Creating and Managing Your Safety Records

How to create a new Record Type?

Users with appropriate permissions (Owner, Manager) can create Record Types using two primary methods:

1. Start from a Predefined Template: The system offers templates for common types like Incidents, Hazards, Materials, Contractors, Investigations, Inspections, Assessments, Improvements, and others. These templates pre-populate the record type with essential fields that are locked to ensure data consistency for AI referencing. Only one record type can be created from each predefined template within a single workspace.

2. Create a Custom Record Type: You can define a custom name and add an unlimited number of custom fields. You must create a custom record type from scratch; there is no functionality to copy or duplicate an existing template. The number of custom record types is capped at 50 per workspace.

    

What types of custom fields are supported?

The system supports a comprehensive set of field types for custom fields:

• Text

• Text Area 

• Number 

• Date

• Dropdown

• Multi-select 

• Location 

• File Upload 

• Checkbox

• Email 

• URL 

   

How are existing records affected when the Record Type schema changes?

Changes to a Record Type schema (such as adding or deleting fields) do not affect existing, historical records. The system will not support schema versioning, maintaining only the single, most current schema.

• If a field is removed, the data remains in historical records but will not be visible when viewing that entry.

• If a field is added (even if required), historical entries will be rendered without it. The required field validation will only be enforced if an old entry is edited.

   

How is a record's status determined?

The Status field is a calculated field that is dynamically set based on associated actions.

• The status is set to 'Needs Attention' if any associated actions are incomplete.

• The status is set to 'Complete' if all associated actions are complete or if no actions exist for the record.

Can records be deleted?

Records are not permanently deleted. The process is implemented as an "Archive" function. Archived records are hidden from view but are retained in the system for extra purposes. Permissions for editing or archiving are role-based, meaning any user with the appropriate role can archive any record within their workspace. If the record should be unarchived, it can be done with the help of technichal support team by providing the request to [e-mail]