Report issue

The first part of this form is a paragraph that's titled: !!! IMPORTANT CHANGES you need to make BEFORE running this workflow: This paragraph contains instructions on how to personalize the workflow for you and your company. If you intend to run the workflow, these changes can not be ignored.

Next you'll notice that there are two faded out fields. These are called 'hidden fields'. Hidden fields capture information without displaying them to the user and make their information available to other tasks in the workflow.

The workflow starts when a tenant fills in this form with their personal details and a description of the issue they'd like to report.

Acknowledge report

The tenant receives an email confirming that the issue report has been received and that the handyman will be in contact with them soon.

Kotive creates the content of the email by pulling in the tenant's information from the first form.

Let's start by looking at how the email is typed up. There are lots of normal looking text words, but there are also lots of rectangular, shaded in, blocks of text. What's the difference?

Well, the normal text is just that: normal text. There's nothing special about it. But the blocks of text are actually information that is being pulled in from earlier forms. If you click on the text area of the email while in the webapp, you'll see that it changes and suddenly looks like a lot of code with lots of curly brackets { } and numbers. This code (also called dynamic field tags) is what tells these fields of text what they're going to end up saying. When this email gets sent to the tenant, it won't look like it does now, it will all be normal text, because the workflow will look at the previous forms and put the information from those forms into this email.

Notify handyman

The handyman receives an email detailing the tenant's report and instructing them to close the issue in the next task, as soon as the issue is resolved.

Notify owner

The owner receives an email detailing the tenant's report and informing them that they'll be notified as soon as the issue is resolved.

Issue status

The only condition on this form is:

Activate this task when...
'Role' IS 'Handyman'

Only the handyman can view and complete this form.
The handyman indicates the materials required and cost involved in working on the issue. They indicate if the issue has been resolved or not, and provide a brief explanation.

Notify tenant

The tenant receives an email notifying them about the status of their issue, and that the handyman will contact them if the issue hasn't been resolved.

Notify owner

The owner receives an email notifying them about the status of the issue, with the tenant's contact details, should they want to follow up with them further.