Window leak / seal failure inspection Workflow

What happens if the glazing manager requests changes to the report?

The record status moves to Revising and the inspector gets a task to update the defects found and recommended work based on the manager's comments. Once the inspector submits those updates, the workflow automatically restarts the review cycle from the glazing manager's review task. This loop can repeat as many times as needed until the manager approves the report.

Can this handle inspections where no repair or replacement work is needed?

Yes. After the approved report is emailed to the customer, the workflow checks the Repair or Replacement Work Recommended field. If it's No, the record status is set to Closed and no quote task is created.

What if the estimator hasn't finished the quote yet — does that hold up the record?

No. The estimator's quote task is set up so the workflow does not wait for it, so the record status is set to Quote to Follow and processing continues. The Quote Amount and Quote Notes the estimator enters are saved to that task and shown in the record's task list.

Who is involved in reviewing and approving the inspection report?

The glazing manager reviews the submitted report and records a Decision and Comments, which the workflow saves to the record. If changes are needed, the inspector is assigned a task to revise the defects found and recommended work before it goes back to the manager for another review.

What does the customer receive, and do they need an account?

The customer receives an emailed report with the overall condition, cause of the leak or seal failure, and recommended repair or replacement work once the manager approves it. They never need an account — the report is sent directly to the email address captured on the request form.

What if the manager's decision is something other than Approved or Changes needed?

The routing step includes an otherwise path for any decision value outside Approved or Changes needed, so the workflow has a defined path rather than stalling. Workspaces can adjust what happens on that path by editing the workflow's steps in the editor.

Can we customise the inspection form or add extra fields?

Yes. The workflow can be changed by describing the change in plain English or by editing the steps directly in the workflow editor, and earlier versions are kept. This makes it straightforward to add fields like additional photo requirements or extra inspection criteria without a development project.

How is the report submitted in the first place — does the inspector need special access?

The inspector completes the request form with all inspection details — window type, frame material, seal condition, water test result, photos and more — which creates the inspection record. Workspace users are assigned as admins or members, and tasks like the manager review or inspector revision are assigned to specific team members.

What information stays on the record versus just on a task?

Anything entered on a task the workflow waits for, such as the manager's Decision and Comments or the inspector's updated defects and recommended work, is saved to the record and visible in its timeline. The estimator's quote task is not waited on, so its Quote Amount and Quote Notes stay with that task rather than on the main record.

How do we track where an inspection is in the process?

Each inspection is a record with a reference number, a status such as Report Review, Revising, Report Sent, Quote to Follow or Closed, and a timeline showing what's happened. Table views and dashboards let staff see records grouped by status, and each workspace should confirm this level of tracking meets its own record-keeping needs.