Introduction
When a QHSE report reaches a certain stage of work, it may be necessary to generate a workspace to assist with data storage, task management, and collaboration. Since this is not relevant or necessary for all QHSE reports, it is an optional feature that can be enabled by the case handler for their assigned cases.
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This option is available for all types of registrations except improvement proposals.
Creating a QHSE Workspace
Unlike other lists in the system with workspace features, an active selection must be checked for the QHSE workspace to be generated.
Open the edit form for a reported QHSE case. Navigate to the "Actions" tab in the form. Check "Create workspace," and click save.
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If the NCR project field is not visible in the list, contact your local administrator to add it to the view. You can temporarily add it yourself in a private view or by using "Add column" all the way to the right in the list view.
Workspace Tools
The purpose of generating a workspace for a QHSE report is to have an extended space to log all activities related to handling the case. This can, for example, be an investigation or opportunity analysis.
The tools in the QHSE workspace are different compared to some other workspaces, but contain exactly what is required for the purpose.
Permissions
The QHSE workspace is a restricted workspace that is only accessible to
- Members of the access group QHSE Responsible
- QHSE report case handler (the user in the Delegate To field)
- Internal resources added to the QHSE workspace
All users in the QHSE Responsible group will have access to all QHSE workspaces. Case handlers and resources will only have access to those they have been granted access to.
Actions
Actions in a QHSE report context are a list of corrective or preventive actions taken to achieve a solution to the reported case, ultimately leading to the closure of the case.
It is a great tool for the case handler to use to involve the right people in solving a problem without having to reassign the QHSE report. In practice, actions function as a task that the assigned users must follow up and close for the QHSE report to proceed.
In the QHSE workspace, just like the QHSE report edit form, there is a component that shows all actions registered for the current QHSE report.
Notifications
An email and Teams notification will be distributed for the action to the assigned user. This happens when
- The action is assigned
- The due date for the action is today
The user who assigned the action will also be notified when the action is completed.
My Page
All actions assigned to you will appear under QHSE tasks on My Page.
Timeline
The timeline component is especially useful in a QHSE workspace as handling reports often involves keeping track of which events take place and what information is provided at what time.
During the construction of the report, this information is invaluable, but it requires that the resources involved log events as they happen.
This information is also very useful if managers or previous case resources need to look back at the details of an event.
See a detailed description of the component in the section linked below.
📄 timeline
Documents
Like all workspaces, this one also contains a document library with almost all functionality. The library can be pre-filled with a folder structure based on the type of registration, and any necessary work files can be imported from Governing Documents by using the cd-files tool.
The files will of course inherit the permissions on the site, and will only be available to users defined in the access section.
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The only document library functionality that is not available for these workspaces is document approval. If you import files from governing documents with the ProjectRevision and ProjectUniqueID meta code, you can remove them manually.
External Contacts
The external contacts are used in the same way as other workspaces. You can either add contacts that are already registered or create unregistered contacts directly.
Any contact related to the incident and not in your company should be added here for two purposes
- Quick access to their email, phone number, and role in the QHSE report
- Historical overview of who you were in contact with and which stakeholders were part of this QHSE report
Internal Resources
This is where you define everyone involved in the QHSE report, whether it is direct handling or stakeholders/approvers.
In addition to adding resources for contact information and historical purposes, you also use this tool to grant users access to the workspace. Adding or removing resources from this list will grant or revoke their access to the workspace.
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