Überblick
Use workflows in ProtocolHero when a protocol needs to pass through several hands on your team before it's finalized. Typical in the trades: the technician documents the service visit on site, the master tradesperson or office reviews the report and approves it — only then does the PDF go to the customer or into invoicing. With assignment, you forward a protocol or submission to exactly one person; with review & approval, you define who is allowed to finalize it. That keeps the process traceable, required fields enforced, and everyone automatically notified.
Schritt für Schritt
Set up the workflow on your protocol
Open your protocol in the editor and switch to Settings. Enable the workflow there and configure the two building blocks: With assignment, you forward a protocol or submission to exactly one person for processing. With submit for review, you choose a reviewer — only that person can finalize the submission. For most service reports, submit for review is enough: the technician submits, the master tradesperson or office approves. Optionally, enable required fields so only fully completed reports can be submitted for review.
Fill out on site and submit for review
Start a new submission and fill out the service report directly at the customer's site — work performed, materials, hours, photos and customer signature. When everything looks good, click Submit for review, choose a reviewer from the allowed list, and optionally leave a short message. The submission moves to In review status and is locked for you as the assignee until the reviewer approves it or the review is cancelled.
Review and approve as the reviewer
The reviewer receives an automatic notification in ProtocolHero and optionally by email. In the office, they open the submission, check all entries, photos and the signature, and finalize the report by clicking Complete. The service report is then closed and ready for PDF export, a digital link to the customer, or further processing in your team — for example creating an invoice.
Assign submissions within your team
In addition to review, you can assign submissions directly — for example when someone else should finish the document. While filling out, click Assign, choose exactly one person from the list configured on the protocol, and they take over editing. Assignment and review can be used together or separately, depending on how your business works.
Keep status and notifications in view
In the Submissions-Section, you see at a glance which reports are assigned, in review or completed — filterable by customer, status or date range. The activity log shows who changed what and when. If needed, a review can be cancelled and the document goes back to the assignee. Important: when a workflow is active, public filling via link or website embed is not available for that protocol — workflows are intended for internal team processes.