Workflow Template
Vehicle Inspection Workflow
Captures fleet vehicle inspections (vehicle, inspection type, odometer, fuel, safety/condition checks) and routes based on the inspector's roadworthiness decision: Pass closes the inspection; Minor Defects raises a maintenance request while the vehicle stays in service; Unsafe grounds the vehicle and raises an urgent repair. Repairs are verified before closing, and the fleet owner is notified when the inspection closes or the vehicle is grounded.
A missed defect on a fleet vehicle doesn't stay a paperwork problem for long — it becomes a breakdown on a highway or a driver stranded with an unsafe vehicle. Fleet teams relying on paper checklists or scattered spreadsheets often lose track of which vehicles have open defects, which are grounded, and which repairs were never actually verified before the vehicle went back on the road. This workflow captures every inspection detail, routes automatically based on the roadworthiness decision, and keeps the fleet owner notified at each critical point — so unsafe vehicles get grounded immediately and nothing closes without a verified repair.
Business Outcomes
- Helps cut the time between spotting a defect and raising a maintenance or repair task
- Reduces the risk of unsafe vehicles staying in service due to missed follow-up
- Improves visibility into which vehicles are grounded, in repair, or cleared to close
- Supports faster fleet owner awareness of inspection outcomes and vehicle status changes
- Makes it easier to confirm repairs were verified before an inspection is closed
Workflow Steps
Steps
- 1Create Inspection Recordcreate record
Registers the submitted inspection as a record.
- 2Set Status to Openupdate record
Marks the inspection as opened.
- 3Route on Roadworthiness Decision
Branches based on the inspector's pass / minor defects / unsafe decision.
roadworthiness_decision: "Pass"→Close Inspection (Pass)roadworthiness_decision: "Minor Defects"→Raise Maintenance Requestroadworthiness_decision: "Unsafe"→Ground Vehicle - Set StatusDefault→End - 4Close Inspection (Pass)update record
Vehicle passed roadworthiness — closes the inspection.
- 5Notify Fleet Owner - Inspection Closedsend email
Emails the fleet owner confirming the vehicle passed and inspection is closed.
- 6Raise Maintenance Requestcreate task
Vehicle has minor defects — creates a maintenance task while it remains in service.
- 7Set Status - Maintenance Requestedupdate record
Updates inspection status to reflect minor defects with vehicle still in use.
- 8Close Inspection (Minor Defects)update record
Vehicle stays in use; inspection is closed once the maintenance request is logged.
- 9Notify Fleet Owner - Inspection Closed (Minor Defects)send email
Emails the fleet owner that the inspection is closed with a maintenance request logged.
- 10Ground Vehicle - Set Statusupdate record
Vehicle is unsafe — takes it out of service.
- 11Notify Fleet Owner - Vehicle Groundedsend email
Emails the fleet owner that the vehicle has been taken out of service pending urgent repair.
- 12Raise Urgent Repair Taskcreate task
Assigns an urgent repair task and waits for it to be completed before verification.
- 13Set Status - Repair Verificationupdate record
Repair work is complete; records the repair details and moves the inspection into verification.
- 14Verify Repair Before Closingcreate task
An inspector verifies the repair restored the vehicle to a roadworthy condition.
- 15Record Repair Verification Resultupdate record
Persists the verification outcome and notes to the record for reporting.
- 16Route on Repair Verification
If the repair is not verified as roadworthy, loop back to further repair work; otherwise close the inspection.
repair_verified: "Yes"→Close Inspection (Repair Verified)repair_verified: "No"→Return for Further RepairDefault→End - 17Return for Further Repairrestart from step
Repair not verified as roadworthy — restarts the repair cycle.
- 18Close Inspection (Repair Verified)update record
Repair verified as roadworthy — closes the inspection and returns vehicle to service.
- 19Notify Fleet Owner - Inspection Closed (Repair Verified)send email
Emails the fleet owner that the repair was verified and the inspection is closed.
Fields
- Vehicle ID / Registration*
- Inspection Type*
- Odometer Reading (km)*
- Fuel Level*
- Safety Check Findings
- Condition Check Findings
- +8 more fields
Forms
Vehicle Inspection Form
9 fields
Data Views
All Vehicle Inspections
vehicle_id_number, inspection_type, roadworthiness_decision, inspection_status +2 more
Grounded / Urgent Repair Vehicles
vehicle_id_number, inspection_status, repair_details, repair_verified
Dashboard Widgets
Recommended integrations
Setup the following integrations to extend workflow capability.
Send email in the workflow
AWS SES
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FAQs
What happens if an inspector marks a vehicle as Unsafe?
The workflow immediately grounds the vehicle, updates its status, and notifies the fleet owner that the vehicle is out of service. An urgent repair task is raised at the same time, so there's no gap between the unsafe decision and action being taken.
Can this handle minor defects without pulling the vehicle out of service?
Yes. When an inspector selects Minor Defects, the workflow raises a maintenance request and updates the status to Maintenance Requested, but the vehicle stays in service. The inspection still closes and the fleet owner is notified, so the defect is tracked without unnecessary downtime.
What if a repair fails verification?
The Route on Repair Verification step checks the recorded verification result. If the repair isn't confirmed as fixed, the workflow returns the vehicle for further repair instead of closing the inspection, preventing a vehicle from going back into service on an unverified fix.
Who needs access to this workflow?
Typically inspectors who capture the inspection, maintenance or repair staff who action defect and repair tasks, and fleet owners or managers who receive status notifications. Access and permissions for each role are configured inside assess.one when you customise the template.
Can we customise the safety and condition checks captured during inspection?
Yes. The inspection record fields, including safety and condition checks, odometer, fuel, and inspection type, can be edited directly in assess.one to match your fleet's specific inspection standards.
How long does it take to get this workflow live?
Publishing the template takes minutes — there's no implementation project or software installation required. Once published, your team can start logging inspections and routing defects immediately.
What if we need additional approval before closing an inspection?
Approval logic, notifications, and routing rules can all be adjusted inside assess.one, so you can add an extra sign-off step before an inspection closes if your compliance process requires it. This doesn't require external development work.
Does the fleet owner get notified at every key stage?
Yes. The workflow includes dedicated notification steps for a closed inspection (pass, minor defects, or repair verified) and for a vehicle being grounded, so the fleet owner stays informed at each major decision point without needing to check manually.
Can this workflow support compliance or audit requirements?
The workflow keeps a record of the inspection decision, defect status, repair verification result, and notifications sent, which supports audit trail needs. Teams with specific regulatory requirements can adjust fields and approval steps within assess.one to align with their compliance process.
What if a vehicle has multiple open inspections or repeated defects?
Each inspection is tracked as its own record with its own status and routing, so repeated defects on the same vehicle are visible across separate inspection entries rather than getting merged or lost. This makes it easier to spot recurring issues on a specific vehicle over time.
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