Configure a Custom Workflow Template for Incidents on a Project

Incident workflows standardize incident handling by automating status transitions, assignees, due dates, and routing paths through conditional branching based on specific project metrics. This configuration ensures consistent tracking, minimizes manual documentation updates, and accelerates responses to high-severity safety incidents.

• Required User Permissions

  • 'Admin' level permissions on the Incidents tool.
    OR

  • 'Read-Only' and 'Standard' users need the 'Configure Advanced Settings: Incidents (Project Level)' granular permission enabled for Incidents and the 'Configure Company Created Workflow Templates' granular permission enabled for Incidents Workflows on their permissions template.

• Additional Information: Show/Hide Details

  • Automatic Step Routing: The system automatically sends the incident to different reviewers depending on the information entered in the form, such as the incident's Severity or custom fields. Always double-check that your custom fields match your workflow rules to prevent routing errors.

  • Workflow Panel Visibility: Users with Standard or Read Only permissions can only see the workflow if they are assigned to the current step. Users with granular permissions can see additional details, while users with Admin permissions can always see all workflow data in the side panel.

  • Locked Form Fields: Starting a workflow automatically locks the Assignee, Distribution, and Status fields on the incident form so they cannot be edited manually. The workflow takes over these fields and ignores any default distribution lists you previously set up.

  • Locked Incident Types: Choose your incident type carefully before launching the workflow. Once a workflow starts, you cannot change the incident type. If you choose an incident type that does not have a workflow attached to it, the incident form behaves like a normal, manual entry.

• Create a Custom Workflow for Incidents

• Assign a Custom Workflow to a Project

1. Navigate to the project-level Incidents tool.

2. Click the Configure Settings icon.

3. Select the target incident type that you want to configure from the settings menu.

4. Locate your target incident workflow template under the Workflow Settings table and click Configure.

5. Set your global management and notification preferences at the top of the workflow viewer:

   • Select a user from the Assign Workflow Manager drop-down menu to oversee the active workflow lifecycle.

   • Select a group from the Assign Distribution Group drop-down menu to define who receives automated notification emails when workflow step actions trigger.

6. Click Save in the bottom right corner of the tool interface.

7. Select a standard or conditional workflow step within the template hierarchy diagram to open its configuration pane on the right side of the screen.

8. Define the execution parameters for the selected step:

   • Select one or more names from the Assignee(s) drop-down menu. Note: If Item Creator was designated as the assignee role during company-level creation, you cannot modify this specific field.

   • Enter a numeric value in the first box of the Days to Complete field, then select Calendar Days or Business Days from the adjacent drop-down list.

   • Define conditional branching criteria by mapping specific review paths to fieldsets, fields like Severity, or custom field criteria.

9. Repeat steps 7 and 8 for all remaining steps and conditional branches within the workflow template view.

10. Click Save.
    Note: If any required configuration parameters are missing, click Show Details on the warning banner at the top of the screen to identify the incomplete steps.

11. Link a default workflow behavior to your configured types:

    • Return to the Workflow Settings configuration table.

    • Hover over the Default Workflow column next to your target template and click Set as Default.

    • Verify that a checkmark indicator icon appears in the column next to the selected template.

12. Test the workflow from the user perspective:

    • Navigate back to the main tool area and click Create Incident.

    • Select your configured incident type, populate the required fieldsets, select a trigger value for your conditional routing (e.g., a high Severity rating), and click Create.

    • Review the pre-initiation confirmation page that pops up before the workflow process begins.

    • Click Initiate Workflow to launch the automated path.

    • Verify that the Workflow side panel slides out to expose the workflow data, tracks the current response step, and locks the Status, Assignee, and Distribution fields.