How Can a Contractor Use AI to Write Daily Job Site Reports?

Summary

The steps

1. 1

   Create two agents: Report Drafter and Fact-Checker

   Before building the workflow, create two agents in Dave by voolama (hellodave.ai). Navigate to Agents in the sidebar. Both agents need at least one non-retired version before they can be assigned to workflow nodes. Only Admin and Create roles can create agents, create versions, and lock prompts. Sourced from the agents help documentation, DEV v0.11.0, confirmed 2026-08-30.

   Do this

   1. Navigate to Agents in the sidebar. Click New Agent. Name it Report Drafter. Click Create Agent.
   2. On the Report Drafter detail page, click Create Version. Paste this Config JSON: {"systemPrompt": "You are a daily job site report writer for a small construction contractor. Draft two documents from the crew lead notes provided: (1) a daily job site report for the contractor's internal records, and (2) a client update of no more than 100 words. Use only the following fields from the workflow context: job site address, date, crew members present, work completed today, materials used, delay or safety incident, change request from client. Do not generate, estimate, or infer any figure, name, or event not in the workflow context. If a field is empty, write nothing for that section. If the delay or safety incident field is non-empty, include it in both documents verbatim. If the change request field is non-empty, include it in the client update verbatim and flag it with the label CHANGE REQUEST.", "model": "gpt-4o", "temperature": 0.3, "maxTokens": 800} Click Create Version.
   3. Click New Agent. Name it Fact-Checker. Click Create Agent.
   4. On the Fact-Checker detail page, click Create Version. Paste this Config JSON: {"systemPrompt": "You are a fact-checker for a construction contractor's daily job site report. Compare every figure, name, and claim in the draft documents against the crew lead notes in the workflow context. Return PASS if every figure and claim in the draft matches the crew lead notes exactly. Return FAIL followed by a numbered list of specific discrepancies if any figure or claim does not match. Do not suggest additions. Only check what is in the draft against what is in the notes.", "model": "gpt-4o", "temperature": 0.1, "maxTokens": 400} Click Create Version.
   5. Save both agents as Prompt Library entries: navigate to Agents in the sidebar, switch to the Prompt Library tab, click New Prompt, select Category: Content Generation for Report Drafter and Category: Review for Fact-Checker. Lock both prompts to their respective agents using the Lock Prompt toggle.

   Example

   A hypothetical roofing contractor creates two agents: Report Drafter (temperature 0.3, maxTokens 800) and Fact-Checker (temperature 0.1, maxTokens 400). The owner locks both prompts so the agent behavior stays consistent across all crew leads and future workflow versions.

   Best practice

   Set temperature to 0.3 for the Report Drafter: low enough to keep the report consistent across different crew leads' note styles, high enough to produce readable prose. Set temperature to 0.1 for the Fact-Checker: near-deterministic output is correct for a pass/fail comparison task. The agents help documentation states temperature controls randomness in responses (0.0 = deterministic, 1.0 = creative). Sourced from the agents help documentation, DEV v0.11.0, confirmed 2026-08-30.

2. 2

   Build the seven-node workflow graph in the Workflow Editor

   Navigate to Workflows in the sidebar. Click New Workflow, name it Daily Job Site Report, and click Create Workflow. Click Open in Editor to open the Workflow Editor. Only Admin and Curate roles can open the Workflow Editor and add nodes. Sourced from the workflow-editor help documentation, DEV v0.11.0, confirmed 2026-08-30.

   Do this

   1. Start node: Drag a Start node (green, Play icon) from the Node Palette onto the canvas. Every workflow must have exactly one Start node.
   2. User Interaction node (Crew Lead Submits Notes): Drag a User Interaction node (blue, User icon) onto the canvas. Rename it Crew Lead Submits Notes. Connect the Start node's source handle (bottom) to this node's target handle (top). In the User Assignment section, assign the crew lead's user account. In the Notifications section, select Use workspace rule.
   3. Agent Interaction node (Draft Report and Client Update): Drag an Agent Interaction node (purple, Bot icon) onto the canvas. Rename it Draft Report and Client Update. Connect the User Interaction node to this node. In the Agent Assignment section, select the Report Drafter agent and its active version.
   4. Agent Review node (Fact-Check Draft): Drag an Agent Review node (pink, Bot icon) onto the canvas. Rename it Fact-Check Draft. Connect the Agent Interaction node to this node. In the Agent Assignment section, select the Fact-Checker agent and its active version.
   5. Routing node (Flag Issues): Drag a Routing node (purple, GitFork icon) onto the canvas. Rename it Flag Issues. Connect the Agent Review node to this node. In the Routing Configuration section, add two output ports: issues-flagged (condition: delay_or_safety_incident is not empty OR change_request is not empty OR fact_check_result contains FAIL) and no-issues (condition: all three fields are empty AND fact_check_result equals PASS).
   6. Human Review node (Owner Approves Client Update): Drag a Human Review node (amber, Eye icon) onto the canvas. Rename it Owner Approves Client Update. Connect both Routing node ports to this node. In the User Assignment section, assign the owner's user account. In the Notifications section, select Custom audience and select task assignee.
   7. End node: Drag an End node (red, Square icon) onto the canvas. Connect the Human Review node's Approve output to this node. Connect the Human Review node's Reject output back to the User Interaction node. Click Save Version in the top-right corner.

