Workflow Template
Near Miss Reporting Workflow
Captures near miss events from any reporter, routes them to a reviewer who logs immediate controls and rates risk, triggers an investigation with corrective actions for higher-risk events, records lessons learned, notifies the reporter, and closes the report.
Near misses get reported on paper, in emails, or not at all — and the lessons that could prevent a real incident get lost. This workflow captures any near miss from any reporter, routes it to a reviewer who logs immediate controls and rates the risk, then automatically triggers an investigation with corrective actions for higher-risk events before recording lessons learned and closing the loop with the reporter. Safety and operations teams run it start to finish inside assess.one, with no separate systems to manage.
Business Outcomes
- Cut near miss reporting time from days to minutes
- 100% of near misses risk-rated before closure
- Automatic escalation to investigation for high-risk events
- Documented corrective actions and lessons learned on every case
- Reporters notified automatically, improving future reporting rates
Workflow Steps
Steps
- 1Create Near Miss Report Recordcreate record
Registers the submitted near miss report as a record.
- 2Set Status to Receivedupdate record
Marks the report as received.
- 3Assign Reviewerassign user
Assigns a safety reviewer to assess the near miss report.
- 4Set Status to Under Reviewupdate record
Updates status as the reviewer begins assessment.
- 5Review Near Miss and Rate Riskcreate task
Reviewer records immediate controls implemented and rates the risk level of the near miss.
- 6Persist Review Resultsupdate record
Saves the immediate controls and risk rating to the record.
- 7Route Based on Risk Rating
Higher-risk near misses proceed to a full investigation; lower-risk ones move to lessons learned.
risk_rating: "High"→Set Status to Under Investigationrisk_rating: "Medium"→Set Status to Under Investigationrisk_rating: "Low"→Record Lessons LearnedDefault→Record Lessons Learned - 8Set Status to Under Investigationupdate record
Updates status as the higher-risk report moves into investigation.
- 9Investigate and Define Corrective Actionscreate task
Investigator records findings and defines corrective actions for the higher-risk near miss.
- 10Persist Investigation Resultsupdate record
Saves investigation findings and corrective actions to the record.
- 11Record Lessons Learnedcreate task
Reviewer or investigator documents lessons learned from the near miss.
- 12Persist Lessons Learnedupdate record
Saves the lessons learned to the record.
- 13Notify Reporter of Receiptsend email
Emails the reporter to confirm the near miss report was received and processed.
- 14Close Reportupdate record
Marks the near miss report as closed.
Fields
- Reporter Name*
- Reporter Email*
- Date of Event*
- Location*
- Description of Event*
- Who or What Was Involved*
- +7 more fields
Forms
Near Miss Report Form
7 fields
Data Views
All Near Miss Reports
event_date, event_location, risk_rating, report_status
Dashboard Widgets
Recommended integrations
Setup the following integrations to extend workflow capability.
Send email in the workflow
AWS SES
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FAQs
How do I set up this near miss reporting workflow?
Publish the template inside assess.one and it's live immediately — there's no implementation project. You can start accepting near miss reports the same day you set it up.
What do I need before I publish this workflow?
You need a list of who can act as a reviewer and how you want to define your risk rating scale. Everything else — statuses, routing logic, notifications — is already built into the template and ready to adjust.
How long does implementation take?
Publishing takes minutes. Your team can start submitting and reviewing near miss reports as soon as it's live, with no waiting on IT or external developers.
Can I customise the risk rating scale or investigation steps?
Yes. You can edit rating criteria, add or remove steps, and change who reviews or investigates directly inside assess.one. Approval logic and routing rules are also fully editable without any code.
Who needs access to this workflow?
Reporters need access to submit near misses, reviewers need access to rate risk and log controls, and investigators need access for higher-risk cases. You control these roles and permissions directly in assess.one.
What happens when a near miss is rated high risk?
The workflow automatically routes it into an investigation stage, changing the status to Under Investigation. The assigned investigator then defines corrective actions before the case can move to lessons learned and closure.
How does the reporter find out what happened to their report?
The workflow automatically notifies the reporter once the report is received, and again when it's closed. This keeps reporters informed without any manual follow-up from your team.
Can we use this for compliance or audit purposes?
Yes. Every report captures status changes, risk ratings, reviewer notes, investigation results, and lessons learned in one record. This gives you a full audit trail for internal reviews or regulatory checks.
Do we need separate software to run investigations?
No. Investigation and corrective action steps run inside the same assess.one workflow. There's no need to move data into another system or tool.
Can lessons learned be shared across teams?
Yes. Lessons learned are recorded and persisted on the report record, so you can review them individually or export patterns across multiple near misses. This helps identify recurring risks before they become incidents.
Ready to use this workflow?
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