupdate record
Marks the record as Passed once the repaired alarm passes its retest.
- 13Email client retest result (Pass)send email
Notifies the client that the smoke alarm was repaired and passed its retest, with the next test due date.
Fields
- Electrician Name*
- Client Name*
- Client Email*
- Site Address*
- Property Type*
- Number of Smoke Alarms*
- +16 more fields
Forms
Smoke Alarm Inspection & Service Form
19 fields
Data Views
Smoke Alarm Services
client_name, site_address, property_type, num_alarms +3 more
Dashboard Widgets
Recommended integrations
Setup the following integrations to extend workflow capability.
Send email in the workflow
AWS SES
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FAQs
What happens if an alarm fails its retest twice in a row?
The workflow supports up to two repair-and-retest cycles, sending the record back to the electrician each time the retest result is Fail. If the alarm is still failing after the second cycle, the record's status and timeline reflect this so the team can decide on next steps, such as escalating outside the automated loop.
What happens if the electrician doesn't complete the repair task within 3 days?
The repair and retest task is assigned with a 3-day due date, and the workflow waits for it to be completed before moving forward. The record's status and timeline show that the task is still outstanding, so staff can follow up with the electrician directly from the record.
Can this handle properties with multiple smoke alarms where only some fail?
Yes, the request form captures a Test Result for Each Alarm alongside the overall Result field, so the electrician records outcomes at the individual alarm level. The overall Result field drives the pass/fail routing for the record as a whole.
What if the initial test result is neither a clear pass nor fail?
The routing step includes an otherwise branch for any Result value that isn't Pass or Fail, so the record doesn't get stuck. This lets the workspace decide how to handle unexpected inputs without the workflow halting.
Who is responsible for each step in this workflow?
The electrician submits the initial test form and, if a repair is needed, completes the repair-and-retest task assigned to them with a 3-day due date. The workspace's admins or members can monitor progress through the table view and dashboard chart, while clients are notified automatically by email at each key outcome.
Can we customise the client email messages or add more notification points?
Yes, the workflow can be adjusted by describing the change in plain English or editing the steps directly in the workflow editor, and earlier versions are kept. This makes it straightforward to update email wording or add notification points as the process evolves.
What information does the client actually see or provide?
Clients don't need an account; they simply receive email notifications about the test result, failure, or repair outcome, including the next test due date when relevant. They aren't asked to fill in a form as part of this particular workflow, since all data entry comes from the electrician's test form.
What gets recorded if the electrician replaces batteries or alarms during the repair?
The repair-and-retest task asks the electrician to record Repair Made and Retest Result, and because the workflow waits for this task, those answers are saved directly onto the service record. This creates a timestamped history of what repair work was done alongside the retest outcome.
How do we track how many properties are currently failing or mid-repair?
Each service record carries a status such as Submitted, Failed or Passed, and the table view and dashboard chart group records by status. This gives the team a live view of how many properties are awaiting retest versus fully passed without manually checking each record.
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