How to get there
Admins must begin on the Forms page in the SaferMe web app.
- Select the name of the Form you would like to edit.
- Select the States tab.
Please note: Only Form Administrators can view and edit the States (workflow and notifications) of a report.
What are States?
States allow Form Administrators to customise the report statuses, notifications and visibility of reports at each stage of the workflow.
The default SaferMe state configuration for new form templates is as follows:
- Only Form Admins will have access to see completed reports. Workers will always be able to see their own reports, but will not be able to see other workers' reports unless they are a Form Admin.
- First State = New Report: A report is created. Form Admins will receive a notification (if they have notifications enabled).
- Second State = In Review: The report can be escalated to an Assignee. The Assignee is nominated to conduct an investigation and ensure all tasks are completed.
- Third State = Resolved: The Assignee (or a Form Admin) closes the report to indicate no further action is required.
States can be customised to your team's desired workflow. There is no limit to the number of States (or statuses) a report can have.
Adding a New State
- Select one of the state presets from the options on the left of the form builder, and drag the field into the form builder area on the right. Each of the preset states will have different configurations of the same setting options.
- Click on the State to edit the settings.
State Label:
- The name displayed for the Status, ie. Report Received or Under Investigation.
How pins look on the map:
- Normal: Pins appear on the map at the location of the report's creation.
- Invisible: Pins do not appear on the map.
Set who will get alerted when this state is hit:
- None
- Form Admins Only
- Operators and Form Admins / All
Set an auto transition to the next state:
- If this box is selected, the days, hours or minutes entered will be the time a completed report sits in this state. After the allotted time, the report will move into the next state.
Restrict who can view reports:
- Check this box to ensure only Form Admins and Assignees can view reports in this state. Use this for forms that request sensitive information ie. Incidents, Accidents or Near Miss reports.
- Uncheck this box if you would like everyone with access to the form to be able to view reports in this status.
Assignment:
- Auto-assign to supervisor: The report will be assigned to the reporter's nominated Supervisor. Each worker can have one Supervisor in the organisation. Supervisors can be assigned through the Members table.
- Auto-assign to creator: The report will appear in the Tasks tab of the reporter.
- Blank Field: Check this box and nominate a specific worker to receive the report in their Tasks tab every time it reaches this status.
- Do not auto-assign: The report will not have a default assignee when it reaches this state.
Assignment due in:
- When an assignee is nominated in the field above, a timeframe can be set for how long the worker has to action, escalate or close out the report.
Resolved:
- When this is selected, reports will not appear when New and Unresolved filters are used.
If you have any questions about how to configure the States are of the form builder, please reach out to our team at support@safer.me