Test and tag inspection record Workflow

Why should we automate test and tag inspection record-keeping instead of using spreadsheets or paper forms?

Manual spreadsheets or paper-based systems make it easy to lose track of failed items or delay client notifications. This workflow captures inspection data directly from a submitted form, calculates the pass rate automatically, and routes the record to the correct next step based on the result. Each record keeps a timeline of what happened, making it easier to see where an inspection stands at any time.

What is the return on investment of using this workflow for a test and tag business?

The workflow removes the need for staff to manually calculate pass rates or draft individual client emails for every inspection, saving administrative time on each job. It also reduces the chance of failed items being overlooked, since a technician task is automatically created with a due date when failures are found. Over many inspections, this can add up to meaningful time savings and more consistent client communication.

How does this compare to handling failed item follow-up manually?

Handling follow-up manually relies on someone remembering to check in on failed items and record the outcome. This workflow assigns the technician a task due in 5 days to record the outcome and notes, and the record moves to Complete only once that outcome is saved. This creates a clear, trackable path from failure detection to resolution.

Can the workflow be customised for different inspection types or client communication needs?

Yes, the workflow steps can be adjusted by describing the change in plain English or editing the steps directly in the workflow editor, and earlier versions are kept. This means the request form fields, email content, or task due dates can be tailored to match a business's specific inspection process.

Who is responsible for each task in this workflow?

The workflow starts when a technician or office staff submits the request form to create the inspection record. When failures are found, a technician is assigned the task of recording the outcome for failed items, which the workflow waits for before marking the record Complete. Workspace admins or members can be assigned this and other tasks as needed.

What happens when all items pass inspection versus when failures are found?

The workflow branches based on the Result field: if all items passed, the record is marked Complete and the client receives an email summary with items tested, pass rate, and next test due date. If failures were found, the record is marked Failed Items, the client is emailed details of the failed items and notified they are tagged out of service, and a technician task is created to record the follow-up outcome.

How does the client stay informed throughout the inspection process?

Clients receive email notifications at key points in the workflow without needing an account. This includes a test summary email when all items pass, a failed items notice if any items fail, and a final outcome email once the technician has recorded what happened with the failed items.

What information does the technician need to provide when recording a failed item outcome?

The technician is assigned a task, due in 5 days, to record the outcome for the failed items along with any relevant notes. Because the workflow waits for this task, the outcome and notes are saved directly to the inspection record, and the record then moves to Complete.

How does the pass rate get calculated, and can we see it on the record?

The pass rate is calculated automatically as (items tested minus items failed) divided by items tested, multiplied by 100, and this value is saved to the record. It is included in the client-facing test summary email when all items pass, giving clients a clear percentage figure for the inspection outcome.

What does the record show for compliance or audit purposes?

Each inspection record has a reference number, a status, and a timeline showing what happened at each step, including status changes, form submissions, and technician task outcomes. This gives a documented history of the inspection and follow-up process, though each business should confirm what record-keeping meets its own regulatory obligations.