Module 9: Project Coordinator - Workflows and Job Statuses

Step 1: Open Workflows

From the Admin section, click Workflows.

Details:

• Opens the workflows management area, where each workflow (like Assessment & Repair) is listed
• Workflows can have automation attached for blockers, tasks, events, SMS, and emails

Step 2: Open a Workflow's Status List

Click into the relevant workflow (for example, Assessment & Repair) to see its full list of statuses.

Details:

• Each status row shows counts for in, out, blockers, events, reminders, and sms
• Statuses in this recording included New Job, Customer Contacted, Appointment Required, Job Cancelled, Appointment Booked, Site Attended, Review Report, Initial Report Submitted, Proceed Within Delegated Authority, Awaiting Authority, Schedule Works, Works In Progress, Variation Required, Works Complete, Variation Approved within Delegated Authority, Awaiting Variation Approval, Awaiting Customer Satisfaction, Ready To Invoice, Invoiced / Awaiting Payment, and Closed
• Clone and Delete buttons at the bottom let you duplicate or remove the whole workflow

Step 3: Visualise the Status Flow

Click Visualise Status Flow to see how statuses connect and transition into one another.

Details:

• A Root Status dropdown (defaulting to "New Job") lets you choose where the visualisation starts from
• The workflow can be amended at any time by a user with the relevant access

Step 4: Explore the Status Flow Diagram

Click into the flow diagram to explore how statuses like New Job, Customer Contacted, Appointment Required, Job Cancelled, Appointment Booked, Site Attended, Review Report, Initial Report Submitted, and Proceed Within Delegated Authority connect to each other.

Details:

• Gives a visual map of the whole workflow rather than just a flat list
• Useful for understanding what has to happen before a job can move to its next status

Step 5: Move a Job's Status Manually

On an actual job, click the current status button (for example, Ready To Invoice Client) to open its status options.

Details:

• The status bar sits near the top of the job, showing the current status and how long it's been there (for example, "177 days ago")
• This opens a dialog that already shows Rollback and Progress To Next Status directly — you don't need to click anything else to see them
• Jobs can be moved through these stages manually from here, or automatically depending on how the workflow is configured

Step 6: Show More Options

Click Show more options... to reveal the Potential Blockers section for the current status.

Details:

• Rollback and Progress To Next Status are already visible by default when you open the status dialog — you don't need to click Show more options for those
• Clicking Show more options... is what reveals the Potential Blockers buttons (like Awaiting Information) underneath
• Useful when you need to add a blocker rather than just move or roll back the status

Step 7: Roll Back to a Previous Status

Click Rollback, then select the earlier status to revert to (for example, New Makesafe).

Details:

• Shows a list of prior statuses the job has already passed through (in this recording: Makesafe In Progress, Customer Contacted, New Makesafe)
• Useful for correcting a job that was advanced too early or by mistake

Step 8: Add a Blocker

From the current status, click a Potential Blocker to add it — in this example, Awaiting Information.

Details:

• Other potential blockers available included Awaiting Insurer, Awaiting Restoration, and Awaiting Strip Out
• A blocker stops the job from progressing until it's resolved, even if someone tries to click Progress To Next Status

Step 9: Resolve a Blocker

Once the blocking condition is met, click Resolve next to the blocker.

Details:

• The blocker entry shows when it was added (for example, "Added 0 days ago")
• Resolving a blocker doesn't automatically move the job to the next status — it just clears the hold so the job can progress

Summary

Key Workflows and Job Status Steps:

Viewing a Workflow:

• From Admin, click Workflows, then open the relevant workflow to see its statuses
• Click Visualise Status Flow to see how statuses connect, starting from a chosen Root Status

Managing a Job's Status:

• Click the job's current status button to see Rollback and Progress To Next Status directly
• Click Show more options to reveal the Potential Blockers section
• Use Rollback to revert to an earlier status if a job was advanced in error

Using Blockers:

• Add a Potential Blocker (like Awaiting Information) to hold a job in its current status
• Click Resolve once the blocking condition is met

Key Points to Remember:

• Each status shows in/out/blockers/events/reminders/sms counts, reflecting how much automation is attached to it
• A blocker prevents progression even if someone tries to move the job forward manually
• Rolling back shows only statuses the job has already passed through, not the whole workflow

👇 Recap

• You've learned how to open the Workflows area and view a workflow's full list of statuses.
• You've used Visualise Status Flow to see how statuses connect to one another.
• You've moved a job's status manually, rolled back to a prior status, and added and resolved a blocker.

FAQ

Where do I see a workflow's full list of statuses? From the Admin section, click Workflows, then open the relevant workflow (for example, Assessment & Repair).

What's the difference between Rollback and a blocker? Rollback moves a job back to an earlier status it already passed through. A blocker holds the job in its current status until the blocking condition is resolved — it doesn't move the job anywhere.

Can I see what each status is connected to? Yes — click Visualise Status Flow and choose a Root Status to see the flow diagram.

Does resolving a blocker automatically advance the job? No — resolving a blocker just removes the hold. The job still needs Progress To Next Status clicked separately to move forward.