1. Overview

The Incident Register will display all the Incidents recorded in the system and will provide a high-level overview of its status.

Note: The enhanced Incident Register features are available for customers using the Flexible Hierarchy only.

Figure 1.1

For each incident the following fields will be displayed:

Notes:

Administrators can edit the register, view, and search fields for all users within the Incident Settings > Register Configuration section.
Although view permission to incident registers are not granted to some staff members, if these staff members are selected as responsible officers in the below listed staff dropdowns under incident objects, when creating incident records, these responsible staff persons will be able to view the incident record under the incident register when logged in.
- Incident – Incident Creator, Incident Responsible Officer, Incident Signoff Authority.
- Investigation – Primary Investigator, Secondary Investigator.
- Action – Action Responsible Officer, Action Creator, Action Reviewer, Action Effectiveness Reviewer.

Field	Description

Field	Description
Code	Incident code id provided within incident details page.
Title	Title of the incident.
Reported Date/Time	The date and time the incident was reported as recorded within incident details page.
Location	The location that the incident has taken place as recorded within incident details page.
Incident Type	The type of the incident as recorded within incident details page. The incident type determines the workflow of the incident.
Responsible Officer	Staff member that the incident is assigned to via incident details page.
Priority	The priority of the incident as defined within incident details page. This will be indicated using a colour code. Colour codes can be defined by your System administrator.
Severity	The severity of the incident as defined within incident details page. This will be indicated using a colour code. Colour codes can be defined by your System administrator.
Status	Status of the incident; whether it is active/ inactive.
Investigation Due Date	The date that the next investigation is due.

2. Filtering Details

The Filter button at the top-right corner will allow you to search and filter for specific data. The following filters will be available by default.

Figure 2.1

Note: Tick the Save as Default option to save the filter selections as default. This will allow a default selection of incidents to be displayed to the user at each log in.

Field	Description

Field	Description
Incident Code	Keyword search which will search records by Incident reference code provided within incident details page.
Incident Title	Key word search which will search records by Title of the incident.
Incident Description	Allow you to search incidents by description.
Incident Reported Date/ Time	Date search that will allow you to search incidents by the reported date.
Incident Reported By	Allows you to search for incidents by the Incident Reported staff name.
Location	List of locations that will allow you to search incidents by the location that the incident has taken place as recorded within incident details page.
Incident Type	List of incident types that will allow you to search incidents by its type. Notes: If any Incident Types are configured for an Incident Register, via Menu > Framework > Incident Settings > Register Configuration > [Incident Types], for your organization, records displayed in the Incident Register will by default be filtered by these configured Incident Types only. You can remove values from the listed Incident Types and filter further. If the Incident Register filter is cleared by any chance, the Incident Register will still filter details ONLY based on the configured Incident Types, and will NOT display all Incident Types in the register.
Responsible Officer	List of staff that allows you to search for incidents by its responsible officer.
Priority	List of priorities that will allow you to search incidents by its priority.
Severity	List of severities that will allow you to search incidents by its severity.
Hierarchy	When filtering based on a hierarchy, records linked to the respective hierarchy node and records linked to the child nodes of the respective hierarchy node will be displayed in the Incident Register.
Status	Allows you to search incidents by current status of the incident; whether it is active/ inactive.
Incident Review Status	Allows you to search incidents by review status of the incident; whether it is Upcoming/Overdue.
Sort	Primary Sort - Allows you to sort incidents based on the first selected field in either ascending (A–Z) or descending (Z–A) order. Secondary Sort - Allows you to sort incidents based on a second selected field after the primary sort is applied. Tertiary Sort - Allows you to sort incidents based on a third selected field after the primary and secondary sorts are applied. Number of Record(s) Per Page - Allows you to select how many incidents are displayed per page in the register.
Filter Templates	Filter Template - Allows you to select an existing saved filter template to apply the relevant filter settings to the register. New/Existing Template Name - Allows you to name a new filter template or update an existing one before saving changes.

Notes:

At maximum, a total of 30 fields can be added to the Incident Register Filter which includes both standard and custom fields in flexoff databases and at maximum, a total of 28 fields can be added to the Incident Register Filter which includes both standard and custom fields in flexon databases. At maximum, only 10 custom fields can be added to the Incident Register and these fields can be shown in the Incident Register filter as well.
A custom field is any field added to the Incident Register Configuration using the ‘+New’ option in Incident Settings->Register Configuration and a standard field is any field available by default when a new Incident register is created from Incident Settings->Register Configuration.
Users will be able to save preferred filter selections and arrangements to appear as default (both standard and custom) allowing the user to have preferred filter selections where the records will be filtered by default based on the user preference. This will be saved per user so that each of the users will be able to uniquely save their preferred register views. In the below manner, for all incident registers, this configuration is available.

3. Sorting Details

To sort records in the register, open the Filter panel and use the Primary Sort, Secondary Sort, and Tertiary Sort fields to define the sorting order. Select the required field(s) and choose whether to sort in ascending or descending order using the arrow icons. Multiple levels of sorting can be applied to refine the register view.

Figure 3.1

Note: Currently, sorting will be applied ONLY to Standard fields. Custom fields will not be sorted in registers.

4. Grouping and Export

4. Grouping and Export

4.1 Grouping

Users can group incidents by dragging one or more column headers into the grouping area above the grid. Once grouped, incidents are displayed under expandable and collapsible headers based on the selected grouping field.

Figure 4.1.1

Note: Multiple levels of grouping can be applied to refine the data view. This helps users review related incidents together, such as grouping by Incident Type or Status.

4.2 Export to Excel

You can export records in the Incident Register using the Export Button at the top-right hand corner.

STEP 1: Click on the Export Button on the right hand side of the screen.
STEP 2: Click Open to open the spreadsheet or Save to save the spreadsheet to your workstation.

The export file name will automatically include the register name and the timestamp of export for easy reference.

Figure 4.2.1

5. Accessing Incident Details

Clicking on an Incident will take you to the Incident Record details page.

Note: You can configure which field you want to convert to a hyperlink (link), that will bring you to the Incident Record page via Menu > Incident Settings > Register Configurations.

Figure 5.1

Figure 5.2

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Incident Register