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Workflow Template

Timber defect / moisture inspection Workflow

Captures a timber defect and moisture inspection report, routes it through carpentry manager review (with revision loop back to the inspector), emails the approved report to the customer, and triggers a repair quote task when repair work is recommended.

Timber inspection reports often stall between the site visit, manager sign-off and getting findings to the customer, with revisions bouncing back and forth by email. This workflow captures the inspection details and moisture readings on a request form, routes the report to the carpentry manager for review with a built-in revision loop back to the inspector, then emails the approved report to the customer and assigns an estimator a repair quote task when repair work is recommended. Carpentry managers, inspectors and estimators each pick up their part through assigned tasks, with no separate accounts needed for customers.

Business Outcomes

  • Helps cut delays between inspection and customer notification
  • Supports a clearer revision loop between inspector and manager
  • Makes it easier to track repair quotes off the back of an inspection
  • Reduces manual follow-up by emailing approved reports automatically
  • Improves visibility into report status across the team

Workflow Steps

Steps

  1. 1
    Create Inspection Recordcreate record

    Registers the submitted inspection as a record.

  2. 2
    Set Status: Report Reviewupdate record

    Marks the record as awaiting manager review.

  3. 3
    Manager Review Taskcreate task

    Assigns the carpentry manager a task due in 2 days to review the inspection report.

  4. 4
    Save Review Decisionupdate record

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

  5. 5
    Route Review Decision

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

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

    Marks the record as being revised by the inspector.

  7. 7
    Inspector Revision Taskcreate task

    Assigns the inspector a task due in 1 day to update the defects found and recommended work based on the manager's comments.

  8. 8
    Save Revised Reportupdate record

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

  9. 9
    Return to Manager Reviewrestart from step

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

  10. 10
    Set Status: Report Sentupdate record

    Marks the record as approved and the report as ready to send.

  11. 11
    Email Customer the Reportsend email

    Sends the customer the approved inspection findings including condition, moisture readings, defects, source and recommended work.

  12. 12
    Route Repair Recommendation

    Branches based on whether repair work was recommended in the report.

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

    Marks the record as awaiting a repair quote.

  14. 14
    Estimator Quote Taskcreate task

    Assigns the estimator a task due in 3 days to prepare a timber repair quote, without waiting for completion.

  15. 15
    Set Status: Closedupdate record

    Marks the record as closed since no repair work is recommended.

Fields

  • Inspector Name*
  • Customer Name*
  • Customer Email*
  • Customer Mobile*
  • Site Address*
  • Inspection Date*
  • +11 more fields

Forms

Timber Defect & Moisture Inspection Report

14 fields

Data Views

Timber Inspections

customer_name, site_address, inspection_date, moisture_source +2 more

Dashboard Widgets

Inspections by Report Status

Recommended integrations

Setup the following integrations to extend workflow capability.

  • Send email in the workflow

    AWS SES logoAWS SES
timber defect / moisture inspectioncarpentry and joineryinspectiontradetrades

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FAQs

How do I set up this timber inspection workflow for my team?

Publish the template in your workspace and it's ready to run straight away, no development project or installation needed. Add your carpentry manager, inspectors and estimator as workspace members so tasks can be assigned to them. The public request form is available immediately for capturing new inspections.

Who fills in the inspection request form?

The inspector or whoever manages the site visit submits the request form with inspector name, customer details, site address, moisture readings, defects found and recommended work. No customer account is needed, since customers only interact through the emailed report.

What happens if the carpentry manager requests changes to a report?

If the review decision is 'Changes needed', the record status changes to Revising and the inspector gets a task due in 1 day to update the defects found and recommended work. Once the inspector submits the revision, the workflow returns automatically to the manager review task with the updated report.

Can I change the review or task deadlines?

Yes, describe the change in plain English or edit the steps directly in the workflow editor to adjust the 2-day manager review deadline or the 1-day inspector revision deadline. Earlier versions of the workflow are kept, so you can review what changed.

What does the customer receive once the report is approved?

Once the manager approves the report, the record status changes to Report Sent and the customer is emailed the approved findings, including overall condition, moisture readings, defects found, moisture source and recommended work. This happens without the customer needing to log into anything.

How does the repair quote task get triggered?

After the report is sent, the workflow checks whether repair work was recommended. If it was, the status changes to Quote to Follow and the estimator gets a task due in 3 days to prepare a quote; the workflow doesn't wait for this task, so the estimator's notes stay on the task rather than the record.

What happens if no repair work is recommended?

If the report shows no repair work recommended, the record status is set to Closed once the report has been emailed to the customer. No quote task is created in this case.

Can I customise which fields appear on the inspection form?

Yes, you can adjust the request form fields, add or remove details like timber elements inspected or moisture source, by editing the workflow in the editor or describing the change in plain English. Changes apply to future submissions while keeping a record of prior versions.

How do I track the status of inspections across my team?

Each inspection is a record with a reference number, current status and a timeline showing what's happened, from Report Review through to Closed or Quote to Follow. Table views and dashboards let you see records grouped by status so you can spot where reports are stuck.

Does approving the report affect any other systems?

Approving the report updates the record status and triggers the customer email and, where relevant, the repair quote task within this workflow. Each business should confirm its own record-keeping obligations, since the workflow logs statuses, entered values and the record timeline but doesn't connect to outside systems.

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Timber defect / moisture inspection Workflow | assess.one