Tool List Workflow

Last Updated: 2026-02-17 Status: Production

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Overview

The Tool List workflow allows the Contractor (ผู้รับเหมา) to prepare and submit a list of tools and equipment for the project. The Work Owner (เจ้าของงาน) reviews and approves the list. Project data (contractor name, PO number, dates, etc.) is automatically pre-populated from the approved Project Registration.

Prerequisite: An approved Project Registration is required before starting this workflow.

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Workflow Overview

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Step-by-Step

Step 1: Contractor Prepares Tool List (จัดเตรียมรายการเครื่องมือ)

Item	Details
Responsible	Contractor (ผู้รับเหมา)
State	Prepare Tool List (จัดเตรียมรายการเครื่องมือ)
Editable documents	Tool List Form
Reference documents (read-only)	Project Registration Form

What the Contractor does:

1. Open the Tool List task from "My Tasks" (งานของฉัน)
2. The project info section is pre-populated (contractor name, PO number, project name, work period, etc.)
3. Fill in the tool items table: tool name, quantity, entry date, inspection result, exit date, remarks
4. Add more rows as needed
5. When ready, click "Submit Tool List" (ส่งรายการเครื่องมือ)

Available commands:

Command	Thai	Icon	Result
Submit Tool List	ส่งรายการเครื่องมือ	send	Send to Work Owner for review
Cancel	ยกเลิก	block	Cancel the tool list task

Validation: Submit is disabled until at least 1 tool item is added.

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Step 2: Work Owner Reviews (เจ้าของงานตรวจสอบ)

Item	Details
Responsible	Work Owner (เจ้าของงาน)
State	WO Review (เจ้าของงานตรวจสอบ)
Documents	Tool List Form (read-only)
Command buttons	Only visible when viewing the document (not on the document list)

What the Work Owner does:

1. Open the task from "My Tasks"
2. Review the tool list items
3. Choose an action:
   • Approve — approve the tool list
   • Request Change — send back to Contractor for corrections

Available commands:

Command	Thai	Icon	Result
Approve	อนุมัติรายการ	check_circle	Approve the tool list → Approved
Request Change	ส่งกลับแก้ไข	replay	Send back to Contractor for corrections

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Step 3: Approved (อนุมัติแล้ว)

Once the Work Owner approves:

• The tool list is finalized
• All documents become read-only
• Both Contractor and Work Owner receive email notifications

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All States

State	Thai Name	Description	Responsible
Prepare Tool List	จัดเตรียมรายการเครื่องมือ	Contractor fills in tool items	Contractor
WO Review	เจ้าของงานตรวจสอบ	Work Owner reviews and approves	Work Owner
Approved	อนุมัติแล้ว	Tool list approved	—
Cancelled	ยกเลิก	Cancelled by Contractor	—

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Documents

System-Generated Documents

Document	Description	Editable
Tool List Form (รายการเครื่องมือ)	Tool items table with project info header	Contractor edits during "Prepare Tool List" step

Project Info Section (Pre-Populated)

The following fields are automatically filled from the approved Project Registration:

Field	Source
Contractor Name	Project contractor
Project Name	Project name
Work Location	Workspace area (code - name)
Area Owner Department	Workspace area note
PO Number	Purchase Order number
PR Number	Purchase Requisition number
Work Duration	PO duration (days)
Start Date	Project start date
End Date	Project end date

These fields are read-only and cannot be edited in the tool list form.

Tool Items Table Columns

Column	Thai	Description
Tool Name	ชื่อเครื่องมือ	Name or type of tool
Quantity	จำนวน	Number of items
Entry Date	วันที่นำเข้า	Date tool enters the work area
Inspection Result	ผลการตรวจสอบ	Pass / Fail
Exit Date	วันที่นำออก	Date tool leaves the work area
Remarks	หมายเหตุ	Additional notes

Edit Permissions by State

State	Tool List Form	Project Registration Form
Prepare Tool List	Editable (Contractor)	Read-only (reference)
WO Review	Read-only	Read-only (reference)
Approved	Read-only	Read-only
Cancelled	Read-only	Read-only

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Signatures

Position	Thai	Role	When
Inspector Signature	ลายเซ็นผู้ตรวจสอบ	Work Owner	During "WO Review" when clicking "Approve"

Auto-signature: Internal users (Work Owner) who have saved their signature in personal settings will have it filled automatically without entering a password.

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Workflow Ecosystem

Tool List Preparation is part of the larger workflow process:

Project Registration
         │ Approved
         ├──► JSA Preparation
         │         │ Approved
         │         └──► Work Permit Request
         │
         └──► Tool List Preparation ◄── You are here
                   │ Approved
                   └──► Work Permit Request

Note: A Work Permit Request requires an approved Tool List. If none exists, the system will show a warning.

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Test Scenarios

Scenario 1: Submit and Approve (Happy Path)

Step	Actor	Action	Expected Result
1	Contractor	Open Tool List task	Form opens with pre-populated project info
2	Contractor	Add tool items (name, quantity, date)	Data auto-saves
3	Contractor	Click "Submit Tool List"	Status changes to "WO Review"
4	Work Owner	Review tool list	Items are read-only
5	Work Owner	Click "Approve"	Status "Approved", email notifications sent

Scenario 2: Request Change

Step	Actor	Action	Expected Result
1–3	Contractor	Same as Scenario 1	Tool list submitted
4	Work Owner	Click "Request Change"	Status returns to "Prepare Tool List"
5	Contractor	Modify tool list → resubmit	Status back to "WO Review"

Scenario 3: Cancel

Step	Actor	Action	Expected Result
1	Contractor	Click "Cancel" during "Prepare Tool List"	Status changes to "Cancelled"
2	—	—	All documents become read-only

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Tester Checklist

Basics

• Open tool list task — project info section pre-populated correctly
• All 9 project fields shown as read-only (contractor, project name, PO, dates, etc.)
• Can add tool items (name, quantity, entry date)
• Can remove tool items
• Auto-save works

Validation

• Submit disabled when no tool items added
• Submit enabled when at least 1 tool item exists

WO Review

• Tool list is read-only for Work Owner
• Approve → status "Approved"
• Request Change → returns to Contractor

Notifications

• Both Contractor and Work Owner receive email on approval

Signatures

• Inspector signature appears after approval
• Auto-signature works for internal users with saved signature