Customisable data

Smart OSH allows you to customise multiple elements to adapt the application to your company’s corporate image: logos, colours, texts, organisational levels, etc.

Caution

For most customisations (logos, images and colours) to be visible, your company must access via the custom URL. Customised elements will not be displayed with the generic URL.

Accessing Settings

Most customisations are managed from the Settings section. To access:

1. Click on User Profile (top right, where your user name appears).
2. Go to the Settings section.

Caution

Only users with the Environment Administrator role have access to the Settings section.

Logos

Smart OSH supports three different logos, each with its own use:

Logo	Location	Where applied
Company logo	Organisation → Companies	Reports specific to a scope.
Logo	Settings	Login screen, general reports, App / Viewer app access screen.
Header logo	Settings	Side menu header, specific reports, email content header.

Changing the company logo (Organisation)

1. Go to Organisation → Companies and enter the applicable company.
2. Open the Logo and signature tab.
3. Click Browse, select the image and click Open.
4. Click Save.

Tip

• If a logo is already uploaded and you want to replace it, click the edit icon.
• To delete it, click the Clear content icon.
• Remember to regenerate the affected reports to display the new logo.

Note

This same procedure is also available in Organisation → External companies.

Changing the Settings logos (Logo and Header logo)

1. In Settings, go to the Logos, domain and colours section.
2. Select the type of logo you want to modify (Logo or Header logo).
3. Click Browse, select the image, click Open and then Save.

Tip

Recommendations for logos:

• Horizontal landscape format.
• Image in PNG without background (better than JPG with white background).
• Approximate size for Logo: 340 × 132 pixels.
• Approximate size for Header logo: 34 × 13 pixels.
• The email content header size is fixed and cannot be modified.

Access images (login screen)

You can customise the images that appear on the Smart OSH login screen:

1. Go to User Profile → Settings → Customisation.
2. Check Use images on the login screen.
3. Add the images you need.
4. Click Save.

Note

• You can add up to 5 images.
• Images appear randomly: a different image is shown each time you access Smart OSH.
• To revert to the generic image, uncheck the box and click Save.

Background colours of the login screen

1. Go to User Profile → Settings → Customisation.
2. Enter Logos, domain and colours.
3. Select the desired colours for:
   • Authentication - Outer background colour: login screen, side menu and top/bottom areas of the App / Viewer app.
   • Authentication - Inner background colour: area behind the image on the login screen.
4. Click Save.

Tip

To obtain a specific corporate colour you can use Paint:

1. Open the reference image with Paint and, under Tools, activate the Colour picker.
2. Click on the area of the image whose colour you want to copy.
3. Under Colours, click Edit colours.
4. Copy the Red, Green and Blue values: these will be the RGB values you use in Smart OSH’s Custom colour option.

Email sender

1. Go to User Profile → Settings → Sending → General.
2. Modify the Sender of email dispatches field.
3. Click Save.

Caution

The sender name can be whatever you want, but it must always be accompanied by <[email protected]>. Emails with the new sender will apply from the change onwards.

Organisational levels

You can rename the levels of the organisational structure to adapt them to your company’s terminology:

1. Go to User Profile → Settings → Organisational levels.
2. Modify the names you need.
3. Click Save.

Caution

For the change to apply, the Enable level renaming checkbox must be checked. Additionally, you need to log out and log back in to see the changes.

Note

This customisation applies throughout the application: screens, tabs, columns and reports.

Anonymous pages

On some anonymous pages you can display the header logo and/or customise the header text:

Anonymous page	Logo	Header text
Participation URL	Yes	Yes
Accident/incident notification URL	Yes	Yes
PPE request URL	Yes	No
Quick access URL	Yes	No
Claim URL	Yes	No
Customer satisfaction survey URL	Yes	No

Displaying the logo on anonymous pages

1. Go to User Profile → Settings → Anonymous pages.
2. Check Show header logo on anonymous pages.
3. Click Save.

Caution

Activating the logo affects all anonymous pages at once: it is either shown on all or on none. To deactivate, uncheck the box and save.

Modifying the participation header text

1. Go to User Profile → Settings → Anonymous pages.
2. Enter Participation header text.
3. Modify the text and click Save.

Modifying the notification header text

1. Go to User Profile → Settings → Anonymous pages.
2. Enter Notification header text.
3. Modify the text and click Save.

Note

The new text will be displayed from the moment of change. Refresh the page or re-access to see it.

Health Surveillance customisation

In the Health Surveillance module you can customise the texts employees receive in their medical examination appointments:

1. Go to Settings → Medical examination appointments.
2. Fill in the information in each tab as needed.

The texts defined here are automatically filled in when creating a new appointment.

Available tabs

Tab	Description
Instructions	Instructions shown in the email sent to the employee after booking the examination date.
Appointment text	Text on the appointment page to accept or reject the medical examination. You can include the company logo in this text if desired.
Acceptance text	Text the employee sees upon accepting the appointment.
Acceptance text (supervisor)	Text the supervisor sees upon accepting the appointment.
Renunciation text	Text the employee sees upon declining the appointment.
Appointments text	Deprecated section: content has been moved to the email templates Medical examination appointment email and Medical examination reminder email.
Configuration options	General configuration options for the appointment.

Caution

Information within brackets is automatically replaced with data extracted from the database. It is not recommended to modify it without supervision.

Tip

Although the texts defined in Settings are transferred to new appointments, you can also modify the texts of a specific appointment to apply them only to that one.

Documents including logos

Each report uses a specific logo by default. These are the correspondences:

Company logo (Organisation → Companies)

• Questionnaire with actions
• Questionnaire with cover
• Ergonomic study
• Risk assessment
• Risk assessment (table)
• Risk assessment by scope
• Risk assessment by scope (position)
• Business activity coordination form
• Job position form
• Job position form (table)
• Risk assessment report from questionnaires
• Risk assessment report by questionnaire
• Employee participation report
• Project report
• Safety visit report
• Accident/incident investigation
• Company activity report
• Prevention service activity report
• Preventive activity planning
• Preventive activity planning (table)
• Overall measures planning
• Overall measures planning (table)
• Follow-up of preventive activity planning
• Follow-up of preventive activity planning (table)
• Overall measures follow-up
• Overall measures follow-up (table)

Settings logo (Logo)

• Activity risk assessment
• Activity risk assessment (table)
• Equipment risk assessment
• Equipment risk assessment (table)
• Employee risk form
• Change management report
• PPE delivery receipt
• PPE delivery receipt (table)
• PPE delivery receipt by employee

Settings logo (Header logo)

• Blank evaluation questionnaire
• Blank assessment questionnaire
• Objective planning
• xaf reports

Training company logo (Organisation → Companies)

• Training action completion certificate
• Attendee list
• Attendee list by session

Documents without logos

The following reports do not include logos by default:

• Acceptance / Renunciation
• Meeting/talk minutes
• Communication to workers’ representatives
• Instruction communication
• Safety meeting minutes

Tip

Although the Acceptance / Renunciation report does not allow adding logos by default, it does allow customising the appointment text and displaying the company logo within that content.

Other value-adding elements

Besides logos and texts, there are other data that enrich the information shown on screen and in reports:

Section	Action	Contribution
Organisation → Employees	Add employee photo and signature.	Identifies the employee. If they are a trainer, their signature will appear on applicable reports.
Organisation → Equipment and installations	Add photo of the equipment or installation.	Enriches report content.
Organisation → PPE types	Add photo of the PPE type.	Enriches report content.

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Source: DM-SO-23-012 «Customisable data», version 1.2, 15/05/2024.