   Example

   A hypothetical general contractor builds a seven-node graph: Start, Crew Lead Submits Notes (User Interaction), Draft Report and Client Update (Agent Interaction), Fact-Check Draft (Agent Review), Flag Issues (Routing), Owner Approves Client Update (Human Review), End. The Routing node has two ports: issues-flagged and no-issues. Both ports connect to the Human Review node so the owner reviews every instance, but the payload shows which port was triggered.

   Best practice

   Name every node descriptively in the Properties Panel before saving. The workflow-editor help documentation states: 'Change the default label to something specific using the Properties Panel. This makes the graph self-documenting.' Use an Information node (indigo, Info icon) to annotate the Routing node's two ports directly on the canvas. Information nodes do not affect execution. Save frequently: each save creates a new immutable version. Sourced from the workflow-editor help documentation, DEV v0.11.0, confirmed 2026-08-30.

3. 3

   Set the workflow to active and run the first instance

   A workflow must be in active status before it can generate tasks. Navigate to Workflows in the sidebar. Find the Daily Job Site Report workflow. Change its status from draft to active. Only Admin and Curate roles can change workflow status.

   Do this

   1. Navigate to Workflows in the sidebar. Find the Daily Job Site Report workflow. Change its status to active.
   2. At the end of the first work day, the crew lead navigates to Tasks in the sidebar. The Task Inbox shows a pending User Interaction task named Crew Lead Submits Notes.
   3. The crew lead opens the task and submits seven fields in the Payload section: job site address, date, crew members present (first name and last initial), work completed today, materials used, any delay or safety incident, any change request from the client. If a field does not apply, the crew lead leaves it empty.
   4. The crew lead clicks Approve to submit the notes and advance the workflow.
   5. The Agent Interaction node runs the Report Drafter agent automatically. The Agent Review node runs the Fact-Checker agent automatically. The Routing node evaluates the three flag fields and the fact-check result.
   6. The owner receives a task notification. The owner navigates to Tasks in the sidebar, opens the Owner Approves Client Update task, reads the draft client update in the Payload section, and clicks Approve, Reject, or Request Changes.

   Example

   On a hypothetical commercial renovation project, the crew lead submits notes at 5:00 PM. The workflow runs the Report Drafter and Fact-Checker agents automatically. The Fact-Checker returns PASS. The Routing node routes to the Human Review node. The owner reads the 95-word client update draft, adds a Comment ('Confirmed against site notes. Approved.'), and clicks Approve at 5:12 PM. The decision is recorded in the audit log with the owner's user ID and a UTC timestamp.

   Best practice

   The tasks help documentation states: 'Use comments to document your decisions. Even a brief note explaining why you rejected or requested changes helps workflow owners and other reviewers understand the history.' The owner should add a minimum comment for every Human Review decision: 'Confirmed against site notes. Approved.' Every decision is recorded in the audit log with the acting user's user ID and a timestamp. Task completion events support SOC 2 CC6.1 (logical access) and GDPR Article 30 (processing records) when those standards are active. Sourced from the tasks help documentation, DEV v0.11.0, confirmed 2026-08-30.

4. 4

   Copy the approved client update and send it through your normal email system

   Dave by voolama (hellodave.ai) generates the approved draft and records the approval. Sending the client update to the client is a separate step outside the platform, using the contractor's normal email system. The help documentation does not describe any integration with named email platforms. The approved draft text is in the Submitted Result field of the completed Human Review task.

   Do this

   1. After the owner clicks Approve, the Human Review task status changes to completed. The Submitted Result field shows the approved client update text.
   2. Navigate to Tasks in the sidebar. Open the completed Owner Approves Client Update task. Copy the client update text from the Submitted Result field.
   3. Paste the text into the contractor's normal email system and send it to the client.
   4. If the Routing node flagged a delay, safety incident, or change request, the owner reads the flagged details in the Human Review task payload and decides how to respond to the client before sending the update.

   Example

   A hypothetical electrical subcontractor copies the approved 88-word client update from the Submitted Result field of the completed Human Review task and pastes it into their email system. The client receives the update by 5:30 PM. The audit log records the owner's approval at 5:18 PM with a UTC timestamp and the owner's user ID.

   Best practice

   OSHA 29 CFR Part 1926 (osha.gov/laws-regs/regulations/standardnumber/1926) requires that construction employers maintain records of safety incidents. The audit log in Dave by voolama records every Human Review decision with the acting user's user ID and a timestamp. Navigate to Admin, then Settings, then Audit Log to view and export the log. Set audit log retention to at least 2,555 days (7 years) at Admin, then Settings, then General, then System Parameters, then Retention Policy. Whether a specific contractor's audit log satisfies OSHA recordkeeping requirements requires a qualified safety professional's assessment. This guide is not legal or safety advice.

Node types used in the contractor daily report workflow

Where this advice stops: this is not legal or safety advice