Workflow Template

Incident Investigation Workflow

Captures reported workplace incidents, triages severity, runs investigation and review/management approval paths, handles regulatory notification where required, and tracks corrective actions through to closure.

Organisations that manage workplace incidents need a consistent, visible process that captures reports, applies proportionate scrutiny, and demonstrates that corrective actions were followed through. The Incident Investigation Workflow takes a submitted report through severity triage, investigation, a review path scaled to severity, optional regulatory notification, and closure. Safety leads, investigators, safety reviewers and management each engage through assigned tasks, while reporters interact through a public request form and email updates without needing an account.

Business Outcomes

Supports faster acknowledgement of reported incidents with a reference number sent automatically
Helps route Minor and Serious incidents to a proportionate review or management path
Makes it easier to track investigation findings, root cause and corrective actions in one record
Improves visibility of regulatory notification steps where required
Reduces manual follow-up by tracking corrective action tasks and status through to closure

Workflow Steps

Steps

1
Create Incident Recordcreate record
Creates the incident record from the submitted report form.
2
Set Status to Reportedupdate record
Sets the investigation status to Reported.
3
Email Acknowledgementsend email
Emails the reporter an acknowledgement with their reference number.
4
Safety Lead Triagecreate task
Safety lead records severity and assigns an investigator.
5
Save Triage Dataupdate record
Saves severity and assigned investigator to the record and sets status to Investigating.
6
Investigator Taskcreate task
Investigator records evidence, witness statements, sequence of events, root cause, contributing causes and corrective actions.
7
Save Investigation Findingsupdate record
Persists the investigation findings to the record.
8
Route on Severity
Routes to safety reviewer for Minor incidents or management review for Serious incidents.
severity: "Minor"→Safety Reviewer Task
severity: "Serious"→Set Status to Management Review
Default→End
9
Safety Reviewer Taskcreate task
Safety reviewer records whether the investigation can be closed or needs more work.
10
Save Reviewer Resultupdate record
Persists the reviewer's result and comments to the record.
11
Route on Reviewer Result
Routes to closure if closed, or loops back to the investigator if more investigation is needed.
reviewer_result: "Close"→Create Corrective Action Task
reviewer_result: "More investigation needed"→Loop Back to Investigator
Default→End
12
Loop Back to Investigatorrestart from step
Closes this iteration and restarts the investigation task for further work.
13
Set Status to Management Reviewupdate record
Sets the investigation status to Management Review for Serious incidents.
14
Management Review Taskcreate task
Management records the decision, whether regulatory reporting is required, and comments.
15
Save Management Decisionupdate record
Persists management's decision, regulatory reporting flag and comments to the record.
16
Route on Management Decision
Routes to regulatory notification, direct closure, or back to the investigator.
management_decision: "More investigation needed"→Loop Back to Investigator
management_decision: "Accept"→Route on Regulatory Reporting
Default→End
17
Loop Back to Investigatorrestart from step
Closes this iteration and restarts the investigation task for further work.
18
Route on Regulatory Reporting
Routes to a regulator notification task if reporting is required, otherwise straight to closure.
regulatory_reporting_required: "Yes"→Regulator Notification Task
regulatory_reporting_required: "No"→Create Corrective Action Task
Default→End
19
Regulator Notification Taskcreate task
Safety lead records that the regulator was notified, with reference and date.
20
Save Regulator Notificationupdate record
Persists the regulator notification details to the record.
21
Create Corrective Action Taskcreate task
Creates a fire-and-forget task for the action owners to complete corrective actions.
22
Set Status to Closedupdate record
Sets the investigation status to Closed.
23
Email Reporter Closuresend email
Emails the reporter that the investigation is closed.

Fields

Show all 26 fields

FormWorkplace Incident Report

Reporter Name*· Text
Reporter Email*· Email
Incident Date*· Date
Location*· Text
Description*· Long text
People Involved*· Long text
Injuries (if any)· Long text
Immediate Controls Taken· Long text
Photos· File upload

TaskSafety Lead Triage

Severity*· Choice
Investigator Assigned*· Text

TaskInvestigator Task

Evidence· File upload
Witness Statements· Long text
Sequence of Events*· Long text
Root Cause*· Long text
Contributing Causes· Long text
Corrective Actions With Owners*· Long text

TaskSafety Reviewer Task

Reviewer Result*· Choice
Reviewer Comments· Long text

TaskManagement Review Task

Management Decision*· Choice
Regulatory Reporting Required*· Choice
Management Comments· Long text

TaskRegulator Notification Task

Regulator Notified*· Checkbox
Regulator Reference· Text
Regulator Notification Date· Date

Other fields

Investigation Status· Choice

Reporter Name*
Reporter Email*
Incident Date*
Location*
Description*
People Involved*

Forms

Workplace Incident Report

9 fields

Data Views

Incident Investigations

incident_date, location, severity, root_cause +1 more

Dashboard Widgets

Incidents by Investigation Status

Recommended integrations

Setup the following integrations to extend workflow capability.

Send email in the workflow
AWS SES

incident investigationworkplace incident investigationsafety investigationaccident investigationroot cause

Similar Workflows

Workplace Incident Reporting Workflow Root Cause Analysis Workflow Corrective Action Workflow

Similar Categories

Health & Safety Quality Management

FAQs

What does this workflow record throughout an investigation?

The record captures the original report details, the severity and assigned investigator from triage, and the investigation findings including evidence, witness statements, sequence of events, root cause, contributing causes and corrective actions with owners. It also stores the reviewer's or management's decision and comments, any regulatory notification details, and the incident's status and timeline as it moves through each stage.

Who is involved in the investigation process?

The reporter submits the initial report and receives acknowledgement and closure emails. A safety lead triages severity and assigns an investigator, and later handles regulator notification if required. The investigator records findings, and depending on severity, either a safety reviewer or management reviews the outcome and decides next steps.

How does the workflow decide between a safety reviewer and management review?

After investigation findings are saved, the workflow routes based on the recorded severity: incidents marked Minor go to a safety reviewer task, while incidents marked Serious go to a management review task with status set to Management Review. This lets review effort scale with the seriousness of the incident.

What happens if the reviewer decides more investigation is needed?

If the safety reviewer records that more investigation is needed, the workflow closes that iteration and restarts the investigator task so additional evidence, root cause analysis or corrective actions can be added. The record's timeline reflects each loop back and the reviewer's comments from the prior pass.

How is regulatory notification handled?

When management records that regulatory reporting is required, the workflow routes to a regulator notification task where the safety lead records that the regulator was notified, along with a reference and notification date. If reporting is not required, the workflow proceeds directly to closure; each business should confirm its own regulatory notification obligations.

How do we change the steps in this investigation workflow?

A workflow can be changed by describing the desired change in plain English or by editing its steps directly in the workflow editor. Earlier versions of the workflow are kept, so teams can review how the process has evolved over time.

What happens to corrective actions after the investigation is closed?

Before status is set to Closed, the workflow creates a corrective action task for the action owners to complete their assigned work. Because this task is fire-and-forget, the workflow does not wait on it before closing, and details entered on it stay with that task in the record's task list.

Can this workflow be published and used right away?

Yes, as a template it can be published by a workspace in minutes and run live immediately, without any installation or separate development project. Teams can then adjust the steps or forms as their own investigation process requires.

Do reporters need an account to submit or follow up on an incident?

No, reporters interact entirely through a public request form and emailed updates, such as the acknowledgement with their reference number and the closure notification. All updates are tied to their incident record without requiring them to log in.

Ready to use this workflow?

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