Tile roof repair / replacement inspection Workflow

What does this workflow record at each stage of the inspection?

The record captures the original inspection details from the request form, including tile condition assessments, defects found and recommended work. As the process continues, the manager's Review Decision and Comments are saved to the record, and if revisions are requested, the inspector's Updated Defects Found and Updated Recommended Work are also saved. The record's timeline and status field reflect each step, from Report Review through to Report Sent, Quote to Follow or Closed.

Who is involved in reviewing and approving the inspection report?

The roofing manager is assigned a Review Inspection Report task, due in 2 days, where they record a decision and any comments. If changes are needed, the inspector is assigned a Revise Report task, due in 1 day, to update the defects found and recommended work. The estimator is later assigned a task to prepare a roof quote when the report recommends repair, restoration or replacement.

How do we change the workflow if our review process needs updating?

A workflow can be changed by describing the desired change in plain English or by editing its steps directly in the workflow editor. Earlier versions are kept, so previous configurations remain accessible if needed. This makes it possible to adjust review timeframes, task assignments or routing conditions without a separate development project.

What happens if the manager requests changes to the report?

When the Review Decision is set to Changes needed, the record status is set to Revising and the inspector is assigned a task to update the defects found and recommended work. Once the inspector submits their revisions, the workflow returns to the manager review step for a fresh review cycle. This cycle can repeat until the manager approves the report.

What is sent to the customer once the report is approved?

Once the manager approves the report, the record status is set to Report Sent and an email is sent to the customer containing the overall condition, defects found and the work recommendation. The customer receives this by email without needing an account, using the contact details captured on the original request form.

How does the workflow decide whether a quote task is created?

After the report is emailed, the workflow checks the Repair, Restoration or Replacement Recommended field. If the answer is Yes, the record status is set to Quote to Follow and the estimator is assigned a task to prepare a roof quote, due in 3 days. If the answer is No, the record status is set to Closed.

Does the workflow wait for the estimator's quote task to finish?

No, the workflow does not wait for the estimator's Prepare Roof Quote task to be completed. The Quote Preparation Notes entered on that task stay with the task itself, visible in the record's task list, while the record status remains at Quote to Follow.

What information does a table view or dashboard show for these inspections?

Table views and dashboards display each roof_inspection record by its current status, such as Report Review, Revising, Report Sent, Quote to Follow or Closed. Each record has a reference number and a timeline showing the actions taken, giving managers and administrators an overview of where every inspection stands. Workspace activity related to these records is also logged.

Who submits the initial inspection details?

The inspector completes the public request form, entering details such as inspector name, customer contact information, site address, tile type, condition assessments across ridge capping, bedding and pointing, valleys, flashings and sarking, plus photos and the overall recommendation. This submission creates the roof_inspection record and sets its status to Report Review, starting the manager review process.