Configuration Tutorial - Incident Report

[aepulzaini]

Hi

Today, I would like to share with you how to configure a incident report module in INISTATE.
The incident reports module allows you to alert team members with work site incident report

Problem
Difficulty to notify and manage workplace incident report - Manually reporting for an incident happen in the workplace cause a lot of time consuming and miss an important details or information.

Objective
Efficient And Accurate - allowing you to report incident happen at the workplace easily and efficiently with a low time consuming and avoiding missing important details or information.

Step & Configure

1. Access your workspace builder.

   
   
   
   

2. In builder, add 5 module by clicking “+ New” under module section

   

3. Set a name and emoji for the module (eg : Report, Site, Driver, People, and Employee)

   

4. For module Employee, turn on user profile.

   

Add Information

Module : Employee

1. Select module Employee.

2. Select section Information.

3. Click “+ New”

4. Add information as below :

• Employee Name - Text

Module : People

1. Select module “People”

2. Click “Information” section.

3. Click “+ New”.

4. Add information as below :

• Person ID - Text

• Name - Text

• Phone - Phone Number

• Email - Email

  

Module : Driver

1. Select module “Driver”

2. Select Information section.

3. Click “+ New”

4. Add information as below :

• Driver ID - Text

• Name - Text

• Phone - Phone Number

• Email - Email

• Related Vehicles - Table
  *Make - Text
  *Model - Text
  *VIN - Text
  *Details - Module ( Module : Report, Display information : Document ID

  

Module : Site

1. Select module “Site”.

2. Under section information, click “+ New”.

3. Add information as below :

• Name - Text

• Address - Location

• Image - Image

• Primary Contact Email - Email

• Primary Contact Number - Phone Number

• Related Report - Table
  *Details - Module (Module : Report , Display information : Document ID)
  *Label - Text
  *Date Time - Date Time

• Related people - Table
  *Person Name - Module ( Module : People, Display information : Name)
  *Phone - Phone Number
  *Email - Email

  
  
  
  

Module : Report

1. Select module “Report”

2. Under information section, click “+ New”

3. Add information as below :

• Location - Location

• Site - Module ( Module : Site, Display information : Text)

• Incident Type - Select
  *Slip & Fall
  *Near-miss
  *Hazard
  *Accident
  *Injury
  *Theft
  *Fire
  *Property Damage
  *Fatality
  *illness
  *Others
  *Reportable/Notifiable
  *Loss Time

• Date Time - Date Time

• Priority - Select
  *Urgent
  *High
  *Medium
  *Low

• Description - Text

• Injuries - Select
  *Yes
  *No

• Injury Description - Text

• Weather conditions - Table
  *No - Integer
  *Details - Text
  *YesNo - YesNo

• Followed up required? - Select (Enable Radio button)
  *Yes
  *No

• Submitted by - User ( Module : Employee, Display information : Employee Name)

• Signature - Signature

• Label - Text

• Vehicle Involved - Table
  *Make - Text
  *Model - Text
  *Drivers - Module (Module : Driver , Display information : Name

• Vin - Text

• Make - Text

• Model - Text

• Driver - Module ( Module : Driver, Display information : Name)

• Person ID - Text

• Phone - Phone Number

• Email - Email

• Report site - Text

• Type - Select
  *Photo
  *File

• File - File

• Photo - Image

• People Involved - Table
  *Person Name - Module ( Module : People, Display information : Name)
  *Phone - Phone Number
  *Email - Email

• Report Evidence - Table
  *Photo - Image
  *File - File
  *Date Time - Date Time
  *Uploaded by - User (Module : Employee, Display information : Employee Name

• Report - Text

• Name - Module (Module : People, Display information : Name)

• Driver Email - Email

• Driver Phone - Phone Number

• Drivers Involved - Table
  *Drivers Name - Module (Module : Driver, Display information : Name)
  *Phone - Phone Number

• Email - Email

  
  
  
  
  
  
  
  
  
  

Add State

Module : Report

1. Select Module Report.

2. Select Workflow section.

3. Click “+ New”

4. Choose “+ State”

5. Create 2 State ( Draft and Submitted)

Add Activity

Module : Report

1. Select Module Report.

2. Select section Activity.

3. Click “+ New”

4. Add 6 activity.

   

5. Set a name and form for activity :

• Add Vehicles
  *Add Form by clicking orange “+” button.
  *Click to add
  *Select information added into the form :
  *Report - Formula #Entry#Label
  *VIN
  *Make
  *Model
  *Driver
  *Driver Email - #Form#Driver#Email
  *Driver Phone - #Form#Driver#Phone

• Add People
  *Add form by clicking orange “+” button.
  *Click to add
  *Select information added into the form :
  *Report - Formula (#Entry#label)
  *Person ID - Formula (#Form#Name#PersonID)
  *Name
  *Phone - Formula (#Form#Name#Phone)
  *Email - Formula (#Form#Name#Email)
  *Report site - Formula (#Entry#site#name)

