Workflow Template

Workplace Incident Reporting Workflow

Captures workplace incident reports, acknowledges the reporter, triages severity and regulator notification with the safety officer, runs an investigation scaled to severity, tracks corrective actions to verification, and closes out the incident with a summary email to the reporter.

Workplace incidents often get reported on paper or in email threads, making it hard to see what's been triaged, notified to a regulator, or actually fixed. This workflow captures the incident report from a public form, has the safety officer triage severity and regulator notification, scales the investigation to severity, tracks corrective actions through to verification, and closes the loop with a summary email to the reporter. Safety officers, investigators and action owners each pick up their tasks as the incident moves through the process.

Business Outcomes

Helps cut the time between an incident being reported and the safety officer triaging it
Supports more consistent tracking of regulator notification dates and references
Makes it easier to scale investigation timeframes to incident severity
Helps ensure corrective actions are verified before an incident is closed
Keeps reporters informed with automatic acknowledgement and closure emails

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 incident status to Reported.
3
Send Acknowledgement Emailsend email
Emails the reporter an acknowledgement with their incident reference number.
4
Safety Officer: Triage Severitycreate task
Safety officer records the severity and whether the incident must be notified to the regulator.
5
Save Triage Resultupdate record
Persists the severity and regulator notification requirement to the record.
6
Route on Regulator Notification Requirement
Routes to the regulator notification task if required, otherwise continues to investigation.
regulator_notification_required: "Yes"→Safety Officer: Record Regulator Notification
regulator_notification_required: "No"→Set Status to Under Investigation
Default→Set Status to Under Investigation
7
Safety Officer: Record Regulator Notificationcreate task
Safety officer records the date the regulator was notified and the regulator reference.
8
Save Regulator Notification Detailsupdate record
Persists the regulator notification date and reference to the record.
9
Set Status to Under Investigationupdate record
Sets the incident status to Under Investigation.
10
Route Investigation Task by Severity
Routes to a 3-day investigation task for High severity or a 10-day task for Low/Medium severity.
severity: "High"→Investigator: Investigate (High Severity)
severity: "Medium"→Investigator: Investigate (Low/Medium Severity)
severity: "Low"→Investigator: Investigate (Low/Medium Severity)
Default→Investigator: Investigate (Low/Medium Severity)
11
Investigator: Investigate (High Severity)create task
Investigator records the root cause, contributing factors and corrective actions within 3 days.
12
Investigator: Investigate (Low/Medium Severity)create task
Investigator records the root cause, contributing factors and corrective actions within 10 days.
13
Save Investigation Findingsupdate record
Persists the root cause, contributing factors and corrective actions to the record.
14
Set Status to Actions In Progressupdate record
Sets the incident status to Actions In Progress.
15
Action Owner: Complete Corrective Actionscreate task
Action owner completes the corrective actions and records evidence, with no fixed due date.
16
Save Actions Completedupdate record
Persists the completed actions and evidence to the record.
17
Safety Officer: Verify Actionscreate task
Safety officer verifies whether the corrective actions were effective, with notes.
18
Save Verification Resultupdate record
Persists the verification result and notes to the record.
19
Route on Verification Outcome
Routes to closure if effective, or back to the action owner for further action if not effective.
verification_result: "Effective"→Set Status to Closed
verification_result: "Not effective"→Return to Action Owner for Further Action
Default→Return to Action Owner for Further Action
20
Return to Action Owner for Further Actionrestart from step
Restarts the corrective action cycle from the action owner task, up to 3 times.
21
Set Status to Closedupdate record
Sets the incident status to Closed.
22
Send Closure Email to Reportersend email
Emails the reporter that the incident is closed, with a summary of the corrective actions.

Fields

Show all 24 fields

FormWorkplace Incident Report

Reporter Name*· Text
Reporter Email*· Email
Reporter Mobile*· Phone
Incident Date*· Date
Location*· Text
Incident Type*· Choice
People Involved· Long text
What Happened*· Long text
Immediate Action Taken· Long text
Injury or Damage Details· Long text
Treatment Given*· Choice
Photos or Other Evidence· File upload

TaskSafety Officer: Triage Severity

Severity*· Choice
Must Be Notified to Regulator?*· Choice

TaskSafety Officer: Record Regulator Notification

Regulator Notification Date*· Date
Regulator Reference*· Text

TaskInvestigator: Investigate (High Severity)

Root Cause*· Long text
Contributing Factors*· Long text
Corrective Actions*· Long text

TaskAction Owner: Complete Corrective Actions

Actions Completed*· Long text
Evidence of Actions Completed· File upload

TaskSafety Officer: Verify Actions

Verification Result*· Choice
Verification Notes· Long text

Other fields

Incident Status· Choice

Reporter Name*
Reporter Email*
Reporter Mobile*
Incident Date*
Location*
Incident Type*

Forms

Workplace Incident Report

12 fields

Data Views

Incident Register

incident_date, location, incident_type, severity +1 more

Dashboard Widgets

Incidents by StatusIncident Overview

Recommended integrations

Setup the following integrations to extend workflow capability.

Send email in the workflow
AWS SES

incidentworkplacesafetyinjuryinvestigationcorrective action

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FAQs

How do I set up this incident reporting workflow for my workspace?

Publish the template and it's live — there's no installation or development project involved. Your public request form is ready to share with employees, and the safety officer, investigator and action owner tasks are ready to be assigned to team members.

What information does the request form collect from the reporter?

It asks for reporter name, email and mobile, incident date and location, incident type, people involved, what happened, immediate action taken, injury or damage details, treatment given, and any photos or other evidence. This is captured as soon as the record is created, so the incident starts with a full picture.

Who decides whether an incident needs to be reported to the regulator?

The safety officer records the severity and whether regulator notification is required during the triage task, and the workflow waits for this input before continuing. If notification is required, the workflow routes to a task for the safety officer to record the notification date and regulator reference; if not, it moves straight to investigation.

How does the investigation timeframe change based on severity?

High severity incidents route to a 3-day investigation task, while Low or Medium severity incidents route to a 10-day task. In both cases the investigator records root cause, contributing factors and corrective actions, and the workflow waits for that task to be completed before moving on.

What happens if the safety officer finds the corrective actions weren't effective?

The safety officer records a verification result and notes on the Verify Actions task. If the result is 'Not effective', the workflow routes back to the action owner to take further action, and this cycle can repeat up to 3 times before the incident is closed.

Can I customise the tasks or timeframes in this workflow?

Yes — describe the change you want in plain English, or edit the steps directly in the workflow editor. Earlier versions of the workflow are kept, so you can see what changed and when.

Does the reporter need to log in to check on their incident?

No account is needed at any point. The reporter submits the initial report through the public request form, and receives the acknowledgement email with their reference number and later the closure summary email, all without needing to sign in anywhere.

What gets recorded on the incident once it's closed?

The record keeps a timeline of every step — status changes, severity and regulator notification details, investigation findings, completed actions and verification results. Each business should confirm what records it's required to retain for its own workplace safety obligations.

Who is involved in handling an incident from start to finish?

The safety officer triages severity, handles regulator notification if required, and later verifies corrective actions. An investigator records root cause and contributing factors, and an action owner completes and evidences the corrective actions — each picking up their task as the incident status changes.

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