Overview
This guide provides a complete walkthrough for Buyers configuring and managing automated Vendor Fulfilled Inspection Orders that are triggered directly from Draw Workflows in the CLA+ platform.
With this enhancement, Buyers can now automatically request inspection orders based on draw status transitions eliminating the need to manually create or send inspection requests for each draw.
When the workflow action triggers, the system automatically creates and routes a Vendor Fulfilled Inspection Order to the assigned Inspector Stakeholder. The Vendor can then accept, complete, and submit the inspection directly through Built, while the Buyer reviews and finalizes the results all within a single connected workflow.
This automation reduces manual steps, ensures inspection orders are created consistently, and improves timeliness and accuracy in draw review cycles.
Prerequisites for Creating and Managing Automated Vendor-Fulfilled Inspection Orders
Workflow Type: A Draw Workflow must exist or be created within the deal.
Inspector Stakeholder: The Deal must have an assigned Vendor (Inspector) Stakeholder.
Property: At least one Property must be associated with the Deal.
Description
Buyers can now use the “Request Vendor Fulfilled Inspection” workflow action to automatically create and send inspection orders to Vendors as part of a Draw Workflow.
Once configured, each time a Draw transitions through the specified workflow stage, the system automatically:
Creates a new Vendor Fulfilled Inspection Order.
Associates the Order with the active Draw.
Assigns the Inspector Stakeholder.
Calculates the Requested Due Date based on workflow configuration.
Sends the request to the Vendor for fulfillment.
Configuring the Draw Workflow
Navigate to Settings
Open the Workflow Builder.
Create a new Draw Workflow or edit an existing one.
Add the Request Vendor Fulfilled Inspection Action
From the Actions panel, drag “Request Vendor Fulfilled Inspection” into the desired transition in the workflow.
This action is available only for Draw Workflows and cannot be used in other workflow types.
Configure the Action
When the action is placed, an inline configuration panel appears where you can set:
Requested Due Date: Number of days after the workflow transition (1–30 days).
Fulfillment Requirements: Select one or both of the following:
Report File
Order Form
Order Form selection required if checked
All required fields must be completed to save the configuration.
Once saved, a tooltip icon appears on the transition, summarizing the action details.
Click Publish Workflow to apply the updates.
Triggering the Inspection Order Request
When a Draw Workflow containing the Request Vendor Fulfilled Inspection action is applied to a Draw:
Automatic Order Creation
If all required conditions are met (Property and Inspector Stakeholder exist):
The system automatically creates a Vendor Fulfilled Inspection Order.
The Order appears in the Buyer’s Orders tab with Requested status.
The Order also appears in the Draw Inspection Widget (for single-property deals) labeled as Automated.
Requested Due Date is automatically calculated based on the configured offset in the workflow.
Automated Workflow Visibility
If a Draw has an Inspection Request scheduled for future workflow steps, the Buyer sees an “Automated” label in the Draw Inspection Widget.
The Automated label is not a system status, it indicates a pending request configured through automation.
Handling Missing Conditions
If an Inspection cannot be triggered, the Buyer receives an alert with the message: “This Inspection can’t be triggered by the [workflow name] workflow. To continue, fix the following:”
Possible listed errors include:
Missing Property – Click Add Property to navigate to the Property page.
Missing Inspector Stakeholder – Click Add Stakeholder to add an Inspector Stakeholder.
Archived Order Form – Click Edit Workflow Order Form to update the workflow with a valid Order Form.
Once corrected, the system resolves the issue, allowing the order to be created. The Buyer must create a New Order, however, future Inspection Order Requests should be triggered automatically if conditions are met.
Multi-Property Deals
For Deals with multiple properties, Inspection Orders cannot be automatically created (Draw association not supported).
Buyers must manually create Inspection Orders from the Orders page.
Managing Automatically Created Inspection Orders
Once the workflow triggers and the Inspection Order is created, Buyers can manage it like any other Vendor Fulfilled order.
Buyer Actions (Requested Status)
Edit: Update order details such as the Requested Due Date or fulfillment requirements.
Delete: Permanently delete the order if not yet accepted by the Vendor.
Comments: Add comments to clarify inspection details.
Order Watchers: Add or update watchers for status notifications.
Reference Files: Attach or update reference documents.
Vendor Fulfillment Flow
When the Vendor receives an Inspection Order triggered by a Draw Workflow:
Receiving the Request
The Vendor receives the order in Requested status.
It appears under the Open tab in their Vendor Portal.
Reviewing the Order
The Vendor can open the order to review:
Order Details – including property, due date, and reference files.
Comments – any Buyer notes or clarifications.
Fulfillment Requirements – Report File, Order Form, or both.
Fulfilling the Order
Vendor proceeds through the standard Vendor Fulfilled process:
Click Accept Order to begin fulfillment.
Upload the required report and/or complete the Order Form.
Click Submit Order when complete.
Upon submission:
Order status changes to Needs Review (Buyer side).
Order status changes to Pending Review (Vendor side).
