Create and Manage Incident Templates

Follow these steps to create a new incident template:

Step 1.

Click Create New Template at the top right of the template list.

Step 2.

Enter the Template Name in the appropriate field and click Next to proceed.

Step 3.

Next you will select the locations where this template will be available to users for reporting. All available locations are selected by default, however, users can manually select individual or multiple locations as needed. 

ProTip: You can also "stage" your template but not selecting any locations. This allows you to create and customize your template, before making the template available at locations to report from.
 

Step 4.

Click Create Template. The created template will be displayed on the Incident Template screen.

Template Permissions and Options

There multiple permissions and options to cover. Please see the example image below. Additional Options for Public Reporting Incident Templates only, will be covered in that section.

Below are the main Template Permissions that are available to customize.

1. Location(s)

   Assigning locations to a template grants users at that location, access to this incident report form.
   

   • Add or edit locations in an existing template by clicking the pencil icon next to the template name. Click Next to bypass the name edit and move to location selection.
   • The number of connected locations is displayed in red next to the Location(s) label.
   • If the location count exceeds the display limit, click the row to expand and view all connected locations.

2. Permissions to View Incidents

   Only Managers with Custom Access can be listed in this section. Managers listed here can view incidents reported using this template, based on location. Once a manager has has been listed under this option, they will be restricted from viewing incidents reported from any other templates, for the specified location.
   Note: If a custom access manager is not listed in any Permissions to View Incidents for any template, by default they will have access to all incident reports across all templates at locations where they have Incident Manager access.

   Follow the steps below, to add Managers to the Permissions to View Incidents option.

   1. Click the + symbol next to Permissions to View Incidents.
      
   2. Click the Select Managers dropdown menu and select one or more managers.
      
   3. After selecting one or more managers, click the Select Locations dropdown, where the selected managers will be able to view incidents reported with this template.
      

   4. After selecting one or more locations, click the 'Add' button.
      

      Pro Tip:

      • Admins automatically have access to view all reported incidents across the organization.
      • Full Access Managers can view all incidents reported only at locations where their role applies.
      • Custom Access Managers can view and manage incidents only at locations where their role applies and only where template permissions have not been restricted by the Permissions to View Incidents setting.
        The flowchart above can be downloaded as a PDF at the bottom of this article.

3. Accountable

   A manager designated as Accountable will receive a task notification from Compliance Manager, to assign an investigator once an incident is reported using the template. The Accountable manager's name and email, will also be displayed to users who successfully report an incident using the template, based on the location selected for reporting. If no manager for a given location is listed as Accountable, the displayed contact info will default to a Full or Custom Access Manager listed for the location, or an Administrator if no managers are listed.
   Note: The person designated as accountable will receive an email notification when a new incident is reported using the template. They are also assigned a task to either initiate an investigation or close the incident without investigation.
   
   Follow the steps below to add someone as Accountable:

   1. Click the + sign next to Accountable.
      
      Note: The red number in parenthesis, indicates the current count of assigned users relative to the number of connected locations.
   2. Click the Select Manager dropdown and select a manager you want to add to this option.
      
   3. Click the Select Locations dropdown to select which locations this will apply to.
      Note: Each location can only have ONE user listed as Accountable.
      
      ProTip: Use the Select All checkbox to select all locations in the list.
   4. After selecting one or more locations, click the 'Add' button.

4. Notified

   Users added in this section will receive an email notification when an incident is reported using this template in Compliance Manager. This option can be assigned either to an individual Person, or by the Role they occupy in the system.

   Follow the steps below to add users to the Notified option:

   1. Click the + symbol next to Notified.
      
   2. Select whether you want notifications set based on the Person or Role.
      
   3. Follow the prompts to complete the process.
      Note: The person(s) or role(s) added to Notified will receive a copy of the notification sent to the person named Accountable.

5. Domains and Subdomains

   When domains are assigned to templates, any incidents reported using that template will automatically be associated to the assigned domain. Please refer to the Creating Domains and Subdomains article, on how to create domains and subdomains. 

   Follow the steps below to assign a Domain to an incident template:

   1. Click the + symbol next Domain.
      
   2. Click the Select Domain dropdown and select a domain from the list.
      
   3. After selecting a Domain, click "Add to Template' to complete this process.
      Note: Publicly reported incidents can be filtered in your incident queue by assigning a specific domain.

6. Categories

   The Categories section allows you to assign specific categories to individual templates, for better organization and easier filtering of incidents by predefined categories.
   Note: If no specific categories are assigned to a template, ALL categories are associated by default. Once you have assigned specific categories to a template, only the selected categories will be available to user when reporting from the template.

   Follow the instructions below, to assign specific categories to an incident template.

