Prepare the next steps for an inquiry

Open CRM → Review forwarded inquiries, review the retained original, and preview your decision. Both operator-supplied and provider-received originals use this flow. No preparation is selected by default: approving that decision preserves the existing inquiry acceptance behavior.

To prepare follow-up work, select Questionnaire, Workflow, or Both after previewing the intake decision. Search the published choices, check the versions, and review the complete preparation before approving Accept inquiry and prepare selected work. Acceptance and the durable preparation request are saved together. Preparation itself sends no message and executes no workflow step.

Choose exact published work

Only compatible published resources are offered. An inquiry form cannot serve as the client questionnaire. The review records the chosen publication, its field definitions, the workflow graph, and the published forms used by its form-request steps. A later publication does not replace those choices. Disabling a selected resource or changing required contact information can hold unfinished work for review.

Questionnaire prefill is optional. Select each disclosure deliberately; the review displays its original field label and exact value. Supported disclosures are the reviewed name, email address, phone number, and event date where the selected form explicitly maps them. Hidden or invalid disclosures are rejected. Private notes, financial records, and arbitrary custom fields are not copied into a client form.

When attaching an original to an existing inquiry, use Inspect existing work to check its current workflow runs and pending forms. The view shows up to five of each and indicates when more exist. Preparing new work does not replace those requests, change the existing contact, or silently reuse another workflow.

Accepted, prepared, and started are different

The preparation page shows the durable state:

• Waiting to prepare: acceptance is saved and the worker has not completed preparation.
• Preparing: a worker has claimed this preparation request.
• Prepared: the selected questionnaire is issued, and any selected workflow has a paused run. Its steps have not executed.
• Needs attention: a required resource, contact, permission, or processing condition prevents progress. The page explains the available recovery action.
• Started: a separate Start approval has enabled the prepared workflow. The run can still be paused, held, stopped, or completed later; check its current run status.
• Cancelled: further preparation or execution is stopped. The accepted inquiry and retained outcomes remain available.

Refresh the preparation page to see worker progress. An accepted inquiry is not proof that preparation has completed, and a prepared workflow is not an active automation.

Review and approve Start separately

Open a prepared workflow and choose Review workflow start. The review shows the exact run, current recipient, selected versions, possible actions across branches, available message previews, missing information, and stop rules. Approve that review to start. Full workspace staff can prepare work and start supported local workflows; a workflow containing an automatic email-send step requires a current owner or administrator to approve Start.

The run keeps its preparation-time reply, booking, and payment baselines. Starting it does not erase events that happened while it was paused. Missing date anchors or condition answers hold work instead of inventing values. The separate primary questionnaire does not automatically start the workflow, populate its condition answers, or enroll the inquiry in unrelated automations. A workflow’s own form-request step remains a distinct request.

Start approval authorizes the reviewed workflow and its configured stop policy. Later steps still check current permissions, contact details, required information, and provider availability. It does not bypass the separate exact-message, recipient-permission, and spending reviews required for SMS. Inspect held artifacts in the workflow run before continuing them.

Share or revoke the questionnaire deliberately

Issued forms appear on the preparation page. Their private access links are absent from lists, source summaries, and initial page content. Choose Reveal link to make an explicit authorized request, then copy or open that link. Treat it as a client access capability.

A link expires 30 days after its first actual issue. Retrying preparation does not extend that expiration. A form used by a later workflow step is issued when that step is reached, rather than borrowing the primary questionnaire’s link or expiration. Completed responses remain readable as retained evidence.

Use the preparation page’s revoke control for an incomplete issued form. These requests cannot be rotated or replaced through the generic form controls. Cancellation revokes incomplete requests and stops new work; it preserves accepted responses and completed outcomes. A provider operation already admitted before cancellation may still finish and be reconciled.

Recovery and permission changes

For a recoverable hold, retry the existing preparation request after fixing its cause. Do not accept the original again. If a response is interrupted, use Retry the same request: the command stays frozen while its result is uncertain. Reloading shows committed results, and the saved-review history presents the newest reviews first so a still-valid review can be recovered.

Every read and action requires current named membership with full access to this private business workspace. Shared-wedding participation grants no access to these intake records. Removing and restoring a member or changing their authorization does not revive an old approval. An already issued primary questionnaire can remain usable after its preparer leaves, subject to its current form, contact, expiration, and access checks. A current authorized operator can still reveal or revoke it. Workflow execution requires a valid current Start authorization; an old approver’s return is not an automatic takeover.

Accepted provider evidence remains historical evidence if receiving is paused or its address changes. Fresh acceptance still follows the receiving-address checks described in Receive inquiry emails for review.

Limits and setup

Resource search returns up to 20 choices per page. Saved routing reviews show five at a time, with a limit of 50 per original and 20 new reviews per operator per minute. Each accepted original can have one preparation request. Cancelling it does not make a replacement slot. An inquiry accepted with No preparation cannot later acquire a preparation request through this acceptance flow; use the separate form and workflow tools for later work.

Workers and live email or SMS delivery remain subject to the coordinated configuration and integration-testing phase. A local demonstration proves the reviewed preparation and recovery behavior, not production delivery readiness. Receiving-address defaults and automatic enrollment are not part of this workflow. Project source attribution remains a separate explicit assignment.