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Navigating Site/Safety Reports Modules

Understanding Actions, Filters and Settings in your Site and Safety Modules

Written by Kelly Shee
Updated yesterday

Dashboard > Select a Project > Site/Safety Reports

Permissions

Always remember to ensure the correct people have the appropriate permissions to access your company and project data. This can be done per individual or by applying Permission Templates.

Depending on the Actions chosen, users will need View permissions (to Export, Filter, Set Columns), Edit permissions (to Update Assigned User, Assigned Date, Status, and Label), and/or Lock permissions (to Lock/Unlock) selected forms.

Learn how to navigate through your Site/Safety Reports so that you can find just the form you need, see all the information necessary, adjust that information, and more using your Filters and Actions! In this article, you will learn how to:

  • Export Forms

  • Lock/Unlock Forms

  • Update Data

    • Assigned Date

    • Assigned To

    • Status

    • Label

  • View your completed form's History (modifications made, etc.)

  • Use & Save Filters

  • Update Column Settings

Form Actions

Your Actions menu allow you to make adjustments to form info, or even export specific forms if needed!

You can perform Actions in bulk, with the Actions menu above your list of Forms

Or individually, with the 3-dot option located beside each form.

Below are the actions you can perform with these options.

Actions Menu

The Actions dropdown menu allows you to apply these actions to multiple forms at the same time. Be sure to select the forms by checking the boxes beside each one before choosing your action

Multiple PDF Export

Export multiple forms all at once with Multiple PDF Export.

  1. Select the forms you need to export

  2. Under the Actions dropdown, select "Multiple PDF Export"

  3. A new screen will appear where you can choose to download a zip file or export a PDF with your merged forms. (Don't forget to select the forms!)

  4. ​You will be taken to your Export screen where you can click "Save" at the bottom of the page, or click on the menu at the far left and choose to "Print" or create your own title for your export ("Save As")

Lock Selected/Unlock Selected

Locking forms prevents users from making any further edits to the form. This helps to maintain the integrity of your compliance.

  1. Select the forms you want to Lock/Unlock

  2. Under your Actions dropdown, select "Lock Selected" or "Unlock Selected"

Bulk Edit

Make edits to multiple forms all at once with Bulk Edit.

  1. Select the forms you wish to edit

  2. Under Actions, select "Bulk Edit"

There are several options in your Bulk Edits. Check the box beside the option you wish to change, and make the adjustment.

*Remember, any changes made will affect all forms selected

  • Lock/Unlock: Either lock or unlock the forms selected (Lock permissions required)

  • Assignee: Change the assigned user for the forms selected (Edit permissions required)

  • Assigned Date: Change the assigned date for the forms selected (Edit permissions required)

  • Status: Update the status of the forms selected (Edit permissions required)

  • Label: Update the label of the forms selected (Edit Permissions required)

Individual Actions

As with other modules, there are individual actions that can be performed by clicking on the 3-dot button beside your specific item.

Lock/Unlock

Lock your individual form to prevent any further edits.

Once you select the Lock action, the form will immediately be locked and will no longer be editable unless unlocked by someone with the appropriate permissions for that form.

*Form with the Locked icon

Unlock a previously locked form if edits are necessary

When a form is locked, the 3-dot actions will show "Unlock" as your option. Once selected, the form will unlock and edits can be made.

*Form with the Unlocked icon

Update Data

Even after a form has been created by a user, there is still the ability to update the form's date, label, assigned date, and assigned user.

Update Label

Add a Label to a form, or change the label that's already there.

  1. Click on "Update Label" under the 3-dot Actions button

  2. A pop up screen will appear with a field to enter your new label

  3. Click "OK" to save your update

Note: You can also update your form's Label by clicking on the gear icon in the Label column of the forms list.

Enter the new Label in the field provided, or choose from the dropdown menu of Labels added in your form's settings. Click "Save" to save your changes.

Update Status

Add or change your form's Status

  1. Click on "Update Status" under the 3-dot Actions button

  2. A pop up screen will appear with a field to enter your new status

  3. Click "OK" to save your update

Note: You can also update your form's Status by clicking on the gear icon in the Status column of the forms list.

Enter the new Status in the field provided, or choose from the dropdown menu of Statuses added in your form's settings. Click "Save" to save your changes.

