Safety Report Workflow – Overview
The ‘Workflow’ section allows the Safety Manager to view the workflow of the safety report. All actions undertaken by all members of the assigned safety team are recorded in the workflow and can be individually viewed. Workflow items such as comments, tasks, corrective actions and preventative controls may be added from this section.
Adding a Preventative Control
Note: If ‘Preventative Control’ is not an available option, it has not been allowed on the current report status. Either progress the report, or change the settings in SMS Setup -> Report Workflow.
To add a preventative control, in the ‘Workflow’ tab, click the green plus icon at the top left of the workflow table. Choose ‘Preventative Control’ from the options in the dialog. A window will open allowing a control to be added in the form of a ‘Task’. Please refer to ‘Adding a Task’ for instructions on adding tasks.
A preventative control is usually added to mitigate a cause. In the ‘Causes to Mitigate’ tab, a cause can be chosen from the list of causes specified in the ‘Assessment’ tab. Press the green plus icon to add a cause to mitigate. Choose from the list by checking the tick box on the right of the cause, and pressing ‘Add Causes’ down the bottom right. This will add the mitigated cause.
The ‘History’ tab will show the history of this specific Preventative Control.
A document can be linked using the ‘Linked Document’ tab.
Please refer to ‘Adding a Task’ for more information.
Adding a Corrective Action
Note: If ‘Corrective Action’ is not an available option, it has not been allowed on the current report status. Either progress the report, or change the settings in SMS Setup -> Report Workflow.
A Corrective Action can be added similarly to a Preventative Control to mitigate a cause. As the process is the same, please refer to mitigating causes in the above section, and adding a Task below.
Adding a Task
A Task can be added as a stand alone item, or as part of a Preventative Control or a Corrective Action. To add a Task, press the green plus icon at the top left of the table on the ‘Workflow’ tab, and select ‘Task’ from the available options.
Note: If ‘Task’ is not an available option, it has not been allowed on the current report status. Either progress the report, or change the settings in SMS Setup -> Report Workflow.
In the Task window, first add a description in the ‘Description’ field.
Detailed instructions can be added below so the assignee knows exactly what they need to do.
In the ‘Implementation Details section, the ‘Task’ can be assigned to a user, and a Due date may be set. As the Assigner, you may not add information in the ‘Notes’ section, or set an implemented date, this may only be done by the assignee once they have completed the Task. They will set the implemented date and write notes relating to the implementation of the task.
A Follow Up can also be assigned. This will need to be assigned to a seperate user. As above, the checked date and notes are not editable by the assigner, they must be set by the assignee on completion of the ‘Follow up’.
Emailing a Task
Tasks can be emailed using the ‘Email’ button at the bottom of the task creation screen. This will email the assignee, and the follow up assignee with the task details.
Marking a Task As Complete
A task can be marked as complete by checking the tick box on the top right of the task creation window.
Note: All Tasks must be set as complete and have an implementation date for the report to be able to be progressed and closed off.
Outstanding tasks can be seen in the Compliance -> Open tasks section.
Closing Out a Safety Report
Once all the Tasks have been completed, a report may be closed out. A ‘Close Out’ description may be written in the Close Out tab, before the report is marked as ‘Closed’ by progressing the report using the ‘Status’ button. Once the report is closed, no further edits can be made. A final rundown of the report will be automatically emailed to all Safety Managers.
Deleting A Report
We do not recommend report deletion. If you need to delete a safety report, please send a support email and we will explain the deletion process.