Who is this article for?

Administrators responsible for setting up and managing incident reporting forms.

Administrator role is required.

This article explains how to create and configure incident types, control form display settings, manage permissions, and customize export and filter options for incident questions.

1. Incident type buttons

When working with incident types, you have access to three key buttons that help you manage and share your forms:

• Edit – Opens the settings so you can make changes to the incident type
• PDF – Shows the PDF version of the incident form using the standard layout (customization requires contacting your Customer Success contact and typically involves development work)
• QR – Generates a QR code that links directly to the incident submission form without requiring login, useful for quick access in public or shared spaces

2. Setting up basic incident type information

To configure the core settings for your incident type, complete these fields:

1. Enter an Incident Type Name that appears in the list when someone submits an incident (make it clear and specific, such as "Lab Spill Report" or "Near Miss – Construction").
2. Add an Incident Type Prefix to create numbered identifiers like "SPILL-001" for easier identification in exports and dashboards.
3. Select the Incident Form that powers this incident type (if your form uses subforms, ensure the top-level main form is selected so all questions appear).
4. Set the Incident Type Status to control availability: Active (live and ready for use), Inactive (visible to admins but users cannot submit new incidents), or Archived (completely removed from the site and cannot be undone).
5. Enable OSHA if the incident type should be included in OSHA tracking and exports.

3. Configuring advanced incident type settings

Additional settings control workflow automation, visibility, and user experience:

• Supervisor Section Assignment – Automatically assigns a specific subform section to a supervisor when a user is selected during form completion. When enabled and a user field like user_id or supervisor_user_id is included, the system checks if that person has supervisors assigned in their profile. If they do, a pop-up appears during form entry where you can choose which supervisor should be assigned and which subform they complete. This is commonly used in approval workflows for incident or permit forms where specific supervisors review certain sections
• Show in Dashboard – Makes this incident type appear in dashboard widgets and graphs for tracking and reporting
• Add Filter Option for Anonymous User Incidents – Enables a filter in the incidents table to quickly find submissions made anonymously, useful for capturing data from large groups like students, contractors, or the public
• Sign/Share Allowed – Allows users to request an e-signature or share the form (either a specific subform section or the whole incident) for review
• Have Exit Page? – Enables a final message page that appears when someone submits an incident anonymously
• Exit Page Message – Displays a custom message after anonymous users submit an incident (you can include HTML to style the message and provide thank you notes, next steps, or other information)
• Allow Copy Completed? – Lets users duplicate a completed incident report to avoid starting from scratch, useful for repeat reporting like weekly inspections or recurring safety checks

4. Customizing interface display options

Control how your incident form appears to users and what information is included in exports:

• Incident Detail Info in PDF – When enabled, incident detail fields (like campus and building) are included in the exported PDF when a user clicks the print icon
• UI Type – Choose how your incident form is displayed: Paginated (breaks the form into cleaner, more manageable pages based on subforms, recommended for most forms) or Continued (shows the full form including all subforms on a single scrollable page, best for shorter, simple forms)
• Help Text – Displays under the list of incident types when someone clicks New Incident, useful for brief instructions, tips, or reminders

5. Managing permissions and access control

To control who can see or interact with this incident type, configure these settings:

1. Select Access Roles from roles you have created under Data Manager, then Access Roles (these control who can see or interact with this incident type).
2. Choose the Form Question to Define Access Role Permission that controls access (for example, if a dropdown question asks for a department, this setting links that selection to the role permissions).
3. Add Help Text to provide helpful hints for users at the top of the form or in key sections to guide them through filling it out correctly.

6. Configuring export and display settings

Control how your form questions appear in exports and filters across the incident module to customize the Open/Closed Incidents views and tailor your data exports:

• Export? – Enable this to include the question in the Export All Incidents Data file (found under Data Manager, then Exports), useful for capturing custom fields in your reports
• Display? – Enable this to make the question a filter in the Open and Closed Incidents tables, helpful if users need to quickly sort or narrow down by this field
• Label – Create a shorter version of long or wordy form questions for exports and filters whilst keeping it clear and descriptive (for example, "Incident Location" instead of "What location did the incident occur?")
• Filter Type – Once you enable Display, choose how users can filter by this question: Text (a simple search box), Dropdown (a list of all options to choose from), Date Search (for fields like incident date or submission date), or Boolean Search (for yes/no or true/false type responses)
• Priority – Set the display order of your filters and export columns by assigning a number (lower numbers appear first)