Admin-to-Engineer Handoff Map

Core handoff chains

Office-side source	Field-side destination	Main tables carrying the handoff	What crosses the boundary	What comes back afterward
Scheduler	Dashboard, Inspections list, Calendar, Schedule Inspection context	`scheduler_tasks`, `scheduler_buckets`, `scheduler_deployment_batches`, `scheduler_deployment_items`, `scheduler_notification_deliveries`, `scheduler_customer_notifications`, plus deployment, booking, bucket, and visibility fields on `inspections` and `work_orders`	Assigned work, booking status, deployment state, planned date or target month, engineer visibility, customer notification history	Inspection completion, draft recovery needs, schedule confidence, activity history
Sites, Systems, Assets	Sites list, Site Details, System Details, Asset Details, Inspection discovery mode	`sites`, `systems`, `assets`, `site_industries`	Site identity, access notes, system register, asset inventory	Asset edits, copied assets, newly added systems or assets, updated visit context
Inspections desk	Shared Inspection workspace and Certificate Viewer, including fire-damper work	`inspections`, `inspection_items`, `inspection_visit_notes`, `asset_inspection_status`, `flow_rate_measurements`, `pds_test_sessions`	Inspection record, system binding state, history, completed outputs	Checklist results, visit notes, defects, signatures, completion state, certificates
Defects desk	Defect Resolution, Search, related inspection flows	`defects` plus optional asset linkage through `asset_id`	Defect identity, severity, status, linked asset/site context	Updated evidence, remediation notes, resolved or reopened status
Exports and Report Writer	Certificate Viewer, downstream customer delivery, office review	`generated_reports`, inspection certificate fields, template and branding tables	Generated PDFs, review state, branded output configuration	Distribution decisions, follow-up corrections to source data
Quotes	Mobile Quote List, Quote Detail, Quote Create follow-up	`quotes`, `quote_line_items`	Quote context tied to inspections, certificates, accounts, or PPM contract scope	Accepted remedial work becoming work orders; accepted PPM quotes becoming service contracts, routines, and finance candidates
Work Orders	Dashboard, Search, Work Order List, Work Order Detail	`work_orders`, `work_order_items`, `work_order_assignments`	Remedial jobs, assignment, scheduled work context	Execution updates, customer contact outcomes, billing readiness
Contractor access	External Job Packs in the native app, contractor portal	`contractors`, `contractor_access_grants`, `contractor_access_events`, `contractor_submissions`	Controlled work-order pack for a non-member contractor, including native grants bound by app user	Staged status, evidence, checklist, and media submissions for admin review
Connected Systems and Imports	All customer-facing desks that rely on source data	`integration_connections`, `integration_entity_maps`, `integration_sync_log`, `integration_import_runs`, `integration_import_rows`	Imported customers, sites, systems, assets, work orders, and sync updates	Cleaner upstream data, fewer manual corrections, more predictable field context

Scheduling to field execution

The office creates or refines work in Scheduling, often from site, the Work queue, inspection, or work-order context.
Deployment and assignment state determine whether engineers can trust the item as live field work.
Booking status and engineer visibility windows determine how planners protect provisional, offered, confirmed, locked, or time-limited work.
Engineers see that work first through Dashboard, Inspections list, Calendar, or direct site context when the work is visible to them.
If the exact system was unknown at planning time, the engineer binds it during the inspection instead of abandoning the visit.
The completed inspection, defect updates, and any evidence then flow back into office-side Inspections, Defects, Exports, and commercial desks.

Scheduler to customer notifications

The office sets an exact scheduled date.
The office marks the visit Date offered or Confirmed.
The quick-view notification panel records the customer notification with email, notification type, template key, sender, and timestamp.
Notification history stays with the scheduled entity so later planners can see what was communicated.

Target-month work is planning demand, not a customer appointment, so it cannot receive appointment notifications.

Site and asset context handoffs

Office surface	Field effect
Site updates	Change what appears in site briefings, site detail, report scope, and certificate context.
System updates	Change what can be scheduled and what the engineer can bind during discovery mode.
Asset updates	Change checklist structure, asset lookup, asset history, photo context, and defect linkage.
Import corrections	Reduce duplicate or missing records that would otherwise confuse field workflows.

The table-level reason this works is simple: systems and assets do not duplicate site identity. They inherit it through site_id, so one site correction can clean up multiple downstream screens without touching each row manually.

Inspection and evidence return path

Engineers capture checklist outcomes, defects, notes, signatures, photos, annotations, and specialist readings in the mobile app.
Local queue state determines whether the office can already trust those changes as server-accepted.
After the server accepts the changes, office users review the same inspection in Inspections, the same defects in Defects, and the same output chain in Exports or Report Writer.
Certificates and report packs only read cleanly when the source inspection, site, and branding context remain aligned.

At the table level, most evidence is stored on the owning records rather than in one global media table. That is why evidence problems should usually be traced through inspection_items, defects, asset_inspection_status, and related inspection rows first.

Commercial follow-up handoffs

Field-side trigger	Office-side destination	Why it matters
Certificate reviewed and accepted	Quotes	A finished inspection can become commercial follow-up without re-entering the site context.
Defect backlog requires remedial action	Work Orders	Remedial work becomes schedulable, assignable, and later billable.
Completed work order, accepted remedial quote, or accepted PPM contract quote	Finance	Receivables depend on the upstream commercial, contract, and execution records remaining linked.

Contractor job-pack handoffs

The office creates or identifies a contractor and creates a work-order grant.
Email-link grants expose a contractor portal package. Native grants bind the package to a recipientUserId.
Native recipients can be existing Deucalion app users outside the sending organization.
The contractor sees only the controlled job-pack view, not the full sending organization workspace.
Contractor submissions are staged and reviewed in the Submissions section of Work Orders.
Only an approved merge updates official work-order state.

The persistent chain here is usually inspections -> defects -> quote_line_items -> work_order_items -> crm_invoices, with optional CRM account and contact links carried alongside it.

Collaboration and history handoffs

The notification bell stays personal to the signed-in user and includes workflow updates as well as mentions.
Dashboard Activity gives office staff a workspace event history after field workers or admins change live records.
The feed sends admins back into the owning route rather than becoming the edit surface itself.

When there is no direct route handoff

Some cross-surface behavior is data-mediated rather than navigation-mediated:

Document Templates changes later report output without opening mobile screens.
Insights changes decisions, not field-visible navigation.
Scheduling’s Forecast view and the Data Quality and Workforce sections of Insights change planning focus, not source records.
AI Assistant can help summarize or redirect work, but the underlying record still lives in the owning desk or screen.
Draft Manager is local-first; inspection, defect, and note changes become available to office users only after the server accepts them.

Use Reports, Exports, and Connected Systems when the better question is “where should the office review or deliver this file?” rather than “which page opened which page?”.