When: Tuesday 18 July 2023

Syncing reference data from Safety to Forms

Please note that this chapter is only relevant to Safety clients who use Safety integrated with EPP and Forms. The clients using standalone Safety will not see the synchronisation buttons in the system.

Why sync reference data

When Safety is integrated with EPP and Forms, integration mechanisms allow certain data to flow seamlessly between the three systems. Examples of integration include using Forms to report events, compliance items, risk assessments.

To ensure consistency and smooth transfer of information, it is important that key classifying and reference data used in Safety is also available to users of Forms, so that:

• Forms users can select relevant items from this data in list fields in forms, and
• there is no need to manually construct this data in Forms.

What data can be synced now

The first batch of reference data synchronisation has been implemented in the current release. The following data can now be sent from Safety to Forms:

• Organisational Structure
• Event Types
• Event Subjects
• Event Categories
• Event Severities
• Treatment Types

When to sync reference data

The first syncing of reference data should be done as part of the initial process of Safety-EPP-Forms integration. Normally, the Damstra Configuration team will take care of that.

You should also sync reference data from Safety to Forms whenever change to the data is made. For example, you have added a few new Event Subjects, this means you should do the syncing. It's also recommended to do a "global sync" regularly to avoid any discrepancies between the systems.

How to sync reference data (individual or master-sync)

Syncing one type of reference data

1. In the screen where you have edited the data that you want to synchronise (e.g., Settings > General > Organisation Structure, Settings > Events > Event Categories, Settings > Events > Event Fields Mandatory, etc.), you will see a "Sync Data to Forms" button and the date and time of the most recent data sync.
2. Finish editing the data in the screen as required, then click the "Sync Data to Forms" button.
3. The data will be sent to Forms. You will see a success message, and the timestamp of the syncing will be updated with the current date and time.

"Master-sync" of reference data

If you want to send all syncable reference data to Forms at the same time, you can do this from Settings > General > Company Information screen.

Please note that not all reference data from Safety is ready to be synched to Forms yet. Current syncable types are listed in the sections above. In future Safety releases, we will keep gradually adding more types of data to the syncable scope (e.g., Risk Categories and so on).

Korean & Thai languages

Safety has now been translated into Korean and Thai languages. 

• To switch your session of Safety to either of these languages, use the "user" icon in the top right of your Safety screen and select the Language item.
• To preset a user's language, go to Settings > Users > User Authorisation > Edit User and make your selection in the Language drop-down.

Please note that the translations were made using an automatic translation tool. If you find any issues with a translation into Korean, Thai or any other language, please let your Damstra contact know.