AI Inspection Assistant Workflows

🔍 Overview

The AI Inspection Assistant workflow determines how inspections move between technicians, the AI, and the back office, including:

• When AI runs
• Who sees AI results first
• How inspections are reviewed and corrected

Workflows help you align the Inspection Assistant's behavior with your team's operational process.

🔗 Feature Overview: AI Inspection Assistant

🔗 AI Inspection Assistant – General Settings & User Access

📍 Where to Find Workflow Settings

To view or update workflows:

Backend → Settings → Artificial Intelligence → AI Inspection Assistant Settings → User Access

At the top of the page, you'll see the Workflow section. Here you can:

• Set your company's default workflow
• Override workflows for individual technicians

⚙️ Workflow Options

👤 Tech Required (Default)

Best for: Teams that want technicians to initiate AI review and immediately see results.

• The technicians must send the inspection to the AI Inspection Assistant
• Inspections cannot be submitted to the office before submitting to the AI for review
• Results are visible to technician and office

👉 Use this workflow if you want technicians to review and correct (optional) issues before the office reviews the inspection.

🔁 Tech Optional

Best for: Teams that want flexibility in how inspections are submitted, with optional technician visibility.

• Technician can send to AI or directly to office
• If sent to AI → visible to technician and office
• If sent to office → AI runs automatically, visible to office only

👉 Use this workflow if you want technicians to optionally review issues, while still allowing the office to handle review when needed.

🏢 Office First

Best for: Teams that want the office to review and control AI results before technicians see anything.

• AI runs automatically on submission
• Results visible to office only
• Office reviews and sends for correction
• Technicians only see results after office reviews and submits to the technician for correction

👉 Use this workflow if you want a controlled QA process, where technicians only see AI feedback after office review.

📊 Workflow Comparison

🏢 How to Edit Your Default Workflow

The Company Default Workflow is the primary workflow applied across your account.

• All technicians set to Tenant Default will follow this workflow
• This controls how AI behaves for the majority of your team

To edit your default workflow:

1. Head to the AI Settings
2. Select the User Access tab
3. Make the selection at the top of the screen

This will update your default workflow. The technicians must log out of the app and back in to sync any changes.

👥 Individual Technician Workflow

In addition to the company default, you can assign a specific workflow per technician.

What This Means

• A technician can follow a different workflow than the company default
• This setting overrides the default workflow for that technician only

✏️ How to Change a Technician's Workflow

1. Navigate to User Access
2. Locate the technician
3. Use the workflow dropdown to select the workflow

Your selection will automatically save. 

The technician(s) must log out of the app and back in to sync the changes. 

⚠️ Important Notes

• Workflow changes apply immediately
• Technicians must log out and back into the mobile app to receive updates
• Avoid changing workflows without aligning with your team, as this impacts inspection processing

🧠 Choosing the Right Workflow

Each workflow supports a different operational style:

• Tech Required → More technician accountability
• Tech Optional → Flexible hybrid approach
• Office First → Centralized office control

If you're unsure which workflow fits best, consider how your team currently handles inspection review and where you want AI to fit into that process.

✅ Best Practices

A consistent workflow ensures everyone is aligned on how inspections are reviewed and processed.

1. Have Technicians Log Out & Back In
   • If you update the AI workflow, technicians must log out of the mobile application to sync the change.
   • This ensures the updated workflow settings are fully synced to their device.
2. Workflow Applies to Your Entire Instance
   • AI workflows are set at the account level, meaning the selected workflow applies to all users and technicians.
   • Changes impact both technicians and office users. Because of this, it's important to align internally before making updates.
3. Communicate Changes with Your Team
   • To avoid confusion or inconsistent processes, make sure your team agrees on the selected workflow.
   • Avoid multiple backend users changing the workflow independently.
   • Communicate any changes clearly to technicians and office staff.