Configuring the Draw Workflow
Navigate to Settings
Open the Workflow Builder.
Create a new Draw Workflow or edit an existing one.
Add the Request Vendor Fulfilled Inspection Action
From the Actions panel, drag “Request Vendor Fulfilled Inspection” into the desired transition in the workflow.
This action is available only for Draw Workflows and cannot be used in other workflow types.
Configure the Action
When the action is placed, an inline configuration panel appears where you can set:
Requested Due Date: Number of days after the workflow transition (1–30 days).
Fulfillment Requirements: Select one or both of the following:
Report File
Order Form
Order Form selection required if checked
All required fields must be completed to save the configuration.
Once saved, a tooltip icon appears on the transition, summarizing the action details.
Click Publish Workflow to apply the updates.
Triggering the Inspection Order Request
When a Draw Workflow containing the Request Vendor Fulfilled Inspection action is applied to a Draw:
Automatic Order Creation
If all required conditions are met (Property and Inspector Stakeholder exist):
The system automatically creates a Vendor Fulfilled Inspection Order.
The Order appears in the Buyer’s Orders tab with Requested status.
The Order also appears in the Draw Inspection Widget (for single-property deals) labeled as Automated.
Requested Due Date is automatically calculated based on the configured offset in the workflow.
Automated Workflow Visibility
If a Draw has an Inspection Request scheduled for future workflow steps, the Buyer sees an “Automated” label in the Draw Inspection Widget.
The Automated label is not a system status, it indicates a pending request configured through automation.
Handling Missing Conditions
If an Inspection cannot be triggered, the Buyer receives an alert with the message: “This Inspection can’t be triggered by the [workflow name] workflow. To continue, fix the following:”
Possible listed errors include:
Missing Property – Click Add Property to navigate to the Property page.
Missing Inspector Stakeholder – Click Add Stakeholder to add an Inspector Stakeholder.
Archived Order Form – Click Edit Workflow Order Form to update the workflow with a valid Order Form.
Once corrected, the system resolves the issue, allowing the order to be created. The Buyer must create a New Order, however, future Inspection Order Requests should be triggered automatically if conditions are met.
Multi-Property Deals
For Deals with multiple properties, Inspection Orders cannot be automatically created (Draw association not supported).
Buyers must manually create Inspection Orders from the Orders page.
Managing Automatically Created Inspection Orders
Once the workflow triggers and the Inspection Order is created, Buyers can manage it like any other Vendor Fulfilled order.
Buyer Actions (Requested Status)
Edit: Update order details such as the Requested Due Date or fulfillment requirements.
Delete: Permanently delete the order if not yet accepted by the Vendor.
Comments: Add comments to clarify inspection details.
Order Watchers: Add or update watchers for status notifications.
Reference Files: Attach or update reference documents.
Vendor Fulfillment Flow
When the Vendor receives an Inspection Order triggered by a Draw Workflow:
Receiving the Request
The Vendor receives the order in Requested status.
It appears under the Open tab in their Vendor Portal.
Reviewing the Order
The Vendor can open the order to review:
Order Details – including property, due date, and reference files.
Comments – any Buyer notes or clarifications.
Fulfillment Requirements – Report File, Order Form, or both.
Fulfilling the Order
Vendor proceeds through the standard Vendor Fulfilled process:
Click Accept Order to begin fulfillment.
Upload the required report and/or complete the Order Form.
Click Submit Order when complete.
Upon submission:
Order status changes to Needs Review (Buyer side).
Order status changes to Pending Review (Vendor side).
Buyer Review and Fulfillment Completion
Once the Vendor submits the order:
Buyer Review
The Buyer reviews the submission in the Order Report tab or directly in the Draw Inspection Widget (for single-property deals).
The order appears as Needs Review.
Taking Action
Fulfill the Order: If the submission is complete and accurate, mark the order as Fulfilled.
Request Revisions: If corrections are needed, click Request Revisions to return the order to the Vendor.
Standard revision loop applies.
Order Completion
Once marked Fulfilled:
The order status updates to Fulfilled for both Buyer and Vendor.
The Draw Inspection Widget updates to reflect Fulfilled status.
Terms & Definitions for Automated Vendor Fulfilled Inspection Orders
Term | Definition |
|---|---|
FAQ
What is the purpose of the automated Vendor Fulfilled Inspection Orders in the CLA+ platform?
The purpose is to allow Buyers to automatically request inspection orders based on draw status transitions, eliminating the need for manual requests.
What are the prerequisites for creating automated Vendor Fulfilled Inspection Orders?
A Draw Workflow must exist, an Inspector Stakeholder must be assigned, and at least one Property must be associated with the Deal.
Can Buyers manage automatically created inspection orders?
Yes, Buyers can manage them like any other Vendor Fulfilled order.
What happens if the required conditions for triggering an inspection are not met?
The Buyer receives an alert indicating the issue, such as missing Property or Inspector Stakeholder.
Is it possible to automatically create inspection orders for multi-property deals?
No, for multi-property deals, inspection orders cannot be automatically created; Buyers must create them manually.