Update Assigned Date

A form's Assigned Date is the date on a project's Day View when the form was filled out. It will not always match the Created Date. If form was filled out on the wrong Assigned Date, this can be corrected with the individual Action "Update Assigned Date"

  1. Click on "Update Assigned Date" under the 3-dot Actions button

  2. A pop up screen will appear with a field to enter your new assigned date

  3. Click "Save" to save your changes

Update Assigned User

Add or change the Assigned User for your form with "Update Assigned User"

  1. Click on "Update Assigned User" under the 3-dot Actions button

  2. A pop up screen will appear with a field to enter your new assigned user

  3. Click "Save" to save your changes

Note: You can also update your form's Assigned User by clicking on the gear icon in Assigned To column of the forms list.

Enter the new Assigned User in the field provided. Click "Save" to save your changes.

View History

View your form's edit and update history with View History

  1. Click on View History from the 3-dot individual actions menu

  2. A pop up screen will appear, displaying all edits and updates made to the form, along with the dates and names of the users who made the update

  3. Click on the arrows on the far right to see the changes that were made

Manage Sign-Off

Manage your form's Sign-offs (add, view, delete) with the Manage Sign-Off action.

Note: this Action will only be available if the form currently has enabled the Sign-Off option

  1. From the 3-dot individual action menu, select "Manage Sign-Off"

  2. A pop up window will appear, showing the Sign-Off users and the date they added their sign-off. This is where you can manage your form's Sign-Offs

  3. The "View Sign-Off" window provides a link to the Signature added to the form, while the 3-dot button allows you to Delete the Sign-Off. At the bottom of the screen, you can Add another Sign-Off

Delete

Perhaps your form was filled out in error and it needs to be removed. Your Delete action can take care of this

Note: Once a form has been deleted, it cannot be retrieved. Be certain you are deleting the correct form.

  1. Once Delete is selected, you will need to confirm your deletion

  2. Click "OK" to confirm your deletion

Send for/Invalidate Digital Signatures

To get started with Digital Signatures, you will need to reach out to your CSM to get the feature added to your instance.

If you have enabled Digital Signatures in your form's settings, you can use your individual actions to send your form out for digital signatures, or if a digital signature has been mistakenly added to a form, you can invalidate it.

Send for Digital Signatures

To add Digital Signatures, you need to send the form out via email.

  1. Click on "Send for Digital Signature" in the 3-dot individual actions menu

  2. A pop up window will appear allowing you to select the users and/or contacts from whom you require signatures

  3. Be sure to fill in all fields provided before clicking "Send to Selected"

  4. Click "OK" to confirm

Adding Digital Signatures

Once you have sent out your form for Digital Signatures, your recipients can now add their signatures to the form.

  1. They will receive an email notifying them that their signature is required.

  2. Clicking the "Access Document" link will bring them to the form where they can add their signature and save the form.

When a Digital Signature has been added, you can see this in the "Dig. Sign" column in your forms list

Invalidate Digital Signatures

If you have a digital signature that needs removing, you can invalidate it.

Note: Invalidating Digital Signatures is permanent and cannot be undone.

  1. Click on "Invalidate Digital Signatures" in the 3-dot individual actions menu

  2. A pop up window will appear warning that data will be lost if confirmed

  3. Click "OK" to confirm

Form Filters

Using Filters allows you to bring up just the forms you need. For example, maybe you need to approve some forms, you can use your filter to bring up just your Submitted forms.

Applying Filters

You can choose to apply one or multiple filters to your list of forms.

  • Start/End Date - The time frame in which the form was created

  • Created By - The user who filled the form out

  • Status - The status of the form

    • Pending

    • Submitted

    • Reviewed

    • Approved

  • Locked - Whether the form is locked or not

Once you have selected the Filters you want, click "Apply"

Saving Filtered Views

Perhaps you have some filters you use often. You can save these filters in My Views

  1. Apply your filters as normal

  2. Under My Views select "Save Current View"

  3. Enter the name for your new View

  4. Click "OK" to save

Hot Tip; Once a saved View is selected, it will remain in place until view is reset.

Column Settings

You can make adjustments to the columns in your table, whether it's removing unnecessary columns, or rearranging them to suit your needs. These can be done in your Table Settings.

  1. Simply click on the Settings gear icon and a list of your columns will appear on a new screen.

  2. Check off the columns you don't want to see in your table, or rearrange them in the order you want to see them in.

  3. Click "Apply" and you're all set!

Hot Tip! Your column settings can be saved in My Views - Just follow the same instructions as shown in Filters above.

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