Workflow Template
Stonework completion and care handover Workflow
Manages stonework job completion sign-off: supervisor quality check, rework loop if needed, customer review and acceptance, handover communications, and post-handover feedback collection.
Every stonemason knows the awkward stretch between finishing a job and actually getting the customer to sign off on it — chasing photos, checking rework, hoping nothing gets missed. This workflow handles that whole handover: it records the supervisor's quality walkthrough, loops back to the stonemason for rework if needed, sends the customer a review form to accept the work or flag an issue, and routes any issues straight to the supervisor to resolve. Once the customer accepts, it automatically sends a thank-you with care instructions and follows up two days later with a short feedback request — so nothing falls through the cracks and the record's timeline shows exactly what happened at each stage.
Business Outcomes
- Fewer missed rework items thanks to a structured supervisor check before handover
- Faster customer sign-off with a simple accept-or-flag review form sent by email
- Clearer accountability with rework and issue-fix tasks assigned directly to the right person
- More consistent care and resealing guidance reaching every customer after handover
- Better visibility into job status across the team via the record's status and timeline
Workflow Steps
Steps
- 1Create Stonework Job Recordcreate record
Registers the completed job submission as a stonework job record.
- 2Set Status to Final Checkupdate record
Sets the handover status to Final Check ready for supervisor walkthrough.
- 3Supervisor Walkthroughcreate task
Supervisor walks through the job site and records whether it is ready for handover or needs rework.
- 4Save Walkthrough Resultupdate record
Persists the supervisor's walkthrough result and rework list to the record.
- 5Route on Walkthrough Result
Branches based on whether the job is ready for handover or needs rework.
supervisor_result: "Ready for handover"→Set Status to Customer Reviewsupervisor_result: "Rework needed"→Set Status to ReworkDefault→End - 6Set Status to Reworkupdate record
Sets the handover status to Rework and assigns the stonemason to fix the listed items.
- 7Stonemason Reworkcreate task
Stonemason completes the listed rework and records what was done with photos.
- 8Save Rework Detailsupdate record
Persists the completed rework details and photos to the record.
- 9Return to Supervisor Checkrestart from step
Restarts the workflow from the supervisor walkthrough to re-check the reworked job, up to 2 times.
- 10Set Status to Customer Reviewupdate record
Sets the handover status to Customer Review before sending the review form to the customer.
- 11Send Customer Review Formrequest external input
Emails the customer a summary of the completed work and asks them to accept or report an issue.
- 12Save Customer Decisionupdate record
Persists the customer's decision and comments to the record.
- 13Route on Customer Decision
Branches based on whether the customer accepted the work or reported an issue.
customer_decision: "Accept the work"→Set Status to Handed Overcustomer_decision: "Report an issue"→Set Status to Customer IssueDefault→End - 14Set Status to Customer Issueupdate record
Sets the handover status to Customer Issue and assigns the supervisor to fix the reported issue.
- 15Supervisor Resolve Customer Issuecreate task
Supervisor reviews the customer's comments, resolves the issue and records the fix with photos.
- 16Save Issue Fix Detailsupdate record
Persists the fix details and photos to the record.
- 17Return to Customer Reviewrestart from step
Restarts the workflow from the customer review step so the customer can re-review the fix, up to 2 times.
- 18Set Status to Handed Overupdate record
Sets the handover status to Handed Over now that the customer has accepted the work.
- 19Send Thank You Emailsend email
Emails the customer a thank-you with care and resealing information for their records.
- 20Wait 2 Days
Waits two days after handover before requesting customer feedback.
- 21Send Feedback Requestrequest external input
Emails the customer a short feedback form with a 1-5 rating and comments.
Fields
- Stonemason Name*
- Customer Name*
- Customer Email*
- Site Address*
- Stonework Completed*
- Stone Type and Finish*
- +17 more fields
Forms
Stonework Completion Form
12 fields
Data Views
Stonework Jobs
customer_name, site_address, stonework_completed, warranty_period_years +1 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
Do I need to set this up for every stonework job manually?
No — once the workspace publishes the template, every new job starts from the request form and runs the same handover process automatically. Each submission creates its own job record with a reference number, status and timeline, so you can track progress without building anything new each time.
Can my team customise the rework or review steps?
Yes, you can describe the change you want in plain English or edit the steps directly in the workflow editor. Earlier versions of the workflow are kept, so you can always see what changed and when.
Who is actually involved in the handover process?
The supervisor carries out the walkthrough and resolves any customer-reported issues, while the stonemason handles rework when items aren't ready. Both are workspace members assigned tasks directly on the job record, and the customer takes part through emailed forms without needing an account.
What happens if the supervisor finds problems during the walkthrough?
The status changes to Rework, the stonemason is assigned the listed items, and once they record what was done with photos, the workflow sends the job back to the supervisor for a re-check. This re-check loop can happen up to two times before moving forward.
What if the customer isn't happy with the finished work?
When a customer reports an issue on the review form, the status changes to Customer Issue and the supervisor is assigned to review the comments and resolve it. Once the fix and photos are recorded, the customer is sent back to the review step to re-check the work, up to two times.
Is this suitable for jobs with different stone types or sealer requirements?
Yes — the request form captures stone type, finish, sealer status and resealing timing for each job, so those details travel with the record from the start. The thank-you email sent after handover also includes care and resealing information for the customer's records.
Do customers need to log in or download anything?
No, customers only interact through the public request form and forms emailed directly to them, such as the review form and the feedback request. There's no account setup involved on their end at any stage.
How is customer feedback collected after the job is done?
Two days after the job is marked Handed Over, the workflow emails the customer a short feedback form asking for an overall satisfaction rating and any comments. Since the workflow waits for this form, the responses are saved directly on the job record for your team to review later.
Can I see the full history of what happened on a job?
Yes, each job record keeps a timeline of every step, status change and task outcome, from the initial submission through to final feedback. Table views and dashboards also let you see records grouped by their current status, such as Final Check, Rework or Handed Over.
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