Workflow Template

Thermostatic Mixing Valve Service Workflow

Captures thermostatic mixing valve (TMV) test records from a plumber, sets the record status based on pass/fail result, notifies the client, and manages a repair-and-retest loop for failed valves until they pass or the retry limit is reached.

Plumbers testing thermostatic mixing valves need a reliable way to log results, flag failures fast, and keep chasing repairs until a valve passes. This workflow captures each TMV test from a submitted form, sets the record status based on pass or fail, emails the client automatically, and assigns the plumber a repair-and-retest task when a valve fails, looping up to two more times if needed. Plumbers and workspace admins run the process, with clients kept informed by email at every key stage.

Business Outcomes

Helps reduce delays in notifying clients about failed valves
Supports faster turnaround on repair-and-retest cycles
Makes it easier to track every TMV record's status and history in one place
Reduces manual chasing by assigning repair tasks automatically
Improves visibility into which valves are still pending retest

Workflow Steps

Steps

1
Create TMV Service Recordcreate record
Registers the submitted TMV test as a new service record.
2
Set Status to Submittedupdate record
Marks the record status as Submitted upon intake.
3
Route on Test Result
Branches the workflow based on whether the TMV test passed or failed.
test_result: "Pass"→Set Status to Passed
test_result: "Fail"→Set Status to Failed
Default→End
4
Set Status to Passedupdate record
Updates the record status to Passed after a successful test.
5
Email Client Pass Resultsend email
Sends the client the test result and next test due date after a pass.
6
Set Status to Failedupdate record
Updates the record status to Failed after an unsuccessful test.
7
Email Client Fail Noticesend email
Notifies the client the TMV failed its test and outlets may deliver water hotter than the safe setting until repaired.
8
Plumber: Repair and Retestcreate task
Assigns the plumber a task to repair the valve and record the retest result, due in 2 days.
9
Save Repair and Retest Resultupdate record
Persists the repair notes and retest result to the record.
10
Route on Retest Result
Branches based on whether the retest passed or still failed.
retest_result: "Pass"→Set Status to Passed After Repair
retest_result: "Fail"→Return to Plumber for Further Repair
Default→End
11
Return to Plumber for Further Repairrestart from step
Sends the record back to the plumber for another repair and retest attempt, up to 2 times.
12
Set Status to Passed After Repairupdate record
Updates the record status to Passed once the repaired valve passes its retest.
13
Email Client Repaired and Passedsend email
Notifies the client the TMV was repaired and passed its retest, with the next test due date.

Fields

Show all 22 fields

FormTMV Test Record

Plumber Name*· Text
Client Name*· Text
Client Email*· Email
Site Address*· Text
Valve Location*· Text
Make*· Text
Model*· Text
Serial Number*· Text
Outlets Served*· Long text
Test Date*· Date
Hot Supply Temperature (°C)*· Number
Cold Supply Temperature (°C)*· Number
Mixed Outlet Temperature (°C)*· Number
Cold Water Shut-off Test Result*· Text
Strainers and Check Valves Cleaned*· Choice
Parts Replaced· Long text
Photos· File upload
Next Test Due Date*· Date
Test Result*· Choice

TaskPlumber: Repair and Retest

Repair Made*· Long text
Retest Result*· Choice

Other fields

Test Status· Choice

Plumber Name*
Client Name*
Client Email*
Site Address*
Valve Location*
Make*

Forms

TMV Test Record

19 fields

Data Views

TMV Service Records

client_name, site_address, valve_location, test_date +2 more

Dashboard Widgets

Valve Services by Test Status

Recommended integrations

Setup the following integrations to extend workflow capability.

Send email in the workflow
AWS SES

thermostatic mixing valve service recordplumbing and gastradetrades

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FAQs

How do I get this TMV workflow running for my team?

The template is ready to use, so your workspace can publish it and start capturing test records in minutes. There's no setup project or development work involved. Plumbers use the public request form to submit test results straight away.

What information does the plumber need to submit for each test?

The request form asks for plumber and client details, site and valve information, test temperatures, cold water shut-off result, strainer cleaning status, parts replaced, photos, next test due date and the overall test result. This gives each service record a complete picture of what was tested and found.

What happens when a valve fails its test?

The record status is set to Failed and the client is emailed a notice that the valve failed and outlets may deliver water hotter than the safe setting until repaired. The plumber is then assigned a task to repair the valve and record a retest result, due in 2 days.

How does the repair and retest loop work?

After the plumber records the repair and retest result, the workflow checks whether the retest passed or failed. If it still fails, the record is sent back to the plumber for another repair attempt, up to 2 times, before the loop ends.

What does the client see and when?

Clients receive an email with the pass result and next test due date if the valve passes first time, a fail notice if it fails, and a repaired-and-passed email with the next due date once a repaired valve passes its retest. Clients take part through emailed forms and never need an account.

Who is responsible for each task in this workflow?

The plumber is assigned the repair-and-retest task, which the workflow waits for before moving on. Workspace admins and members can monitor record status and activity through table views and dashboards, since tasks and approvals are assigned to team members within the workspace.

Can I change the fields on the request form or the email wording?

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 review what changed over time.

What gets recorded if the plumber can't fix the valve within the retry limit?

Each attempt's repair notes and retest result are saved to the record, along with the current status and a full timeline of what happened. Every workspace should confirm its own obligations around what records it needs to keep for compliance purposes.

Can I track how many TMV records are pending, failed or passed?

Yes, records are shown by status in table views and dashboards, along with a reference number and timeline for each one. This makes it straightforward to see which valves are still in the repair loop and which have passed.

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