Create a participation

There are four ways to register an employee participation:

• From Smart OSH (web): for users with access to the application.
• From the anonymous page: for anyone with the participation URL.
• From the App: for users with mobile access enabled.
• From the Viewer app: for users with access to Smart OSH through the viewer.

Tip

Regardless of the channel, when saving the participation the programme automatically fills in the Responsible and Notifier data tabs and sends an email to the configured responsible parties.

Create a participation from Smart OSH

1. Log in to Smart OSH with your username and password.
2. Go to Leadership and employee participation → Participations and click New.
3. Fill in the general participation data.
4. Provide a scope in the Scope tab.
5. Click Save.

Caution

Fields marked with an asterisk are mandatory. For the scope, it is enough to indicate one of the four possible options.

Attach an image or document (Smart OSH)

1. Go to the Attachments tab and click New.
2. Enter the document’s Descriptive name.
3. Select the file from Browse and click Accept.
4. Click Save.

Mandatory fields (Smart OSH)

Regardless of the category:

• Title
• Date
• Company

Note

Although Description, Location description and Observations and proposed improvements are not mandatory, they do appear in the email received by the person responsible for managing the participation.

Create a participation from the anonymous page

1. Access the anonymous page with the participation URL provided by the administrator.
2. Fill in the general data and the scope.
3. Click Send.

Caution

• Fields marked with an asterisk are mandatory.
• For the scope, one or two of the four possible options are enough depending on the category.
• The notifier’s data are not mandatory, but if you want to receive a response, you must fill them in.

Attach an image or document (anonymous page)

1. Click Choose files to attach.
2. Select the file and click Open.

Note

The file is automatically registered as an attachment when sending the participation.

Mandatory fields (anonymous page)

Mandatory fields depend on the category:

For Non-conformity or Opportunity:

• Notifier data: First name, Last name, Identification (letters and/or digits).
• Scope: Company, Site.
• Description: Title, Description.

For any other category:

• Scope: Company, Site.
• Description: Title, Description.

Note

• It is recommended to provide Email and Location description even if they are not mandatory.
• The Date considered by the programme is the date the record is sent.
• Although Location description and Observations and proposed improvements are not mandatory, they appear in the responsible person’s email.

Create a participation from the App

1. Log in to the App with your Username and Password and click Log in.
2. Go to Employee participation and click the New icon.
3. Fill in the general data and the Scope.
4. Click Send.
5. Confirm sending by clicking OK on the prompt shown by the App.

Tip

If you do not want your data to appear as the notifier, check Send participation anonymously in the Privacy section.

Attach an image or document (App)

1. Tap the Attach icon (clip icon).
2. Choose one of the two options:
   • Attach image (landscape icon): select an image from your mobile device.
   • Take photo (camera icon): take a photo on the spot. This image is not saved on your mobile.

Mandatory fields (App)

Regardless of the category:

• Details: Title, Description, Observations and proposed improvements.
• Scope: Company, Site.

Note

• First name, Last name, Identification (letters and/or digits) and Email are filled in automatically when sending the participation, unless you activate Send participation anonymously.
• The Date considered by the programme is the sending date.
• Although Location description is not mandatory, it appears in the responsible person’s email.
• These conditions apply from App version 3.2.306.

Create a participation from the Viewer app

1. Log in to Smart OSH with your username and password.
2. Go to Viewer app from the home screen.
3. Select the Employee participation section and click New.
4. Fill in the general data and the Scope.
5. Click Send and confirm with OK.

Tip

To send anonymously, check Send participation anonymously in the Privacy section.

Attach an image or document (Viewer app)

1. Click Attach (clip icon).
2. Select an image saved on your computer.

Mandatory fields (Viewer app)

The same as in the App:

• Details: Title, Description, Observations and proposed improvements.
• Scope: Company, Site.

Note

The same notes about automatic completion of notifier data and sending date as in the App. Applies from App version 3.2.306.

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Source: M-SO-20-12-01 «User manual – Leadership and employee participation», version 1, 08/09/2020.