Vehicle Inspection Workflow

What happens if the roadworthiness decision doesn't match Pass, Minor defects, or Unsafe?

The routing step includes an otherwise branch for any decision value that doesn't match the three expected options. This keeps the inspection record moving through the workflow rather than stalling, and the decision recorded on the record remains visible in its timeline. A workspace can adjust the request form or routing logic if additional decision categories are needed.

Can this handle a repair that still doesn't fix an unsafe vehicle?

Yes. If the fleet coordinator's verification task records a Not fixed result, the workflow loops back to the workshop urgent repair task for up to two additional attempts. Each attempt's repairs made and verification results are saved to the record, so the full repair history is visible in the timeline.

Who is responsible for each task in this workflow?

The workshop is assigned the repair tasks — a 7-day task for minor defects and a 1-day urgent task for unsafe vehicles — and records the repairs made on each. The fleet coordinator is assigned a 1-day verification task to confirm whether the repair fixed the vehicle, recording a verification result and notes. Both task types are waited on by the workflow, so their answers are saved directly to the inspection record.

What if the vehicle passes inspection with no defects?

When the roadworthiness decision is recorded as Pass, the workflow sets the inspection status to Closed and emails the fleet owner confirming the vehicle passed. No workshop or verification tasks are triggered for this path, keeping the process fast for vehicles that need no follow-up.

Can we customise the inspection form or the workflow steps?

Yes. The request form fields, task assignments, deadlines, and email content can all be adjusted by describing the change in plain English or editing the steps directly in the workflow editor. Earlier versions of the workflow are kept, so changes can be reviewed or reverted.

How do inspectors and fleet owners interact with this process?

Inspectors submit inspections through the public request form, which doesn't require an account. Fleet owners and inspectors receive an acknowledgement email with the inspection reference number after submission, and fleet owners get further email updates at each key stage — pass, out of service, or repaired and returned to service.

What if the vehicle needs more than two additional repair attempts to fix?

The loop back step allows up to two additional repair attempts after the first urgent repair task. A workspace can adjust this limit or the associated task deadlines in the workflow editor if a different number of attempts better suits its process.

What information gets saved to the inspection record versus staying with a task?

Because the workshop and fleet coordinator tasks are ones the workflow waits for, the repairs made, verification result, and verification notes entered on those tasks are all saved directly to the inspection record. This means the full defect, repair, and verification history is visible in the record's timeline, not just attached to an individual task.

How can a fleet team track inspection status across many vehicles?

Each inspection is a record with its own reference number, current status (Submitted, Closed, Repair Due, Grounded, and so on), and a timeline of everything that happened. Table views and dashboards display records grouped by status, making it straightforward to see which vehicles are grounded, awaiting repair, or cleared for service.