• Add Evidence
  *add form by clicking orange “+” button.
  *Click to add
  *Select information added into the form :
  *Report - Formula(#Entry#Label)
  *Type
  *Photo - Formula - Visible (#Form#Type == “Photo”)
  *File - Formula - Visible (#Form#Type == “File”)
  *Date Time - Formula (DateTime.Now)
  *Submitted By

• Update Table
  *Add form by clicking orange “+” button.
  *Click to add.
  *Select information added into the form :
  *Vehicle Involved
  *Drivers Involved
  *People Involved
  *Report Evidence

• Submit

• Draft

Add Flow

Module : Report

1. Select module report.

2. Select section workflow.

3. Click “+ New”

4. Choose “+ Flow”

5. Create 2 workflow :
   *Draft → Submit —> Submitted.
   *Submitted → Draft → Draft

Add Listing

Module : Report

1. Select module Report.

2. Click Listing section.

3. Click “+ New”

4. Add 4 listing.

5. Set a name, emoji, filter condition and list design both web and mobile :

• Draft - Filter condition ( State is Draft)
  

  

• Submitted - Filter condition (State is Submitted)
  

  

• This Month - Filter condition ( Date Time within month this month)
  

  

• All
  

  

Automation

Module : Report

Condition - To pass Report entry details to “Related reports” table inside Site module.

1. Select module Report.

2. Under activity section, click Basic

3. Add new automation on Create activity.
   

   

4. Click “Do After”

5. Drag Action block.

6. Add Action, Find.
   *Module - Site
   *Filter - Name is #Entry#Site#Name
   

   

7. Drag condition block.

8. Insert value : #SiteFound

   

9. Drag action block

10. Add Action, Form
    *Module - Site
    *Activity - Edit
    *Entry - #SiteFound
    

    

11. Drag Action block

12. Add action, Create
    *Value - #AddRow(#SiteEditForm#RelatedReport)
    

    

13. Drag action block.

14. Add Action, Set.
    *Variable - #Variable1
    *Value :
    *Details - #Entry
    *Label - #Entry#Label
    *Date Time - #Entry#DateTime
    

    

15. Drag action block

16. Add action, Perform
    *Module - Site
    *Activity - Edit
    *Entry - #SiteFound
    *Form - #SiteEditForm
    

    

Condition - To pass Vehicles details inside Vehicles involved table inside Report module when submit activity Add vehicles.

1. Select Module Report

2. Under activity click “Design”

3. Add new automation in Add Vehicle activity.

4. Select “Do After”

5. Drag action block.

6. Add action, Find
   *Module - Report
   *Filter - Report is #Entry#Label
   

   

7. Add condition block
   *value - #ReportFound
   

   

8. Drag action block.

9. Add action, Form.
   *Module - Report
   *Activity - Update table
   *Entry - #ReportFound
   

   

10. Drag action block

11. Add action, Create.
    *Value - #AddRow(#ReportUpdateTable#VehicleInvolved)
    

    

12. Drag action block

13. Add action, Set.
    *Variable - #Variable1
    *Value :
    *Make - #Entry#Make
    *Model - Entry#Model
    *Drivers - #Entry#Driver
    

    

14. Drag action block

15. Add action, Perform
    *Module - Report
    *Activity - Update table
    *Entry - #ReportFound
    *Form - #ReportUpdateTableForm
    

    

Condition - To pass Vehicles details to the Related Vehicles table inside module “Driver” after submit add vehicles activity based on selected “Driver”.

1. Select Module Report

2. Under activity click “Design”

3. Add new automation in Add Vehicle activity.

4. Select “Do After”

5. Drag action block.

6. Add action, Find
   *Module - Driver
   *Filter - Name is #Entry#Driver#Namel

7. Add condition block
   *value - #DriverFound

8. Drag action block.

9. Add action, Form.
   *Module - Driver
   *Activity - Edit
   *Entry - #DriverFound
   

   

10. Drag action block

11. Add action, Create.
    *Value - #AddRow(#DriverEditForm#VehicleInvolved)
    

    

12. Drag action block

13. Add action, Set.
    *Variable - #Variable1
    *Value :
    *Make - #Entry#Make
    *Model - Entry#Model
    *Details - #Entry
    *VIN - #Entry#VIN
    

    

14. Drag action block

15. Add action, Perform
    *Module - Driver
    *Activity - Edit
    *Entry - #DriverFound
    *Form - #DriverEditForm
    

    

Condition - To pass Driver details inside Drivers Involved table in Report Module.

1. Select Module Report

2. Under activity click “Design”

3. Add new automation in Add Vehicle activity.

4. Select “Do After”

5. Drag action block.

6. Add action, Find
   *Module - Report
   *Filter - Report is #Entry#Label
   

   

7. Add condition block
   *value - #ReportFound
   

   

8. Drag action block.

9. Add action, Form.
   *Module - Report
   *Activity - Update table
   *Entry - #ReportFound
   

   

10. Drag action block

11. Add action, Create.
    *Value - #AddRow(#ReportUpdateTable#DriversInvolved)
    

    

12. Drag action block

13. Add action, Set.
    *Variable - #Variable1
    *Value :
    *Drivers Name - #Entry#Driver
    *Phone - #Entry#DriverPhone
    *Email - #Entry#DriverEmail
    

    

14. Drag action block

15. Add action, Perform
    *Module - Report
    *Activity - Update table
    *Entry - #ReportFound
    *Form - #ReportUpdateTableForm
    

    

Condition - To pass People details to People involved table in Report Module after submit Add People activity.