   1. Click the + icon next to Categories.
      
   2. Click the dropdown to select specific categories from the list.
      
   3. After selecting one or more Categories from the list, click the 'Add' button to complete this step.
      
      Note: The list of categories displayed to the user reporting, will always display in alphabetical order.

7. Anonymous Reporting

   Enable the Anonymous Reporting option for submitting incidents or issues, without revealing the identity of the reporter, ensuring confidentiality and privacy. 

   Flip the switch to the right, to enable this option.
   
   Note: Admins and Full Access Managers, can enable or disable the anonymous reporting option for incident templates. When disabled, the option to report incidents anonymously will no longer be available to end users.

8. Greeting

   The Greeting can be used to provide both a welcome message, as well as closing instructions for users reporting with the template. These messages will be displayed to users when they file an incident report.

   Follow the steps below to add a Greeting:

   1. Click the pencil icon next to Greeting.
      
   2. Add the following:
      • Greeting Title
      • Greeting Instructions

      • Closing Instructions

        

   3. Click the 'Submit' button to complete this process.

9. See Options for Public Reporting Incident Templates only

Customize Template Fields and Sections

Within each incident template there are two tabs labeled 'Incident' and 'Investigation'. See more about these tabs below. The Fields and Sections within these tabs, can be rearranged by clicking on a field and dragging it to a new position. You cannot rearrange fields between the two tabs, however. 

ProTip: When customizing the template tabs with additional fields and sections, it is recommended to periodically save your work by clicking the 'Save' button at the lower left of the template. This is not applicable to updating the permissions and options sections above in this article.

Note: The Fields and Sections for both tabs, are separate. Click each tab to view the fields and sections associated with either. Click the + Add Section or + Add Field, to further customize the tabs within the template.

• Incident
  This section is composed of fields where end users will enter the data when reporting an incident. Required fields are noted with a red asterisk (*).
• Investigation 
  This section is composed of fields that will appear to an investigator. These fields display when completing the Summary of Investigation portion of the investigation task. See Incident Investigation Task - How to Document and Complete for more information. Required fields are noted with a red asterisk (*).
• + Add Section
  Allows you to add additional sections of information to this template. See more at Create Sections. Sections will appear as breaks in the list of fields in the incident reporting form. See the example below.
  
• + Add Field
  Allows you to add additional fields of data, to this template. See more at Create Fields.
  Note: When adding Fields to a template, select the additional options at the bottom of the list.
  • Field is Required: Check this box to make this data required in the form.
  • Include field in export: This field is checked by default and will allow you to include this data in any exports.

Duplicate Template and Permissions

Duplicating an incident template allows you to make changes without affecting the original template.

1. From the Incident Templates list or the template detail page, click the ellipsis (three-dot) menu, to the right of the template name in the list, or at the top left of the template detail page.
2. Select Duplicate from the dropdown menu.
3. If the template has locations and permissions applied, you will be prompted to choose whether to retain them.
   Note: When retaining permissions, ALL permissions including locations listed, will be duplicated in the new version of the template. If you do not want to retain the existing permissions, choose the No option and click Next to select the location(s) where the duplicate template will be available.
4. If you choose duplicate the locations and permissions, select the Yes option and click Duplicate Template to complete this process.

Options for Public Reporting Incident Templates only

Note: Public Reporting Incident templates will not appear to Compliance Manager users when reporting an incident from within the program, as they are meant to be public-facing. Reporting is only accessible via the link or QR code, provided within the template (see #2 below).

1. Hide Source

   The Hide Source option, is designed to protect the identity of the reporter. When enabled, it hides the Source field in templates used for public reporting, helping prevent internal staff names and email addresses from being visible when non-employees submit incidents through public forms.

   Flip this switch to the right, to hide the Source/I am reporting for field, from the public reporting template.
   
   

2. Public URL

   The Public URL is automatically assigned when a public reporting template is created. It is unique to each public reporting template, and your organization's Compliance Manager account. It provides access to a public incident reporting form via the Public URL, and a QR code that can be generated for mobile access.
   
   Note: Distribution of the Public URL and/or associated QR Code within your company, is up to each organization. Signage can be created to display the QR Code in practices and lobbies, and the Public URL link can be embedded on your organizations' website.

3. Logo

   A Logo can be added to each public reporting template, to be displayed on the form. Multiple Logo files can be added to each template, however, only one Logo can be selected to appear on the form.

   Follow the steps below to add a Logo to the public reporting template:

   1. Click the + symbol next to the Logo section.
      
   2. Click the 'Add new Logo' button to add a logo.
      
   3. Click the 'Choose File' button, to locate and select the logo file on your computer. Once you have selected the files from your computer, click the 'Save' button
      
      Note: Acceptable file types are .png, .jpg, .jpeg.

   4. After adding one or more logos, click the 'Select' button next to a logo, to have that logo displayed on the Public Incident Reporting form. See examples below.
      

      Example of the logo displayed to the reporter on the form.