Tree risk assessment Workflow

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

Each inspection is created as a record with a reference number, a status, and a timeline of what happened. The record captures the original inspection details from the request form, the senior arborist's review decision and comments, and any updated defects found or recommended work from a revision cycle. Status changes such as Report Review, Revising, Report Sent, Quote to Follow, and Closed are all reflected on the record as the process moves forward.

Who is involved in reviewing and revising the report?

A senior arborist is assigned a task to review the submitted inspection report and record a decision along with comments, and the workflow waits for this task before proceeding. If changes are needed, the inspector who submitted the original inspection is assigned a task to update the defects found and recommended work, and the report then returns to the senior arborist for another review pass. This creates a repeatable review-and-revise cycle that can run as many times as needed.

What happens when the senior arborist approves the report?

When the review decision is Approved, the record status changes to Report Sent and the workflow automatically emails the customer with the risk rating, tree details, defects found, and recommended work. This means the customer receives the finalised report as soon as senior review is complete, without a separate manual send step.

What happens when tree work is recommended after the report is sent?

After the customer report is emailed, the workflow checks whether tree work is recommended. If it is, the record status changes to Quote to Follow and the estimator is given a task to prepare a tree work quote, with quote preparation notes kept on that task. If no tree work is recommended, the record is simply marked Closed.

Is the estimator's quote task tracked on the record?

The quote preparation task is a fire-and-forget task, meaning the workflow does not wait for it to complete before moving on. The estimator's quote preparation notes are kept on that task and shown in the record's task list, while the record itself is marked Quote to Follow so its status is still visible to the team.

How do we change the steps in this workflow?

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 of the workflow are kept, so teams can review how the process has evolved over time. This makes it straightforward to adjust review stages, tasks, or messages as inspection procedures change.

Who can access and manage inspection records inside the workspace?

Workspace users are set up as either admins or members, and tasks and approvals such as the senior arborist review or estimator quote are assigned to specific team members. Table views and dashboards let the team see inspection records grouped by status, such as Report Review, Revising, or Closed. Workspace activity is logged, giving visibility into who acted on which record and when.

How does the customer take part in the inspection process?

Customers submit their initial request through a public request form, which captures details such as site address, tree species, and contact information without requiring an account. Once the report is approved, the customer receives the finalised report by email, again with no account or login needed on their part.

Can this workflow be adapted for record-keeping and compliance needs?

The workflow keeps a timeline of status changes, review decisions, comments, and the values entered by inspectors and senior arborists on each record, which can support internal record-keeping practices. Each business should confirm its own regulatory or industry obligations around tree risk assessment documentation, as this workflow does not itself determine or certify compliance.