Defect Workflow

Defects follow a defined workflow from discovery through to verified closure. This ensures every problem is tracked, repaired, and signed off before being considered resolved.

Status lifecycle

Open → In Progress → Awaiting Verification → Closed
                ↕                ↓
         Awaiting Parts      Rejected → In Progress

Open

A newly created defect starts as Open. It hasn't been assigned or work hasn't begun.

Allowed transitions: In Progress, Awaiting Verification, Closed

In Progress

Someone is actively working on the repair. A defect automatically moves to In Progress when it is assigned to a user.

Allowed transitions: Awaiting Parts, Awaiting Verification

Awaiting Parts

The repair is paused because parts or materials need to be ordered. Once parts arrive, the defect moves back to In Progress.

Allowed transitions: In Progress

Awaiting Verification

The repair is complete and the assignee has submitted closeout notes. A manager now needs to verify the fix.

Allowed transitions: Closed, Rejected

INFO

Closeout notes are required when moving a defect to Awaiting Verification. The repairer must describe what was done to fix the problem.

Closed

The fix has been verified and signed off by a manager. The defect is resolved.

• The verifier's identity and timestamp are recorded
• If the defect had isolated the asset out of service, the asset is automatically restored to In Service
• The assignee is notified that their fix has been verified

No further transitions — closed defects cannot be reopened.

Rejected

A manager reviewed the closeout but the fix is not satisfactory. The defect automatically moves back to In Progress so the assignee can address the issues.

When rejected:

• Closeout notes, cost data, and repairer information are cleared
• The assignee is notified that their closeout was rejected
• The defect is ready for another repair attempt

Workflow diagram

From	To	What triggers it
Open	In Progress	Defect is assigned to a user
Open	Awaiting Verification	Closeout submitted directly (minor issues)
Open	Closed	Manager closes directly (trivial issues)
In Progress	Awaiting Parts	Repairer marks as waiting for parts
In Progress	Awaiting Verification	Repairer submits closeout with notes
Awaiting Parts	In Progress	Parts received, work resumes
Awaiting Verification	Closed	Manager verifies and approves the fix
Awaiting Verification	Rejected	Manager rejects the closeout
Rejected	In Progress	Automatic — defect goes back to In Progress

Notifications during the workflow

• Defect assigned — sent to the assignee when a defect is assigned to them
• Defect fix verified — sent to the assignee when a manager approves the closeout
• Defect closeout rejected — sent to the assignee when a manager rejects the closeout
• Defect awaiting parts — sent to site managers when a defect is marked as waiting for parts