Manage a Report

Who is responsible?

Team leader(s) get an email notification when a new report arrives in the system.  If this person is responsible for deciding what actions are needed, then can go ahead and assign actions directly.

However, often the person receiving the notification is not responsible for deciding what actions need to be taken. 

For example, a safety hazard is spotted. The email notification goes to the H&S manager as he is the Team leader for the H&S team. However, responsibility for making changes lies with the Supervisor from that department.  Therefore, the H&S Manager makes the supervisor the owner of the report.

Assign an owner

1. In the reports tab find the correct report and click to open it
2. In the Overview tab you will see a drop down box for the owner. It lists all the people registered on the system. Select one.
3. Proactively will automatically send an email notification to the Owner with a link to the report.

Note: To keep data secure, only people with the ‘Viewing and Actions’ permission and are members of the team which raised the report are able to read this report.

Set a due date

The due date is the date by which the issues raised by this report should be resolved. This includes:

• All the actions associated with the report are closed
• You have checked to make sure that these actions have been successful in resolving the issues

1. In the reports tab, find the correct report and click to open it

2. Open the Overview tab in the left hand menus.

3. Click on the Due date box to open a calendar, and select the due date

4. Notice the green box that appears for a few seconds saying ‘updated successfully’

When the due date has past, the status of the report will show in red as ‘overdue’

Set a priority

All reports should be given a priority.

1. In the reports tab, find the correct report and click to open it

2. Open the Overview tab in the left hand menus.

3. In the Priority box, select one from the dropdown priority list.

4. Notice the green box that appears for a few seconds saying ‘updated successfully’

Making changes to the description, the due date or the priority

Anyone with View and Actions permission can change the description, the due date and the priority at any time. These changes, together with the person’s name, will be recorded in the history tab.