Solar installation photo evidence pack Workflow

Why should we automate solar installation photo evidence instead of collecting it manually?

Manually collecting and checking installation photos across email threads or shared drives makes it easy to miss required shots or lose track of which jobs are still incomplete. This workflow captures all required photos through a single request form, routes them to an office check, and automatically loops back to the installer if anything is missing. Every record carries a status and timeline, so staff can see at a glance which jobs need attention without chasing individual installers.

What is the ROI of using this workflow compared to handling photo evidence manually?

The workflow removes the manual effort of tracking which photos have been received, checking them for completeness, and following up with installers individually. Office staff review each job once through a structured task rather than sorting through emails or folders, and the installer rework loop only surfaces the specific photos that are missing. This reduces administrative time per job and helps installations move to a confirmed complete status faster.

Who is involved in checking and approving the photo evidence?

The office team carries out the completeness check task, reviewing every required photo for presence and clarity and recording the result along with any missing photos. If photos are missing, the installer is assigned a task to upload the specific missing items. Once the office confirms all photos are present and clear, the record status is set to Complete and the customer is notified.

What happens if the office finds photos are missing during the check?

When the office check result is recorded as Photos missing, the record status updates to Photos Missing and the installer is shown exactly which photos need to be uploaded. Once the installer submits the missing photos, the workflow saves them to the record and automatically returns to the office check step for re-verification. This loop continues until the office confirms the evidence is complete.

How does the customer find out their installation record is complete?

Once the office check confirms all required photos and test results are present and clear, the record status is set to Complete. The workflow then emails the customer directly, confirming that the photographic record of their installation is complete and kept on file with the job. Customers do not need an account to receive this notification.

Can we customise which photos or fields are required on the evidence record?

Yes, the request form and the installer rework form can be adjusted by describing the change in plain English or editing the steps directly in the workflow editor. This makes it possible to add, remove or rename required photo types or fields, such as adding a new component photo, without a development project. Earlier versions of the workflow are kept, so changes can be reviewed over time.

How are missing photos tracked between the office check and the installer?

The office check task records a Check Result and a list of Missing Photos, both of which are saved to the record. When the installer is assigned the rework task, they are shown these missing photos directly, and their uploads are saved back to the record before the workflow returns to the office check step. This keeps a clear record of what was missing and what was subsequently provided.

What visibility do we have into the status of each installation's evidence pack?

Each installation is created as a record with a reference number, a status such as Submitted, Photos Missing or Complete, and a timeline of what happened at each step. Table views and dashboards show records grouped by status, making it straightforward to see which jobs are awaiting office review, stuck in the rework loop, or fully confirmed. Workspace activity is also logged for each record.

Do installers or customers need to create an account to use this workflow?

No account is required for either installers or customers to take part. Installers complete their upload task through the link provided, and customers receive their completion notification by email, with any interaction handled through forms rather than a login.