Stone selection and sample approval Workflow

What does this workflow record for each stone selection?

Each stone selection is created as a record with its own reference number, an approval status (such as Awaiting Approval, Revising or Approved), and a timeline showing what happened at each step. The customer's original selection details, the customer's approval decision and comments, and the stonemason's revised stone type, finish and price are all saved to the record. The supplier order reference entered by the office is recorded on the ordering task itself, visible in the record's task list.

Who is involved in the stone selection and approval process?

The customer submits the initial selection through a public request form and reviews sample approval requests by email, without needing an account. A stonemason is assigned the task of revising the stone type, finish and price when changes are requested, and office staff are assigned the task of ordering the approved stone. Workspace admins or members can be assigned these tasks depending on how the workspace organises its team.

What happens when a customer requests changes to their stone selection?

When the customer chooses Request changes, the record's status is set to Revising and a task is created for the stonemason to update the stone type, finish and price based on the customer's comments. The workflow waits for this task to be completed before the revised details are saved back to the record. The approval cycle then restarts, sending the updated selection to the customer for review again, for up to three revision cycles.

What happens once the customer approves the stone selection?

On approval, the record's status is set to Approved and the customer is emailed a confirmation of the approved stone and finish. A task is then created for the office to order the approved stone, due in two days. This task does not hold up the workflow, so the record remains marked as Approved while the ordering task proceeds separately, with the supplier order reference recorded on that task.

How do we change what the request form or sample approval email asks for?

Any step in this workflow, including the fields on the public request form or the questions in the sample approval email, can be adjusted by describing the change in plain English or by editing the step directly in the workflow editor. Earlier versions of the workflow are kept, so changes can be reviewed or reverted if needed. This makes it straightforward for a workspace to adapt the fields captured, such as adding project-specific details, without a development project.

Can the number of revision cycles or the office task deadline be adjusted?

Yes, the workflow's revision loop is currently set to allow up to three cycles between the customer and stonemason, and the office ordering task is due in two days by default. Both of these settings can be changed by describing the desired adjustment in plain English or by editing the relevant step in the workflow editor. As with any change, the previous version of the workflow is retained.

How does the workspace track progress across multiple stone selection requests?

Table views and dashboards display all stone selection records grouped by status, making it possible to see at a glance which requests are Awaiting Approval, Revising or Approved. Each record's timeline shows the sequence of events, including when the customer approved or requested changes and when the office task was created. Workspace activity is also logged, giving a broader view of actions taken across the workspace.

Does the customer need to create an account to approve their stone selection?

No, the customer takes part entirely through the public request form for their initial submission and through forms emailed to them for the sample approval and any revision cycles. They review the stone details and submit their Approve or Request changes decision, along with comments, directly from the email. This keeps the process simple for the customer while still capturing their decisions on the record.