Send risk sheets per employee

How to generate and send the risk sheet by email to each worker in Smartosh. Summarise the procedure; do not list each variant of the report template.

Objective

For each employee to receive their risk sheet by email (digital signature according to configuration), either automatically on a regular basis or manually when needed.

Basic conditions (before sending)

Scope	Requirement
Employees	Assigned to positions and with email address in their record.
Positions	Risk assessment with defined risk factors.
Risks / measures	In applicable measures, marked Information to the worker.

Automatic sending

Smartosh can generate and send sheets on a scheduled basis.

1. Check that the above conditions are met.
2. Open Settings → tab Risk sheets per employee and configure as indicated in the next section.
3. Ensure that automatic email sending is active if you want employees to receive the email.

Caution

It is not advisable to activate automatic generation if the effectiveness of the measures for the risk factors in the assessments has not yet been evaluated.

What to configure in Settings (sheets per employee)

• Report template: mandatory; defines which sheet model is generated.
• Frequency and interval: both mandatory; define how often sheets are generated automatically.
• Send an email after generation: check this if employees should receive the email with the sheet.
• Disable the automatic generation process: if checked, sheets will not be generated automatically. Leave unchecked for the automatic cycle to work.

Test without emailing employees (overwrite email)

1. Settings → Sendings → General.
2. Check Overwrite email address in email sendings and enter the test address in Email address used when overwriting the address.
3. Save.

Danger

While active, all emails sent by Smartosh will go to that address, not just the sheets.

Manual sending: generate the sheet

You have two entry points (choose the one available depending on modules).

Option A — Organisation → Employees

1. Organisation → Employees.
2. In View, select Risk sheet per employee.
3. Select one or more employees → Generate report.
4. Choose the report model → Accept.

Option B — Training and information (if contracted)

1. Training and information → Risk sheets per employee.
2. Select employees → Generate report → choose model → Accept.

Common options on the generation screen

• The model should match the one configured in Settings → Risk sheets per employee (unless you want a one-off exception).
• Options come from Configuration → Report templates; you can adjust them before Accept.
• For the employee to receive the PDF/document by email: check Digitally sign the report and Send the report via email.
• Notify me by email when the report is generated: alerts the user who initiates the generation.
• Signatures: with a single employee, they fill automatically; with multiple selected, the block may appear empty, but the system assigns a signature per report.
• Distribution scopes: only if you want to notify other recipients after the employee has signed (informative email).

After generating: Risk sheet status is usually Generated and Sending status Deferred sending. The email is not sent immediately: it goes with the nightly process.

Force sending without waiting for the nightly process

If you have just generated the sheet and want the email immediately:

1. Organisation → Employees → view Risk sheet per employee → select records → Operations → Force deferred sending now (usually used right after generating).

Or:

2. Documentation → Document sendings → select the sending → Operations → Force deferred sending now (multiple at once allowed). Status changes to Sent (unread).

Or, with the training module:

3. Training and information → Risk sheets per employee → select → Operations → Force deferred sending now (multiple at once; status Sent (unread)).

Report generation may take a few minutes depending on data volume.

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Source: DM-SO-22-064 «How to send risk sheets per employee», version 1.1, 20/05/2024.