🔧 Enhanced Workflow User Guide
Workflow Dashboard, Permits & Authorities, Inspections & Project Closeout
Overview
The Enhanced Workflow module extends project management with industry-standard construction lifecycle features: procurement tracking, permit management, inspection coordination, draw-based payments, and project closeout. Access these features under Project Management in the navigation menu.
Workflow Dashboard
Navigation: Project Management → Workflow Dashboard
Features
- Project Phases: Visual tracker showing which construction phase each project is in
- Phase Indicators: Pre-Construction, Procurement, Construction, Monitoring, Communications, Closeout
- Quick Status: At-a-glance project health for all active projects
- Phase Navigation: Click any phase to jump to its management tools
Construction Lifecycle Phases
| Phase |
Key Activities |
| Pre-Construction |
Planning, contracts, team setup |
| Procurement |
Material ordering, subcontractor hiring |
| Construction |
Active building, daily progress |
| Monitoring & Control |
Inspections, draw payments, quality control |
| Communications |
Stakeholder updates, authority coordination |
| Closeout |
Punch lists, final inspections, handover |
Permits & Authorities
Navigation: Project Management → Permits & Authorities
Features
- Authority Directory: Searchable database of regulatory authorities
- Permit Tracking: Track permit applications and their status
- Communication Log: Record all authority interactions
- Jurisdiction-Specific: Authorities organized by location and type
Searching for Authorities
- Navigate to Permits & Authorities
- Use search filters:
- Type: Building, Fire, Environmental, Utilities, Transportation
- Jurisdiction: City, County, State
- Service: Permits, Inspections, Compliance
- View authority details: name, contact person, phone, email, services
Logging Authority Communication
- Select an authority from the directory
- Click "Contact Authority"
- Choose the communication type:
- Permit Inquiry
- Inspection Request
- Compliance Question
- Emergency
- Enter subject and message details
- Submit — the communication is logged for audit trail
Permit Status Tracking
| Status |
Meaning |
| 🟡 Applied |
Application submitted, awaiting review |
| 🔵 Under Review |
Authority is reviewing the application |
| 🟢 Approved |
Permit granted and active |
| 🔴 Denied |
Application denied (resubmission needed) |
| ⚫ Expired |
Permit has passed its expiration date |
Inspections
Navigation: Project Management → Inspections
Features
- Inspection Schedule: View and manage all inspection appointments
- Inspection Types: Building, Electrical, Plumbing, Fire, Environmental
- Status Tracking: Scheduled, In Progress, Passed, Failed, Re-Inspection
- Inspector Details: Name, agency, and contact information
Scheduling an Inspection
- Navigate to Inspections
- Click "Schedule Inspection"
- Fill in:
- Project: Select the project
- Inspection Type: Building, Electrical, Plumbing, Fire, Environmental
- Inspector Name: The assigned inspector
- Inspector Agency: Government agency or inspection firm
- Scheduled Date: When the inspection will occur
- Notes: Specific items to be inspected, preparation requirements
- Submit the inspection request
Inspection Results
After an inspection, update the record with:
- Pass/Fail: Outcome of the inspection
- Deficiencies: Items that need correction
- Re-Inspection Date: When the follow-up inspection is scheduled
- Certificate/Documentation: Upload any certificates or reports
Milestones & Phases
Navigation: Project Management → Milestones & Phases
Features
- Milestone Tracker: Visual timeline of project milestones
- Phase Progress: Percentage complete for each construction phase
- Payment Triggers: Milestones linked to payment releases
- Blockchain Recording: Milestone completion recorded on-chain
Bids & Procurement Tracking
Available from the Enhanced Workflow module:
- Bid Management: Track bids received from subcontractors
- Procurement Items: Log materials and equipment with vendors, quantities, and prices
- Subcontractor Management: Assign trades, track contracts, and monitor performance
Draw-Based Payments
Available from the Enhanced Workflow module:
- Draw Requests: Submit monthly billing based on completed work
- Dual Approval: Superintendent approval → Accounting approval
- Payment Distribution: Blockchain-based payment processing
- History: Complete draw history per project and subcontractor
Creating a Draw Request
- Navigate to the Workflow Dashboard → Payments section
- Click "Create Draw Request"
- Fill in:
- Subcontractor: Select the sub
- Draw Number: Sequential draw number
- Work Period: Start and end dates
- Work Description: What was completed
- Amount Requested: Dollar amount
- Submit for superintendent review
Project Closeout
Navigation: Project Management → Project Closeout
Features
- Punch List Management: Create and track outstanding items
- Final Inspections: Coordinate all closeout inspections
- Document Handover: Compile and deliver project documents to the owner
- Warranty Information: Record warranty details for installed systems
Creating a Punch List Item
- Navigate to Project Closeout
- Click "+ Add Punch Item"
- Fill in:
- Item Name: What needs to be addressed
- Description: Details of the deficiency
- Assigned To: Team member or subcontractor responsible
- Priority: Low, Medium, High
- Due Date: Deadline for completion
- Track items until resolved
Tips & Best Practices
- Use the Workflow Dashboard to see the big picture of each project's phase
- Track all authority communications — this creates a valuable audit trail
- Schedule inspections early to avoid project delays
- Begin the punch list process 2-4 weeks before planned completion
Last Updated: February 2026