Workflow Template

Weather delay / site delay notice Workflow

Collects delay details from a supervisor, routes the notice through project manager review (with revision loop back to the supervisor), sends the client a delay notice for acknowledgement, handles client queries, and tracks the delay status end-to-end.

When a weather or site delay hits, supervisors scramble to write up the details, chase a project manager for sign-off, and hope the client email doesn't get lost in a thread full of back-and-forth questions. This workflow collects the delay details from the supervisor in one form, routes the notice through project manager review with a built-in revision loop, and sends the client a clear notice to acknowledge or question. The result is a single record with a visible status and timeline, so nobody has to ask 'did the client see this yet?'.

Business Outcomes

Faster turnaround from delay discovery to client notification
Fewer dropped or forgotten revision requests between supervisor and PM
Clearer visibility into which delay notices are awaiting review, sent, or queried
Reduced time spent manually chasing client acknowledgement by email
A documented timeline of decisions and comments for each delay notice

Workflow Steps

Steps

1
Create Delay Notice Recordcreate record
Creates the delay notice record from the submitted form.
2
Set Status to Draftupdate record
Sets the delay notice status to Draft on creation.
3
PM Reviews Delay Noticecreate task
Assigns the project manager a task due in 1 day to review the notice and record a decision.
4
Save PM Decisionupdate record
Persists the project manager's decision and comments to the record.
5
Route on PM Decision
Routes to send the notice to the client or back to the supervisor for changes.
pm_decision: "Send to client"→Set Status to Notice Sent
pm_decision: "Changes needed"→Set Status to Revising
Default→End
6
Set Status to Revisingupdate record
Sets the delay notice status to Revising while the supervisor updates the notice.
7
Supervisor Revises Noticecreate task
Assigns the supervisor a task due in 1 day to update the description, working days lost and revised completion date based on PM comments.
8
Save Supervisor Revisionupdate record
Persists the supervisor's updated description, working days lost and revised completion date to the record.
9
Return to PM for Reviewrestart from step
Restarts the workflow from the PM review task so the revised notice is checked again, up to 2 times.
10
Set Status to Notice Sentupdate record
Sets the delay notice status to Notice Sent before emailing the client.
11
Send Client Delay Noticerequest external input
Emails the client a form showing the cause, description, working days lost and revised completion date, and waits for their acknowledgement or query.
12
Save Client Responseupdate record
Persists the client's response choice and comments to the record.
13
Route on Client Response
Routes based on whether the client acknowledged the notice or has a question.
client_response_choice: "Acknowledged"→Set Status to Acknowledged
client_response_choice: "I have a question"→Set Status to Client Query
Default→End
14
Set Status to Client Queryupdate record
Sets the delay notice status to Client Query while the project manager prepares a response.
15
PM Responds to Client Querycreate task
Assigns the project manager a task due in 2 days to review the client's comments and record a response.
16
Save PM Responseupdate record
Persists the project manager's response to the record.
17
Email Client the Responsesend email
Emails the client the project manager's response to their query.
18
Set Status to Acknowledgedupdate record
Sets the delay notice status to Acknowledged, completing the process.

Fields

Supervisor Name*
Job Reference*
Client Name*
Client Email*
Site Address*
Cause of Delay*
+12 more fields

Forms

Weather / Site Delay Notice

12 fields

Data Views

Delay Notices

job_reference, client_name, cause, working_days_lost +2 more

Dashboard Widgets

Delay Notices by Delay Status

Recommended integrations

Setup the following integrations to extend workflow capability.

Send email in the workflow
AWS SES

weather delay / site delay noticetradetrades

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FAQs

What happens if the project manager asks for changes more than twice?

The workflow allows the revision loop between the project manager and supervisor to repeat up to 2 times before moving forward. This keeps the back-and-forth structured rather than open-ended, while still giving the supervisor a chance to address PM comments. Each round of comments and updates is recorded on the delay notice, so the history of changes stays visible in the record timeline.

Can this handle a client who raises a question instead of acknowledging the notice?

Yes. When the client selects 'I have a question' on the emailed form, the status updates to Client Query and a task is assigned to the project manager with a 2-day due date to prepare a response. The PM's response is saved to the record and then emailed to the client, after which the status moves to Acknowledged to close out the process.

What if the supervisor misses the 1-day deadline for the delay report or revision task?

The task remains assigned and open on the record until the supervisor completes it, since the workflow waits for that step before moving on. The due date is a target for visibility rather than an automatic escalation, and the task will show as outstanding in the record's timeline and in workspace activity until it's actioned.

Who is involved in reviewing and approving a delay notice?

The supervisor submits the initial delay details and handles any revisions requested. The project manager reviews the notice, records a decision (send to client or changes needed) with comments, and later responds to any client query. Both are workspace members with tasks assigned directly to them on the record.

Does the client need an account to view or respond to the delay notice?

No account is required. The client receives the delay notice by email as a form showing the cause, description, working days lost, and revised completion date, and they respond directly through that emailed form with their acknowledgement or comments.

What information does the client actually see in the delay notice?

The emailed notice shows the cause of delay, the description, working days lost, and the revised completion date, pulled directly from what the supervisor and project manager entered on the record. The client responds with an acknowledgement or a question plus comments, and that response is saved back to the record.

Can we customise the fields collected on the initial delay report?

Yes. The request form and workflow steps can be adjusted by describing the change in plain English or editing steps directly in the workflow editor. Earlier versions of the workflow are kept, so changes can be made without losing the original setup.

How do we track where a delay notice stands at any point?

Each delay notice is a record with a reference number, a current status (such as Draft, Revising, Notice Sent, Client Query, or Acknowledged), and a timeline showing what's happened so far. Table views and dashboards group records by status, making it easy to see which notices need attention.

What if the working days lost or completion dates change after the notice is sent?

If the project manager requests changes before the notice goes out, the supervisor updates the description, working days lost, and revised completion date, and those updates are saved to the record. Once the notice has been sent to the client, further changes would need to be handled as a new delay notice or through the client query and response steps.

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