🔍 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
| Workflow | When AI Runs | Who Sees Results First | Best For |
|---|---|---|---|
| Tech Required (Default) | After technician sends to AI | Technician & Office | Teams that want technicians to review and fix issues immediately |
| Tech Optional | After submission (timing depends on how it's sent) | Technician & Office OR Office Only | Teams that want flexibility between technician and office review |
| Office First | Automatically on every submission | Office Only | Teams that want centralized review before technicians see issues |
🏢 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:
- Head to the AI Settings
- Select the User Access tab
- 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
- Navigate to User Access
- Locate the technician
- 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.
-
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.
-
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.
-
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.
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