What a record is
A record is one filled-in copy of a form: a single inspection, defect or report. It holds its answers, any photos and attachments, a unique reference number, and the full history of what happened to it.
Moving through the workflow
Records move through the states defined on the template. Anyone allowed to act moves a record forward with a transition, say from Review to Approved. Tebelis enforces the rules you set. Required fields must be filled in, and required linked records (subforms) raised, before a record is submitted or moved forward from the step they belong to (rejecting or cancelling a record doesn't need its subforms). Sending a record back to an earlier step requires a comment by default, and you can require one on any other transition too. The record's history shows who did what and when. Viewers can read records but never move them.
Owners and My Tasks
Each state can have owners: specific people, groups, or the person picked in a field on the record (say, the inspector named on the form). You set them per state in the builder's Flow & Rules tab, under Step owners. While a record sits in a state with owners, only those owners (and admins) can edit it and move it on. The person who started a draft can always edit and submit it. In a state with no owner, anyone with the right permission can move the record on.
When a record reaches a state, its owners get a push notification on the mobile app and, on paid plans, an email. The record also appears under My Tasks, so everyone has one list of what's waiting on them. On the Free plan no status emails are sent. People who haven't accepted their invitation yet aren't notified.
- Records only you own are listed under Only you. Records you share with other owners, or have claimed from a group, are listed under Yours.
- Records owned by a group you're in are listed under Your team, one list per group. Anyone in the group can click Claim to take one on. It moves to their Yours list, and the rest of the group sees who took it. Whoever claimed it can click Release to hand it back to the group.
Finding records
The Records list can be searched by code, title or location, and filtered by status, template, project, Filed by and Assignee. Save a set of filters with + Save view to come back to it in one click; saved views are personal to you.
Exporting and working with records
Export downloads the filtered list as a CSV file, with no row limit. If you filter to a single template, the file gets one column per field. Columns chooses what the table shows. Ask about these hands the filtered set to the agent for a quick read.
On a record:
- Export PDF downloads it as a PDF, and Email PDF sends it to someone. Viewers can download it but not email it.
- Summarize with AI writes a short summary. It costs one AI call, and the summary is kept until the record changes.
- A field changed after it was first filled in shows a small ✎ badge with the number of edits. Hover over it to see the earlier values.
- The Edit badge on an attached photo lets you crop it or mark it up with arrows, lines, boxes and freehand drawing. The marked-up version replaces the photo and keeps any captured location.