Plant damage / incident report Workflow

What does this workflow record at each stage of an incident?

The record captures the original form details submitted by the operator, then adds treatment and regulator notification details from the safety manager task, root cause, corrective actions and cost of damage from the site manager investigation, and the review outcome and notes from the operations manager. Each of these is saved because the workflow waits for those tasks, and the record's timeline and status (Reported, Injury Reported, Under Investigation, Under Review, Closed) show progress throughout. Each business should confirm what level of detail its own regulatory or insurance obligations require.

Who is involved in handling a plant damage or incident report?

The operator submits the initial request form with incident details. If an injury is reported, the safety manager is assigned a task to record treatment and regulator notification details, followed by the site manager who investigates and the operations manager who reviews the investigation and decides whether to close the record or send it back. The client receives an emailed summary once the incident is closed.

What happens if the incident involves an injury?

When the form indicates someone was injured, the workflow sets the status to Injury Reported and assigns the safety manager a task due in 1 day to record treatment given, whether the regulator must be notified, and the date the regulator was notified. This information is saved to the record before the site manager's investigation task is assigned. If no injury is reported, the workflow moves directly to the site manager investigation.

How does the operations manager's review decision affect the process?

Once the operations manager completes their review task, the workflow checks the Review Outcome field. If it is set to Closed, the record status is set to Closed and the client summary email is sent; if it is set to More actions needed, the workflow sends the record back to the site manager to restart the investigation cycle.

How do we change the tasks or timelines in this workflow?

A workflow can be changed by describing the change in plain English or by editing its steps directly in the workflow editor, for example adjusting task due dates or the fields captured on the safety manager, site manager or operations manager tasks. Earlier versions of the workflow are kept, so changes can be reviewed or reverted as needed.

What does the client see or receive during this process?

Clients do not need an account; they interact through the public request form if they submit the report, and they receive an emailed summary of the incident, its cause and the corrective actions taken once the operations manager closes the record. This gives clients a clear record of outcome without needing access to the workspace itself.

Can the investigation cycle repeat more than once?

Yes. If the operations manager sets the Review Outcome to More actions needed, the workflow routes the record back to the site manager's investigation task, restarting that step of the cycle. This can happen as many times as needed until the operations manager records a Review Outcome of Closed.

How is progress on an incident tracked across the workspace?

Each incident is a record with a reference number, a status such as Reported, Injury Reported, Under Investigation, Under Review or Closed, and a timeline of what happened. Table views and dashboards in the workspace show records by status, and workspace activity is logged, giving managers visibility into where each incident stands without needing to check individually.