Lockout / tagout isolation record Workflow

Why should we automate our lockout/tagout isolation records instead of using paper forms?

A paper-based process relies on someone manually chasing signatures, photos and retest results, which can delay work or leave gaps in the record. This workflow captures all isolation details on a single request form, tracks the zero-energy test outcome, and keeps a timeline of every step on the record, making it easier to see where a job stands at any time. It also automatically routes failed verifications to a supervisor for investigation, reducing reliance on someone remembering to follow up.

What is the return on investment of using this workflow compared to handling isolations manually?

Manual tracking of isolation records typically involves spreadsheets, printed forms and phone calls to confirm status, which takes staff time and can create inconsistent records. With this workflow, the intake form, status updates, supervisor tasks and authorised person notifications all happen automatically, cutting down on administrative back-and-forth. Teams can also see records by status on table views and dashboards, reducing time spent searching for a job's current state.

What happens if the initial zero-energy test is not verified?

If the Zero Energy Test Result on the intake form is 'Not verified', the workflow sets the record status to Work Stopped and assigns a supervisor a task, due in one day, to investigate and retest. The supervisor records the reason it was not verified, the corrective action taken, and a new zero-energy test result, which is saved to the record.

How does the supervisor rework loop work if zero energy still can't be verified?

After the supervisor's retest, the workflow checks the new result. If it is still 'Not verified', the workflow loops back to reassign the supervisor investigation and retest task, and this can repeat up to two times. If the retest confirms zero energy, the record status changes to Work in Progress and the isolation proceeds.

Who is responsible for removing the isolation once work is finished?

The authorised person named on the intake form is assigned a task, with no due date, to remove the isolation once work is complete. They record the time the locks and tags were removed, confirmation that all workers are clear, the checks carried out before re-energising, and the removal result, all of which are saved to the record.

What happens if a fault is found when removing the isolation?

If the Removal Result is 'Fault found', the workflow sets the record status to Fault Found and assigns a supervisor a task, due in one day, to record the fault details and the action taken. Those details are then saved to the record, giving a documented account of the fault and the response before the record is closed out.

What does the authorised person receive once the job is complete?

Once the plant is marked as Returned to Service, the workflow emails the authorised person a copy of the completed isolation record. This gives them a documented reference of the isolation, verification steps, removal checks and outcome for their own records.

Can we customise the fields on the intake form or the supervisor tasks?

Yes, the workflow can be changed by describing the change in plain English or by editing the steps directly in the workflow editor. This makes it possible to adjust the form fields, task wording or due dates to match a site's specific isolation procedures, while earlier versions of the workflow are kept.

Does this workflow make our lockout/tagout process compliant with safety regulations?

The workflow records statuses, the values staff and authorised persons enter, and a full timeline of actions on each record, which supports a documented isolation process. Each business should confirm its own regulatory obligations, as compliance depends on how the workflow is used alongside site procedures and applicable standards.

Do authorised persons and supervisors need an account to take part?

No separate account is required. Authorised persons submit the initial request through a public form and complete their removal task through a form emailed to them, while supervisors are assigned their investigation and fault-recording tasks directly within the workflow.