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Workflow Template

Switchboard inspection and upgrade assessment Workflow

Captures a switchboard inspection report, routes it through electrical supervisor review (with a bounded revision loop back to the inspector), emails the approved report to the customer, and triggers a quote task if an upgrade is recommended.

Switchboard inspections often get stuck in email threads, with reports going out unchecked and upgrade opportunities falling through the cracks. This workflow captures the inspection on a form, routes the report through electrical supervisor review with a bounded revision loop back to the inspector, emails the approved report to the customer, and creates a quote task for the estimator when an upgrade is recommended. Inspectors, electrical supervisors and estimators each work their part of the record without needing to chase updates manually.

Business Outcomes

  • Helps standardise how switchboard inspection reports are captured and reviewed
  • Reduces back-and-forth by routing revisions directly between supervisor and inspector
  • Supports faster, more consistent report delivery to customers by email
  • Makes it easier to flag upgrade opportunities and hand them to an estimator without delay
  • Gives a clear, timestamped record of review decisions and status changes for every inspection

Workflow Steps

Steps

  1. 1
    Create Inspection Recordcreate record

    Registers the submitted inspection as a switchboard_inspection record.

  2. 2
    Set Status to Report Reviewupdate record

    Updates the record status to Report Review.

  3. 3
    Supervisor: Review Inspection Reportcreate task

    Electrical supervisor reviews the inspection report and records a decision with comments.

  4. 4
    Save Review Decisionupdate record

    Persists the supervisor's review decision and comments to the record.

  5. 5
    Route on Review Decision

    Branches based on whether the supervisor approved the report or requested changes.

    review_decision: "Approved"→Set Status to Report Sent
    review_decision: "Changes needed"→Set Status to Revising
    Default→End
  6. 6
    Set Status to Revisingupdate record

    Updates the record status to Revising because changes are needed.

  7. 7
    Inspector: Update Reportcreate task

    Inspector reviews the supervisor's comments and updates the defects found and recommended work.

  8. 8
    Save Updated Report Contentupdate record

    Persists the inspector's revised defects found and recommended work to the record.

  9. 9
    Resubmit for Supervisor Reviewrestart from step

    Restarts the workflow from the supervisor review task with the revised report.

  10. 10
    Set Status to Report Sentupdate record

    Updates the record status to Report Sent because the supervisor approved the report.

  11. 11
    Email Customer the Inspection Reportsend email

    Sends the customer a summary of the switchboard condition, protection type, hazards found and upgrade recommendation.

  12. 12
    Route on Upgrade Recommendation

    Branches based on whether a switchboard upgrade was recommended.

    upgrade_recommended: "Yes"→Set Status to Quote to Follow
    upgrade_recommended: "No"→Set Status to Closed
    Default→Set Status to Closed
  13. 13
    Set Status to Quote to Followupdate record

    Updates the record status to Quote to Follow because an upgrade is recommended.

  14. 14
    Estimator: Prepare Upgrade Quotecreate task

    Creates a fire-and-forget task for the estimator to prepare a switchboard upgrade quote, due in 3 days.

  15. 15
    Set Status to Closedupdate record

    Updates the record status to Closed because no upgrade was recommended.

Fields

  • Inspector Name*
  • Customer Name*
  • Customer Email*
  • Customer Mobile*
  • Site Address*
  • Inspection Date*
  • +18 more fields

Forms

Switchboard Inspection Report

21 fields

Data Views

Switchboard Inspection Reports

customer_name, site_address, inspection_date, protection_type +1 more

Dashboard Widgets

Reports by Report Status

Recommended integrations

Setup the following integrations to extend workflow capability.

  • Send email in the workflow

    AWS SES logoAWS SES
switchboard inspection and upgrade assessmentelectricalinspectiontradetrades

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FAQs

How do I get this workflow running for my team?

Publish the template in your workspace and it's ready to use immediately, with no setup project needed. Inspectors can start submitting the request form and the workflow runs the live process from the first submission.

What do I need to set up before inspectors start using it?

You'll want your electrical supervisors and estimators added as workspace members so tasks can be assigned to them. Beyond that, the form and steps are ready as published, so you can start capturing inspections right away.

How does the supervisor review and revision loop work?

When an inspection is submitted, the record status moves to Report Review and a task is assigned to the electrical supervisor to review the report and record a decision with comments. If changes are needed, the status moves to Revising and the inspector gets a task to update the defects found and recommended work, then the report goes back to the supervisor for another review.

What happens once the supervisor approves the report?

The record status updates to Report Sent and the workflow emails the customer a summary covering the switchboard condition, protection type, hazards found and upgrade recommendation. The customer receives this by email without needing to log into anything.

How does the workflow handle upgrade recommendations?

After the report is sent, the workflow checks the Switchboard Upgrade Recommended field. If an upgrade is recommended, the status moves to Quote to Follow and a task is created for the estimator to prepare a quote, due in 3 days. If no upgrade is needed, the record status moves straight to Closed.

Is the estimator's quote task tracked on the record?

The workflow does not wait for the estimator's task to finish, so the quote preparation notes stay with that task and appear in the record's task list rather than on the record itself. The record's status and timeline still show that a quote task was triggered and when.

Can I customise the fields on the inspection form or the steps?

Yes. You can describe the change you want in plain English or edit the steps directly in the workflow editor, and earlier versions of the workflow are kept. This makes it straightforward to add fields, adjust routing conditions or change task assignments as your process evolves.

What do I do if the review decision doesn't fit Approved or Changes Needed?

The workflow includes an otherwise branch for review decisions that don't match either condition, so no submission gets stuck without a path forward. You can edit that branch's behaviour in the workflow editor if you want it handled differently.

How do customers interact with this process?

Customers submit inspection details through a public request form or receive forms by email, and they don't need to create an account. Once the report is approved, they receive the summary report directly by email.

How can I see where inspections are up to?

Every inspection is a record with a reference number, current status and a full timeline of what happened, including review decisions and comments. Table views and dashboards let you see records grouped by status, such as Report Review, Revising, Quote to Follow or Closed.

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Switchboard inspection and upgrade assessment Workflow | assess.one