Workflow Template
Workplace Incident Reporting Workflow
End-to-end workflow for reporting, investigating, and closing workplace incidents. Covers incident details, people involved, immediate response, injury/damage, evidence, severity assessment, regulatory notifications, root cause analysis, corrective actions, verification, and closure.
Workplace incidents stall when reporting is inconsistent, severity calls are subjective, and corrective actions fall through the cracks. This workflow runs the entire incident lifecycle — from initial report through AI-assisted severity triage, regulatory notification checks, root cause investigation, corrective action assignment, and formal closure approval. Safety managers, investigators, and compliance teams use it to ensure every incident is handled consistently, documented completely, and closed with evidence.
Business Outcomes
- Reduce time from incident report to assigned investigator from days to minutes
- Eliminate missed regulatory notification deadlines with automated compliance checks
- Achieve 100% corrective action completion rates through verified closure gates
- Create a consistent, auditable incident record for every event regardless of severity
- Cut administrative burden on safety teams by automating status updates and stakeholder notifications
Workflow Steps
Steps
- 1Create Incident Recordcreate record
Register the incident submission as a formal record in the system.
- 2Set Status to Reportedupdate record
Mark the incident record as Reported upon creation.
- 3AI Severity Assessmentai prioritisation
AI assesses incident severity based on type, injury, and damage details to prioritise response.
- 4Route by Severity
Routes the incident based on AI severity assessment. Low-confidence results go to human review.
_ai_priority_ai_severity_needs_human_review: "true"→Manual Severity Review_ai_priority_ai_severity_priority: "high"→Set Status to Under Investigation_ai_priority_ai_severity_priority: "medium"→Set Status to Under Investigation_ai_priority_ai_severity_priority: "low"→Set Status to Under InvestigationDefault→Set Status to Under Investigation - 5Manual Severity Reviewrequest approval
Safety manager reviews and confirms the severity level when AI confidence is low.
- 6Route Manual Severity Outcome
Routes based on the safety manager's manual severity review decision.
approval_status: "approved"→Set Status to Under Investigationapproval_status: "rejected"→Notify Reporter of EscalationDefault→Set Status to Under Investigation - 7Notify Reporter of Escalationsend email
Inform the reporter that the incident has been escalated for senior review.
- 8Assign Senior Investigatorassign user
Assign a senior investigator to handle the escalated incident.
- 9Set Status to Under Investigationupdate record
Update the incident record status and persist the AI severity rating.
- 10Check if Regulatory Notification Required
Routes to regulatory notification task if the reporter indicated external notification is required.
regulatory_notification_required: "Yes"→Complete Regulatory Notificationsregulatory_notification_required: "No"→Conduct InvestigationDefault→Conduct Investigation - 11Complete Regulatory Notificationscreate task
Safety officer completes required notifications to regulators, insurers, or other authorities.
- 12Conduct Investigationcreate task
Investigator conducts the full investigation, documents findings, root cause, and contributing factors.
- 13Define Corrective Actionscreate task
Safety manager defines corrective and preventive actions arising from the investigation.
- 14Set Status to Corrective Actions In Progressupdate record
Update the incident record to reflect corrective actions are now in progress.
- 15Verify Corrective Actions Completedcreate task
Safety manager verifies that all corrective and preventive actions have been implemented effectively.
- 16Route on Verification Outcome
Routes to closure if all actions are complete, or loops back for further corrective action if outstanding.
actions_verified: "Yes — All Completed"→Request Closure Approvalactions_verified: "Partially Complete"→Loop Back to Corrective Actionsactions_verified: "No — Actions Outstanding"→Loop Back to Corrective ActionsDefault→Request Closure Approval - 17Loop Back to Corrective Actionsrestart from step
Restart from the corrective actions step to address outstanding or ineffective actions.
- 18Request Closure Approvalrequest approval
Senior manager reviews the full investigation and corrective action record and approves closure.
- 19Route on Closure Approval
Closes the incident if approved, or loops back to corrective actions if rejected.
approval_status: "approved"→Close Incidentapproval_status: "rejected"→Loop Back to Corrective ActionsDefault→Close Incident - 20Close Incidentupdate record
Mark the incident as Closed and notify the original reporter.
- 21Notify Reporter of Closuresend email
Send a closure notification email to the original incident reporter.
Fields
- Reporter Name*
- Reporter Email*
- Reporter Phone
- Reporter Job Title / Role
- Date of Incident*
- Time of Incident*
- +18 more fields
Forms
Workplace Incident Report
22 fields
Data Views
All Incidents
incident_ref, incident_date, incident_location, incident_type +3 more
Open & In-Progress Incidents
incident_ref, incident_date, incident_location, incident_type +3 more
Dashboard Widgets
Recommended integrations
Setup the following integrations to extend workflow capability.
Send email in the workflow
AWS SES
Similar Categories
FAQs
How long does it take to get this workflow live?
You publish the template inside assess.one and it is live in minutes. There is no implementation project, no external software to install, and no developer required. Your team can run a real incident through the process the same day you set it up.
How do I set up the workflow for my organisation?
Open the template in assess.one and customise the steps, roles, and notification logic directly in the platform. You assign which roles handle severity reviews, investigations, and closure approvals, then configure email or Slack notifications inside assess.one. No third-party configuration or dev work is needed.
What do I need before I can start using this workflow?
You need an assess.one account and a clear picture of who in your organisation fills each role — reporter, investigator, senior investigator, and approver. Integrations like email or Slack are configured inside the platform, so there are no external tools to connect separately.
How does the AI severity assessment work and can I override it?
The AI Severity Assessment step analyses the incident details submitted in the initial record and assigns a severity level automatically. The workflow then routes to a Manual Severity Review step where a human can confirm or override that assessment before investigation begins. You stay in control — the AI accelerates the triage, it does not replace human judgement.
How does the workflow handle regulatory notification requirements?
After severity is confirmed, the workflow runs a dedicated check to determine whether regulatory notification is required based on the incident details. If it is, a Complete Regulatory Notifications step is triggered before investigation proceeds, creating a clear audit trail that the obligation was identified and actioned. You can customise the criteria for this check to match your jurisdiction and industry requirements directly in assess.one.
Who needs access to the workflow and how do I control that?
Access is role-based and configured inside assess.one. Frontline staff can submit incident reports, while investigation steps, corrective action sign-off, and closure approval are restricted to the roles you designate. This ensures sensitive incident data is only visible to the people who need it.
What happens if corrective actions are not completed?
The Verify Corrective Actions Completed step acts as a gate. If verification fails, the workflow loops back to the corrective actions stage rather than proceeding to closure. This prevents incidents from being closed with outstanding actions and creates a documented record of every verification attempt.
Can I customise the severity levels and routing logic?
Yes. Severity categories, routing rules, and the conditions that trigger escalation or senior investigator assignment are all configurable inside assess.one. You edit the routing logic directly in the workflow builder without writing code or engaging a developer.
How does the closure approval step work?
Once corrective actions are verified, the workflow automatically requests formal closure approval from the designated approver. The Route on Closure Approval step then either closes the incident or sends it back if the approver requires further action. Every approval decision is timestamped and stored in the incident record.
Does this workflow produce an audit-ready incident record?
Every step — from initial report through severity assessment, regulatory notifications, investigation findings, corrective actions, and closure approval — is captured and timestamped inside assess.one. This gives you a complete, auditable trail for each incident that is ready for internal review, insurer requests, or regulatory inspection without any manual compilation.
Ready to use this workflow?
Create a free account and customise this workflow for your business.