Tile layout and pattern approval Workflow

What does this workflow record on the tiling job record?

The job record stores the original intake details, including tile product, size, colour, layout pattern, grout colour and set-out notes. When the customer approves the layout, the workflow waits for their response, so the approval or request-for-changes decision and comments are saved to the record. If revisions occur, the tiler's updated selections and set-out notes are also saved to the record, along with the job's status and timeline of events.

Who is involved at each stage of this workflow?

The customer is involved through an emailed form to approve or request changes to the proposed layout, without needing an account. The tiler is assigned a task to revise the layout when changes are requested, and the office is assigned a task to order tiles and book the start date once the layout is approved. Each of these roles interacts with the job record through tasks or forms tied to its current status.

How do we change what the customer approval form asks for?

The approval form's questions can be adjusted by describing the change in plain English or by editing the step directly in the workflow editor. For example, additional questions could be added to the approval request alongside the existing approve/request-changes decision and comments field. Earlier versions of the workflow are kept, so changes can be reviewed or reverted if needed.

What happens when the customer requests changes to the layout?

When the customer selects 'Request changes', the job status is set to Revising and the tiler is assigned a task, due in 2 days, to update the tile selection, layout pattern, grout colour and set-out notes based on the customer's comments. Once the tiler completes this task, the revised details are saved to the job record and the status returns to Awaiting Approval before the revised layout is sent back to the customer for another decision.

How many times can the layout go through revisions?

The workflow is designed to loop through the tiler revision and customer approval cycle up to three times. This gives the tiler multiple opportunities to address customer feedback on set-out details, layout pattern or materials while keeping the job record's status updated at each pass.

What happens once the customer approves the layout?

Once the customer approves, the job status is set to Approved and the customer is emailed a confirmation of the approved tile layout. The office is then assigned a fire-and-forget task, due in 2 days, to order the tiles and book the tiling start date; details entered on this task, such as the order reference and booked start date, stay with the task and are shown in the job record's task list.

Can the tiler and office tasks be reassigned to different team members?

Yes, tasks such as the tiler revision task and the office ordering task are assigned to workspace members, and workspace admins can adjust who is assigned as job volumes or team structures change. Each task carries its own due date, and its status is reflected in the job record's timeline.

How is progress across multiple tiling jobs tracked?

Each tiling job is a record with its own reference number, status and timeline of events, so table views and dashboards can show jobs grouped by status such as Awaiting Approval, Revising or Approved. This gives office staff and management a consistent view of where each job stands without needing to check individual conversations.

Can this workflow be adjusted for jobs that don't need drawings or mock-up photos?

The intake form and its fields, including the set-out drawings or mock-up photos field, can be edited in the workflow editor or by describing the desired change in plain English. This allows a workspace to tailor the form to the type of tiling job being requested while keeping the rest of the approval and revision process intact.