Parts Assessment Workflow
The Parts Assessment workflow manages the complete lifecycle of parts ordering, tracking, and returns for vehicle repairs. This workflow integrates with Claude AI for automated PDF data extraction.
Workflow Flow Diagram
┌─────────────────────────────────────────────────────────────────────────────┐
│ PARTS ASSESSMENT FLOW │
└─────────────────────────────────────────────────────────────────────────────┘
┌─────────────────┐
│ New Job Images │
└────────┬────────┘
│
▼
┌──────────────────────────────────────┐
│ PARTS ASSESSMENT │
│ Upload PDF → Claude AI Extraction │
└──────────────────┬───────────────────┘
│
┌─────────────┴─────────────┐
│ │
▼ ▼
┌─────────────────────┐ ┌─────────────────────┐
│ Parts List Not │ │ On Success: │
│ Completed │ │ Skip to Approval │
│ (Upload incomplete) │ │ │
└──────────┬──────────┘ └──────────┬──────────┘
│ │
└────────────┬─────────────┘
▼
┌──────────────────────────────────────┐
│ PARTS TO TENDER │
│ Request Parts Form │
│ (Claim / Fleet / Private) │
└──────────────────┬───────────────────┘
│
┌─────────────┴─────────────┐
│ │
▼ ▼
┌─────────────────────┐ ┌─────────────────────┐
│ PARTS AWAITING │ │ PARTS TO ORDER │
│ APPROVAL │ │ (Order Parts=Yes) │
│ (Order Parts=No) │ │ │
└──────────┬──────────┘ └──────────┬──────────┘
│ │
└────────────┬─────────────┘
│
▼
┌──────────────────────────────────────┐
│ ON ORDER │
│ (Due In filled → Purchase Order) │
└──────────────────┬───────────────────┘
│
┌─────────────┴─────────────┐
│ │
▼ ▼
┌─────────────────────┐ ┌─────────────────────┐
│ PARTS OVERDUE │ │ PARTS AT HQ │
│ (Due In < Today) │ │ (Arrived) │
└──────────┬──────────┘ └──────────┬──────────┘
│ │
└────────────┬─────────────┘
▼
┌──────────────────────────────────────┐
│ RETURNS FLOW │
├──────────────────────────────────────┤
│ • Pending Supplier Collection │
│ • Collected Pending Refund │
│ • Refunded / Credited │
└──────────────────────────────────────┘
Key Forms
| Form | Purpose |
|---|---|
| Claims Management | Main claim record with parts status fields |
| Part Item Request | Individual parts line items for tendering/ordering |
| Parts Order | Tracks ordered parts through delivery lifecycle |
| Purchase Order | Created when parts are ordered with Due In date |
Status Fields Overview
Claims Management Form
| Field | Values |
|---|---|
| Parts Assessment Status | New → Completed |
| Parts Tendered Status | New → Completed |
| Order Parts | Yes / No |
Part Item Request Form
| Field | Values |
|---|---|
| Tender Status | Pending → Completed |
| Status | Awaiting Approval → Pending → Ordered → Unavailable |
| Is Deleted | true / false |
| Part to be Ordered For | Claim / Fleet Vehicle / Private Job |
Parts Order Form
| Field | Values |
|---|---|
| Status | Ordered → Back Ordered → Arrived → Delivered to Repair Shop → Pending Repair Shop Pick Up → Pending Supplier Collection → Collected Pending Refund → Refunded - Credit → Delivered Back to HQ |
| Due In | Date field |
| Purchase Order Form ID | Link to Purchase Order |
Claude AI Integration
Three forms use Claude AI for PDF data extraction:
- Parts Assessment Form - Upload Parts to Order field
- Parts Approved to Order Form - Upload Parts Ordered field
- Order Parts Form - Upload Parts Ordered field
Extraction Flow
┌─────────────────┐ ┌─────────────────┐ ┌─────────────────┐
│ Upload PDF │ ──▶ │ Claude AI │ ──▶ │ Check Status │
│ File │ │ Processing │ │ API Call │
└─────────────────┘ └─────────────────┘ └────────┬────────┘
│
┌──────────────┴──────────────┐
│ │
▼ ▼
┌─────────────────┐ ┌─────────────────┐
│ Job Completed │ │ Not Completed │
│ Insert data │ │ Show alert │
│ into subform │ │ │
└─────────────────┘ └─────────────────┘
Reports in Parts Dashboard
| Report | Source Form | Key Criteria |
|---|---|---|
| Parts Assessment | Claims Management | Parts Assessment Status = New |
| Parts List Not Completed | Claims Management | Upload Completion = true, after June 29 |
| Parts to Tender | Part Item Request | Tender Status = Pending |
| Parts Awaiting Approval | Part Item Request | Status = Awaiting Approval |
| Parts to Order | Part Item Request | Status = Pending/Unavailable |
| On Order | Parts Order | Status = Ordered/Back Ordered |
| Parts Overdue | Parts Order | Due In < Today |
| Parts at HQ | Parts Order | Status = Arrived |
| Returns Flow | Parts Order | Various return statuses |
Quick Reference: Status Transitions
┌─────────────────────────────────────────────────────────────────────────────┐
│ PART ITEM REQUEST STATUS FLOW │
├─────────────────────────────────────────────────────────────────────────────┤
│ │
│ Awaiting Approval ──▶ Pending ──▶ Ordered │
│ │ │
│ ▼ │
│ Unavailable (if Due In is null) │
│ │
└─────────────────────────────────────────────────────────────────────────────┘
┌─────────────────────────────────────────────────────────────────────────────┐
│ PARTS ORDER STATUS FLOW │
├─────────────────────────────────────────────────────────────────────────────┤
│ │
│ Ordered ──▶ Back Ordered ──▶ Arrived ──┬──▶ Delivered to Repair Shop │
│ │ │
│ ├──▶ Pending Repair Shop Pick Up │
│ │ │
│ ├──▶ Pending Supplier Collection │
│ │ │ │
│ │ ▼ │
│ │ Collected Pending Refund │
│ │ │ │
│ │ ▼ │
│ │ Refunded - Credit │
│ │ │
│ └──▶ Delivered Back to HQ │
│ │
└─────────────────────────────────────────────────────────────────────────────┘