Stormwater drainage inspection Workflow

Why should we automate stormwater drainage inspection reporting instead of handling it manually?

Manual handling of drainage inspections often relies on emails and spreadsheets to track review status, which can cause delays and lost context between inspectors and supervisors. This workflow assigns review and revision tasks automatically, tracks each record's status from Report Review through to Closed, and sends the approved report to the customer without staff needing to compile it manually. The record's timeline captures what happened at each stage, making it easier to see where a report stands at any point.

What is the ROI of using this workflow for drainage inspections?

The workflow reduces time spent chasing report reviews and manually emailing customers, since both the review task and the customer email are built into the process. Estimators receive repair quote tasks automatically when repair work is recommended, cutting the gap between inspection and quoting. Because the template is ready to use immediately, teams can start realising these time savings without a development project or setup delay.

How does the supervisor review and revision loop work?

After an inspection is submitted, the record status is set to Report Review and the drainage supervisor gets a task, due in two days, to record a Review Decision and Comments. If the decision is Changes needed, the status moves to Revising and the inspector gets a task, due in one day, to update the Defects Found and Recommended Work fields. Once the inspector submits their updates, the workflow returns to the supervisor review task so the revised report can be reviewed again.

What happens once the supervisor approves the report?

When the Review Decision is Approved, the record status changes to Report Sent and the workflow emails the customer a summary covering overall condition, discharge point, defects found and recommended work. The customer receives this by email without needing an account, since customers only interact through the request form and emailed forms. This keeps the customer-facing communication consistent regardless of who reviewed the report.

What triggers the repair quote task, and who handles it?

After the report is emailed, the workflow checks the Repair Work Recommended field. If it is Yes, the status is set to Quote to Follow and the estimator is assigned a task, due in three days, to prepare a stormwater repair quote. The workflow does not wait for this task to complete, so Quote Preparation Notes stay with the task itself rather than being saved to the record; if no repair work is recommended, the record status is set to Closed.

Can we customise the fields captured on the inspection form?

Yes, the request form fields such as Gutters and Downpipes Connected, Pits and Grates Condition, or CCTV Inspection Done can be adjusted by describing the change in plain English or editing the steps directly in the workflow editor. Earlier versions of the workflow are kept, so changes can be made without losing the previous configuration.

Who is involved in this workflow, and what are they responsible for?

The inspector submits the initial inspection and, if changes are needed, updates the defects and recommended work. The drainage supervisor reviews the report and records a decision with comments, and the estimator prepares a repair quote when repair work is recommended. Each of these is a task assigned to a workspace member, and progress is visible through the record's status and timeline.

What happens if the supervisor's review decision is something other than Approved or Changes needed?

The routing step includes an otherwise path for any decision outside Approved or Changes needed, so the workflow has a defined path regardless of the value recorded. This keeps the record moving through the process rather than stalling, and the Review Decision and Comments entered by the supervisor remain saved on the record for reference.

How does the workflow keep track of inspection records over time?

Each submitted inspection becomes a record with a reference number, a status such as Report Review, Revising, Report Sent, Quote to Follow or Closed, and a timeline showing what happened at each step. Table views and dashboards display these records by status, making it possible to see at a glance which inspections are awaiting review, revision or quoting. Businesses should confirm their own record-keeping obligations against what the workflow captures.