Step 2: Create task workflows

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On a construction site, the same types of communication happen repeatedly, whether it is reporting a defect or requesting clarification on a drawing. Without a predictable structure, tasks become inconsistent and critical issues slip through the cracks.

For example, mixing a quality issue with a request for information in the same channel causes delays and data fragmentation.

Standardizing your communication into task templates and workflows ensures that every issue captures the right information and automatically routes to the right role.

Benefits of a structured task setup

Clear operational ownership

Every task automatically follows a predefined path: who creates it, who responds, and who approves it.

Flawless field execution

Creating tasks in the mobile app is structured clearly and requires less taps, reducing potential errors.

Reusable project structures

By grouping workflows into work packages, you can duplicate your communication setup for new subcontractors without rebuilding them. This creates consistency and makes it easy to scale in your project as well as reuse it in future projects.

Work package template for subcontractors

A work package is a grouped set of workflows that defines how specific roles interact with each other. Creating a template allows you to standardize communication across all subcontractors

1. Create a work package template for subcontractors
2. Set up all required workflows in this work package
3. Create and map task templates to the correct workflows
4. Copy this work package for each subcontractor
5. Add user groups to the workflow roles

The quality workflow

The goal of a quality workflow is the swift resolution of site issues. It is an operational "action" loop that should be kept as short as possible to ensure high adoption by site teams.

• The creator (construction manager): Identifies the issue on-site, documents it with a photo and location, and sends it to the contractor.
• The responder (subcontractor): Receives the task, performs the correction, and sends it back for verification.
• The approver (construction manager): Once the work is verified, the task is closed, creating a permanent, traceable record of the resolution.

The RFI workflow

Requests for Information (RFI) typically follow the reverse logic of a quality issue. They are initiated when a contractor finds a discrepancy in the design and needs a documented answer before work can proceed.

If the construction manager cannot provide a definitive answer, the RFI is forwarded to a third role, such as the architect or engineer, who provides the technical specification.

Best practice

Separate your task types

Keep distinct processes separate. A quality issue (operational correction) requires a different workflow than an RFI (design clarification).

Map workflows to project roles, not names

Never add individual users to workflow roles, always add a user group.

Design for the next action

Build short, efficient workflows by always asking: "Who needs to act next?" Strip out unnecessary middle steps to speed up response times.

Take time to map your communication flows on paper before opening the settings. In Dalux, task templates can be modified but not deleted; a deliberate, simple start prevents an unorganized setup that becomes difficult for your field teams to navigate later.

Whether it's quality issues or RFIs, pinning them directly to a drawing or 3D model makes the issue clear right away, helping teams respond quickly. Set up your locations next to use as a central navigation tool.

Step 3: Upload models and drawings