1. Select Module Report

2. Under activity click “Design”

3. Add new automation in Add People activity.

4. Select “Do After”

5. Drag action block.

6. Add action, Find
   *Module - Report
   *Filter - Report is #Entry#Label

7. Add condition block
   *value - #ReportFound

8. Drag action block.

9. Add action, Form.
   *Module - Report
   *Activity - Update table
   *Entry - #ReportFound
   

   

10. Drag action block

11. Add action, Create.
    *Value - #AddRow(#ReportUpdateTable#PeopleInvolved)

12. Drag action block

13. Add action, Set.
    *Variable - #Variable1
    *Value :
    *Person Name - #Entry#Name
    *Phone - Entry#Phone
    *Email - #Entry#Email

14. Drag action block

15. Add action, Perform
    *Module - Report
    *Activity - Update table
    *Entry - #ReportFound
    *Form - #ReportUpdateTableForm
    

    

Condition - To pass People details inside Related People table inside Site Module after submit Add People activity.

1. Select Module Report

2. Under activity click “Design”

3. Add new automation in Add People activity.

4. Select “Do After”

5. Drag action block.

6. Add action, Find
   *Module - Site
   *Filter - Name is #Entry#Site#Name

7. Add condition block
   *value - #SiteFound

8. Drag action block.

9. Add action, Form.
   *Module - Site
   *Activity - Edit
   *Entry - #SiteFound
   

   

10. Drag action block

11. Add action, Create.
    *Value - #AddRow(#SiteEditForm#RelatedPeople)

12. Drag action block

13. Add action, Set.
    *Variable - #Variable1
    *Value :
    *Person Name - #Entry#Name
    *Phone - #Entry#Phone
    *Email - #Entry#Email

14. Drag action block

15. Add action, Perform
    *Module - Site
    *Activity - Edit
    *Entry - #SiteFound
    *Form - #SiteEditForm
    

    

Condition - To pass evidence details inside Report Evidence table inside Report Table after submit activity Add Evidence.

1. Select Module Report

2. Under activity click “Design”

3. Add new automation in Add Evidence activity.

4. Select “Do After”

5. Drag action block.

6. Add action, Find
   *Module - Report
   *Filter - Report is #Entry#Label

7. Add condition block
   *value - #ReportFound

8. Drag action block.

9. Add action, Form.
   *Module - Report
   *Activity - Update table
   *Entry - #ReportFound
   

   

10. Drag action block

11. Add action, Create.
    *Value - #AddRow(#ReportUpdateTable#ReportEvidence)

12. Drag action block

13. Add action, Set.
    *Variable - #Variable1
    *Value :
    *Photo - #EntryPhoto
    *File - Entry#File
    *Date Time - #Entry#DateTime
    *Uploaded by - #Entry#SubmittedBy

14. Drag action block

15. Add action, Perform
    *Module - Report
    *Activity - Update table
    *Entry - #ReportFound
    *Form - #ReportUpdateTableForm
    

    

Condition - To set a fix table for table “Weather Conditions” when create new entry in Report module.

1. Select module Report.

2. Go to Basic under Activity section.

3. Click “Create” activity.

4. Scroll down the form.

5. Enable automation.
   

   

6. Drag action block

7. Add Action, Create
   *Value - [“Clear”, “Heat”, “Rain”, “Thunderstorm”, “Wind”, “Fog”, “Snow”, “Hail”, “Ice”, “Cold”]
   

   

8. Drag Condition block
   *Value - #Form#weatherconditions.Count <= 0
   

   

9. Drag For block
   *Value - #variable1
   *Each - x
   

   

10. Drag action block

11. Add action, Create
    *Value - #AddRow(#Form#Weatherconditions)
    

    

12. Add action, Set
    *Variable - #variable2
    *Value :
    *Details - #X
    

    

Congratulations!!! You have successfully created a Incident Report module.

For more template and ready solution.
Try INISTATE for FREE now.
Sign up at https://inistate.com

Related topic :

Ready Solution - Incident Report

Here’s how to sign up with Inistate and get a ready solution. Open your browser Go to https://inistate.com/ Click on ‘Try for free’ button in the top right corner [screenshot-2023.04.25-14_48_27] Fill in your email OR ‘Continue with Google’ OR ‘Continue with Apple’ Then, you will direct to ‘Setup a new workspace’ page [0750ee2adbad14aa985d90515af243a707b104ad_2_690x388] You type incident report after the words ‘I want’ Choose ‘Incident Report’ from the ready solution. Click ‘Bui…