About This Automation
Defect remediation tracking consumes significant time when site managers manually extract inspection reports, assign contractors, and chase status updates across email and spreadsheets. Manual follow-ups are inconsistent, contractor acknowledgment rates are low, and progress visibility is poor.
Automation extracts defects from inspection PDFs, routes them to the right contractor based on trade type, sends notifications with built-in tracking, and monitors progress with automated reminders.
Top friction points when done manually
The issues teams report most often with this process
Automation readiness
How well-suited this process is for automation
How The Automation Works
The full workflow, from trigger to completion.
A new inspection report is uploaded or marked complete in the system. The automation is triggered and begins processing the defects.
The automation reads the PDF inspection report, identifies all defects, and extracts key details including location, description, severity, and trade type.
Extracted defects are automatically created as records with all metadata, linked to the project and inspection.
The automation matches the defect trade type to the correct contractor using a pre-configured routing table and creates a task assignment.
An automated email is sent to the assigned contractor with defect details, location, photos, and a deadline. The email includes a link to acknowledge receipt.
The site manager receives a daily summary of all defects, their status, and any overdue items. Contractors can post progress updates to a shared channel.
When a contractor marks a defect complete or replies with completion confirmation, the record is automatically updated and flagged for re-inspection.
A notification alerts the site manager that defects are ready for re-inspection, with a summary of which ones need scheduling.
Most popular tool stack used
— the complete tool combinations companies use
HubSpot
Adobe Acrobat
Gmail
Slack
Google SheetsWhat you get when you map this process
Everything you need to understand, plan, and build your automation.
ROI and business case
What this process costs today and what changes once it's automated.
Launch schedule
What gets built, in what order, and what success looks like once it's live.
Process runbook
How the automation runs day to day, including exceptions and human decision points.
Developer handover pack
Full build spec, logic, and configuration — ready to hand off without a briefing call.
Integration and connections guide
Every tool connection, credential, and data mapping the build needs.
Test and QA plan
Every scenario checked and signed off before the automation goes live.
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Frequently asked questions
Everything you need to know before mapping this process.
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