How to generate and sign a report

SmartOSH allows you to generate and sign reports from various modules following a common flow: generate the report from the list or detail view, configure signatories and distribution, and sign from the email received by the recipients.

This page covers the flow for Questionnaires and Accidents, which is practically identical, and indicates what to do for Training and information.

Common flow to generate a report

The generation process is the same in all modules. What varies is where it is started and which report templates are available.

Steps

1. Access the corresponding module and select the record for which you want to generate the report.
2. Click on Generate report.
3. Select the report template you want to generate.
4. Review the form fields and adjust them if necessary.
5. Click Accept.

Tip

The Generate report action can be executed both from the module’s list screen (selecting the record) and from within the record itself.

Note

The first time you generate a report, the fields are filled in with the settings from Configuration > Report templates. From the second time you generate the same report on the same record, the program recovers the conditions from the previous generation.

Fields in the generation form

Field	Description
Notify me by email when the report is generated	When checked, the program notifies you by email when the report is generated.
Digitally sign the report	Must be always checked for the report to be sent to the signatories.
Send the report via email	Must be always checked for the report to be sent to the signatories.
Signatures	People who must sign the report. Automatically filled if the selected template includes this information; otherwise, you must add them manually.
Distribution scopes	People who must receive the acknowledgement of receipt once the report is signed by all signatories. Automatically filled if the template provides for it.

Caution

The checks Digitally sign the report and Send the report via email must be always checked. If unchecked, the report is not sent to the applicable people.

How to add people to the “Signatures” section

If the Signatures section is not automatically filled:

1. Click New.
2. In the Title field, enter the title you want to appear before the signatory’s name (for example “Approved by”, “Signed by”).
3. Search for and select the person in the Person field.
4. Click Accept.

Tip

If you fill in the Position field, you must still select the specific employee for the report to be sent. When selecting the position, only employees holding that position will appear, and the position name will be included in the signature section of the report.

How to configure distribution scopes

When adding content in Distribution scopes (a scope, team / facility, activity, position or employee), the program will send the report deferred to the relevant recipients once it has been signed by all the people indicated in Signatures.

Caution

Emails with reports are generated deferred: they are not sent immediately, but after the nightly process. Recipients will receive them the day after the report is generated.

Common flow to sign a report

Once the report is generated, the signatories receive it by email and follow these steps:

1. Open the email inbox and click View document.
2. Click Accept and sign.
3. Sign directly in the box and click Sign.

SmartOSH will display a notification indicating that the operation has been recorded.

Tip

On the signing screen, you can also view the document from the screen itself or download it before signing.

Module-specific details

The following sections highlight only the specific differences of each module compared to the common flow described above.

Questionnaires

Access: Questionnaires > Questionnaires > [select the questionnaire] > Generate report.

Available report templates:

• Questionnaire printout with actions.
• Questionnaire printout with cover page.
• Risk Assessment report by questionnaire.

Tip

Typical configuration of a questionnaire report: in the Signatures section, include the people who have interacted in managing the questionnaire (including the person responsible), and in Distribution scopes only the person responsible.

Accidents

Access: Accidents > Accident / incident investigations > [select the investigation] > Generate report.

Available report template:

• Accident / incident investigation (the only template).

Tip

Typical configuration of an investigation report: in the Signatures section, include the people who have participated in managing the investigation (for example, the investigator and the affected person), and in Distribution scopes only the person who conducted the investigation.

Training and information

To sign the certificate of completion of a training action, the flow is managed from the Training and information module, which has its own specific procedure.

Note

Refer to the documentation of the Training and information module for detailed steps on the certificate of completion of a training action.

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Source: DM-SO-23-008 “How to generate and sign a report”, version 1, 14/04/2023.