Solar proposal / system design approval Workflow

What happens if the customer requests changes more than three times?

The workflow supports up to three revision cycles between the designer and customer, with each round saving the designer's updated panel counts, equipment specification and price to the record. If a proposal needs further changes beyond that, the team can review the record's timeline and comments to decide how to handle the next round outside the automated loop, or adjust the workflow's revision limit in the editor.

Can this handle a customer who doesn't respond to the approval form?

The record's status stays at Awaiting Approval (or Revising, if a revision cycle is in progress) until the customer submits the form, and the record's timeline shows exactly when the proposal was sent. Staff can see unanswered proposals in the table view by status and follow up with the customer directly, since customers interact through the emailed form without needing an account.

What if the customer neither approves nor requests changes on the form?

The routing step branches on whether the Customer Decision field is Approve, Request changes, or another value entered on the form, so any other response is handled by the 'otherwise' path rather than being lost. This keeps the proposal visible on the record instead of silently stalling in Awaiting Approval status.

Who is responsible for each step in this workflow?

The solar designer is tasked with revising panel numbers, equipment specification and price whenever the customer requests changes, and the workflow waits for that task before restarting the approval cycle. The office team is tasked with taking the deposit, ordering equipment and booking installation once the design is approved, and this task doesn't hold up the rest of the workflow.

Does the office task block the workflow from finishing?

No — the office task to process the deposit, order equipment and book installation is not waited on by the workflow, so the proposal record moves to Approved status and the customer gets their confirmation email regardless of how quickly the office completes their task. Deposit taken, Equipment ordered and Installation booked date are recorded on that task and shown in the record's task list.

Can we customise what information is collected on the proposal or revision forms?

Yes, the request form fields and the revision fields the designer fills in can be edited directly in the workflow editor, or changed by describing the update in plain English. Earlier versions of the workflow are kept, so changes can be reviewed or rolled back if needed.

What does the customer actually see and do during this process?

The customer submits the original proposal request through a public form, then receives an emailed form asking them to Approve or Request changes with a comments field, repeated for each revision cycle. Once approved, they receive a confirmation email with the final system design and price — no account or login is required at any point.

Can this workflow send SMS updates instead of or alongside email?

Yes, SMS is built into the platform and a workspace can send messages through its own Twilio or AWS SNS account if connected, alongside the email steps already in this workflow. Adding SMS notifications to specific steps can be done by editing the workflow or describing the change in plain English.

How do we track how many revisions a proposal has gone through?

Every pass through the revision loop updates the record's status (Revising, then back to Awaiting Approval) and adds entries to the record's timeline, including the designer's revised specification and price each time. This gives a full history of what changed and when, viewable on the individual record.