Who is this article for?

Administrators seeking to learn about safety event locations and sensitive users features.

Administrator permissions are required.

This article explains how to configure event locations using predefined lists and set up sensitive user access for events in Ideagen Workforce Safety.

1. Understanding safety event locations

In events of all kinds (Events, Non-work Related Events, Food Safety, Supplier Issues), apart from selecting an Accountable Site, users could also enter a value for Location to give a more exact location of the incident. This Location was not associated with the Locations defined in Safety's Settings and only allowed free-type text, which means that Locations in events could be non-uniform and prone to typos and errors.

An option has been introduced where users can select Event Locations from a list predefined by the system settings.

2. Enabling the event locations dropdown

To enable the dropdown list for event locations, follow these steps:

1. Go to Settings.
2. Select General.
3. Choose Options and Preferences.
4. Tick the Show Dropdown List for Event Locations checkbox.

When the setting is switched on, the following will happen:

• The Event Location field will change from a free-type text to a type-ahead field, which will look for the available values as the user types in the field
• The available values for this field will depend on the Accountable Site of the event. If the Accountable Site is linked to a Location (Settings > Locations > Manage Location > Edit Location), and that Location has Sub-locations, then these Sub-locations will be available for selection in the Event Location field

3. Adding sub-locations for your location

To add sub-locations, follow these steps:

1. Go to Settings.
2. Select Locations.
3. Choose Manage Location.
4. For the Location where you want to add Sub-locations, click Actions.
5. Select Manage.
6. Hover over the Location name (or a Sub-location name, if you want to add the next level of Sub-locations).
7. Click the Add button that appears.

8. Add the details for the new Sub-location and save it.

Note: Location Types can be managed in Settings > Locations > Location Types.

9. Repeat if you need to add more Sub-locations.

Note: You can add child Sub-locations too.

10. Click Back to return to the Manage Location screen.

4. Linking sites to your location

To link sites to your location, follow these steps:

1. For the same Location that you have just managed, click Actions.
2. Select Edit.
3. Scroll to the bottom of the Edit Location screen.
4. Specify which Sites of your existing Organisational Structure are associated with the current Location.

Important: While each Location can be associated with multiple Sites, each Site can only be linked to one Location. In the list on the left, showing your Organisational Structure, you will see which Sites are already linked to this current Location (flagged with a "tick" icon) and which ones are linked to other Locations (flagged with a "ban" icon). When you hover over an already-linked Site, a tooltip will show you what Location it is linked to.

If in your Organisational Structure there are already Sites that are linked to more than one Location each, you will need to resolve this and ensure that each Site is only linked to one Location before switching the setting Show Dropdown List for Event Locations on. If needed, please reach out to your Ideagen Workforce Safety contact for advice.

5. Selecting an event location for an event

To select an event location, follow these steps:

1. Go to the Events register and add or edit an Event.
2. Set Accountable Site to one of the Sites you have just linked to a Location with Sub-locations.
3. Start typing in the Event Location field.

Note: The list shows the Sub-locations you have just set up.

6. Handling events that happened offsite

For events that happened offsite, Event Location will always appear as a free-type text because the offsite location of the event will not be a registered Location in Safety.

7. Understanding sensitive users

Ideagen Workforce Safety has various mechanisms for ensuring that users have the right level of access to its data. The sensitive users feature allows you to specify the exact sites within the user's assigned organisation structure that are their "sensitive event access" sites. This feature guarantees that once allocated, the sensitive user will have access to the sensitive event's data.

8. Setting up sensitive user access

To set up sensitive user access, follow these steps:

1. Go to Settings.
2. Select Users.
3. Choose User Authorisation.
4. Mark the user as Sensitive User.
5. Select Sensitive Events Access.

6. Select all or part of a Sensitive User's assigned Organisational Structure as their sensitive event access sites.

7. Click Save to go back to the edit user window.

9. Assigning sensitive users in a sensitive event

When assigning Sensitive User(s) to a Sensitive Event, the people available to be assigned are those who:

1. Are configured as a Sensitive User for the event's Accountable Site as outlined above.
2. Have Edit Event user permission for the event's Accountable Site.