• When: Tuesday 18 April 2023

• Who gets the change

Enhancements to Responsibilities

A person (Worker, Contractor Worker or a person of other type as defined in Settings > People > Person Types, if this feature is enabled for your company) can have different responsibilities in Safety. For example, a person can be:

• A responsible person for corrective actions
• An investigator for events
• A supervisor for other person(s)
• A recipient of notification or escalation emails, etc.

You can see each person's responsibilities if you view or edit that person's record and go to the Responsibilities tab.

Current release provides a few enhancements to the Responsibilities functionality detailed in the sections below.

Minor changes in labelling in the Responsibilities tab

To make it more obvious that responsibilities can be reassigned on individual, group and overall level, we have appropriately relabelled the "Assign" buttons in the Responsibilities tab to indicate that.

Enhanced "Save" actions in Workers and Other Persons registers

Until now, after reassigning a Worker's or other person's responsibilities, the user needed to remember to scroll up the Responsibilities tab and click "Save Changes" to apply the reassignments. Often the user would forget to do this, and just click the Save Worker button, which would result in not applying the reassignments. To remove this inconvenience, we have moved the application of reassignments to the standard Save Worker button, so there is no need for the additional "Save Changes" button at the top of the Responsibilities tab.

We have also added a "Save and Continue" button to allow the user to save any changes they have made in the Edit Worker screen, including reassignment of responsibilities, but keep the Edit screen open to continue working with the Worker's record.

Future and temporary reassignment of corrective actions

In the Corrective Actions section of the Responsibilities tab, it is now possible to reassign person's responsibilities starting from a future date and/or temporarily. This is useful when planning in advance for someone leaving the company or moving roles, or for a person becoming temporarily unavailable to work on their assigned corrective action due to a planned leave or other circumstances.

Note that at the moment this feature is only available for corrective actions and not for any other types of responsibilities.

Now the Corrective Actions section you can use checkboxes to select the actions you want to reassign to the same person and timeframes. Once you click "Choose Assignee for Selected" or "Choose Assignee" (for an individual corrective action), you can select the new assignee and reassignment timeframes, as follows:

• Assignment Start date is mandatory.
  • If you select today's date, the reassignment will happen immediately as soon as you save the person's record.
  • If you select a date in the future, the reassignment will automatically happen on that day (at the start of the day).
  • You cannot select a date in the past.
• Assignment End date is optional.
  • If you select it, then after the reassignment, the "Previous Assignee" will be captured in the system, and on the Assignment End date (at the end of the day) the corrective action will be automatically reassigned back to the Previous Assignee, unless this person is not active anymore, or the action has been completed.
  • If you don't select it, the action will remain with its new Assignee indefinitely (can be manually reassigned again, if needed).

"Risk Assessment WHS" section in the Responsibilities tab

For clients who have the Risk Assessment WHS module enabled, a new section "Risk Assessment WHS" is now available in the Responsibilities tab. It lists the following responsibilities related to Risk Assessment WHS:

• Next Reviewer
• Risk Assessment Lead
• Accountable for Action Implementation
• Risk Category Owner

Export of responsibilities

Safety now allows exporting responsibilities of the logged-in user or another person to Excel, in the following format:

Logged-in user can export their own responsibilities from My Dashboard screen:

Responsibilities of other persons can be exported from the Edit or View screen of the person's record (Responsibilities tab).

Please note the following:

• If a person does not have any responsibilities, the "Export Responsibilities" action and button will be disabled for them.
• Export of responsibilities is currently unavailable for Contractor Workers.

Editing responsibilities of an archived Worker

In some cases, the record for a Worker who leaves the company gets archived while the Worker still has some active responsibilities. Until now, you could not edit an archived Worker's record. To reassign these responsibilities you would have to un-archive that record (which is not always desirable), then reassign the responsibilities and archive the Worker's record again.

To simplify access to the responsibilities of archived Workers, we have allowed the "Edit" action for them, however it is very limited, to ensure that no other details can be compromised. When editing an archived Worker, the user can only see their Details tab in read-only mode, and their Responsibilities tab in Write mode, allowing to reassign the responsibilities as necessary.

The ability to edit archived Workers is controlled by a new user group profile permission under the Worker Register parent permission. By default it will be disabled for all existing user group profiles so that your company could enable it manually only for appropriate profiles.

Enhancements to filters in persons registers

We have provided better filters in the persons registers (Workers and other Person Types, except Contractor Workers). You can now independently show or hide persons in active employment or those whose employment has ceased (archived or not). 

Enhancements to User Authorisations

Jump to Add or Edit User Authorisations from Worker's record

We have added an ability to add a User Authorisation record for a Worker, or edit an existing one, directly from the Worker's record.

If a Worker is associated with more than one User Authorisation records, clicking the "Edit User Authorisation" button will open the User Authorisation register that will list all associated records, and the logged-in user will be able to choose the one they want to edit.

Note that the buttons that allow adding or editing a User Authorisation record for a Worker are visible to the logged-in user only if they have permission Users > User Authorisations set to W.

Copy User Authorisations

To simplify the process of setting up a new user, especially the assigned Organisational Structure and associated User Group Profile(s), we have added an ability to copy User Authorisations from an existing user. All the details will be copied over to the user being edited from the selected "source" user except:

• Email Address
• Date Format
• Timezone
• Language