Incident Report

Overview #

The Incident Report feature allows organizations to record, track, and manage workplace incidents efficiently.

It helps ensure:

• Workplace safety
• Accountability
• Proper documentation
• Compliance with policies

#

Before You Start #

Incident reporting requires prior configuration.

Navigate to: Dashboard → Admin → Incident Config

Before creating an incident report, make sure the following values are configured:

• Status
• Severity
• Incident Type

These configured values appear in the incident create and edit forms.

Access Incident Reports #

Navigate to: Dashboard → Report → Incident

From this page, users can view accessible incident reports, search, filter, customize columns, create new incidents, view details, edit, mark as completed, or discard incidents based on permission.

Permission Setup #

Incident Report permissions are managed from: Dashboard → Admin → Permission → Report

In the permission screen, the Report section includes Incident Report permissions with action toggles such as Create, View, Update, and Delete.

For Incident Reports, the main permissions are:

• Create Incident Report (For All)
  Action: Create
  Allows the user to create incident reports for any employee.
• Create Incident Report (For Own)
  Action: Create
  Allows the user to create incident reports only for themselves.
• View Incident Report (For All)
  Action: View
  Allows the user to view all incident reports across the organization.
• Edit Incident Report (For Own)
  Action: Update
  Allows the user to edit only their own incident reports.
• Edit & Discard Incident Report (For All)
  Action: Update
  Allows the user to edit all incident reports, mark incidents as completed, and discard completed incidents.

There is no normal permanent delete behavior for incident reports. Instead, the system uses Discard to remove completed incidents from active tracking while keeping them stored for history and audit purposes.

Default Employee Access #

Employees can access the Incident Report list without special permission.

Without additional permission:

• Employees can view only incident reports where they are the Reported By employee.
• The list is read-only.
• The Action column is hidden by default.
• The + New Incident Report button is hidden if the user does not have create permission.
• Edit, complete, and discard actions are hidden without the required permission.

With View Incident Report (For All) permission:

• Employees can view all incident reports across the organization.

Search, filter, column visibility, and pagination are available, but they do not override access rules.

Create an Incident Report #

To create a new incident report:

1. Go to Dashboard → Report → Incident.
2. Click + New Incident Report.
3. Fill in the required incident details.
4. Upload attachments if needed.
5. Click Add.

The create button appears only if the user has one of the following permissions:

• Create Incident Report (For Own)
• Create Incident Report (For All)

After Creating an Incident #

After successful creation:

• A success message is displayed.
• The incident appears in the Incident list.
• The incident becomes trackable in the system.
• Users with proper access can view the incident details.

Success message: Incident report created successfully

View Incident Details #

Users can open an incident to view full details.

The details page includes:

• Breadcrumb: Dashboard → Incident Report → Incident Details
• Page title: Incident Details
• Tabs:
  • Overview
  • Attachments

The Overview tab shows:

• Reporter information
• Employee name
• Employee code
• Designation
• Department
• Email
• Incident Manager
• Incident name
• Incident type
• Impact date
• Incident description
• Severity
• Location
• Last updated date
• Status

The Attachments tab shows uploaded files with:

• File icon
• File name
• Preview option
• Save or Download option

View Access Rules #

Without View Incident Report (For All) permission:

• Employees can view only incidents where they are the reporter.

With View Incident Report (For All) permission:

• Employees can view all incidents.

Subscriber Admin can view all incidents.

Unauthorized incidents should not be accessible.

Edit Incident Report #

Users can edit incident reports only if they have edit permission.

Edit permissions include:

• Edit Incident Report (For Own)
• Edit & Discard Incident Report (For All)

The Edit option appears in the action menu only when the user has the required permission and the incident is still editable.

Completed or discarded incidents cannot be edited.

Edit Permission Behavior #

Edit Incident Report (For Own) allows the user to edit only incidents where they are the reporter.

For this permission:

• The user can edit only own incidents.
• Reported By is locked.
• Mark as Completed is not available.
• Discard is not available.

Edit & Discard Incident Report (For All) allows the user to manage all incidents.

For this permission:

• The user can edit any incident.
• Reported By is editable.
• Incident Manager is editable.
• Mark as Completed is available.
• Discard is available for completed incidents.

Mark as Completed #

The Mark as Completed checkbox is available only for users with: Edit & Discard Incident Report (For All)

Once an incident is marked as completed:

• The incident becomes completed.
• It becomes non-editable.
• The Edit option is no longer available.
• The incident becomes eligible for discard.

This protects finalized incident records from further changes.

Discard Incident #

The system does not permanently delete incident reports. Instead, it uses a discard mechanism.

Only users with the following permission can discard incidents: Edit & Discard Incident Report (For All)

The Discard option appears only when:

• The incident is completed.
• The incident is not already discarded.
• The user has Edit & Discard Incident Report (For All) permission.

When a user clicks Discard, a confirmation modal appears.

The discard action is irreversible.

After discard:

• The incident is marked as discarded.
• It cannot be edited.
• It cannot be discarded again.
• It remains stored for history and audit purposes.
• It can still be found using the Discarded filter.

Incident Lifecycle #

Incident reports follow this lifecycle:

• Active — The incident is created and still editable based on permission.
• Completed — The incident is finalized and no longer editable.
• Discarded — The completed incident is removed from active tracking but kept for history.

Only completed incidents can be discarded.

Summary #

The Incident Report feature helps organizations record, manage, complete, and preserve workplace incident records in a controlled way.

Admins configure incident values from Incident Config, assign permissions from Admin → Permission → Report, and users manage incidents from Report → Incident.

Access is controlled by permissions such as Create Incident Report (For Own), Create Incident Report (For All), View Incident Report (For All), Edit Incident Report (For Own), and Edit & Discard Incident Report (For All).

This ensures incident reports are accurate, traceable, secure, and compliant with company policy.