Who is this article for?

Administrators configuring incident management workflows.

Administrator role is required.

Once you have built your incident form, configure how that form behaves in the system by setting up key options like default statuses, access settings, and dashboard display preferences in Edit Incidents.

1. Configuring incident settings

The Incident Settings section controls core behaviour for your incident type, including submission status, reviewer assignments, and location tracking.

Anonymous Incident Reporting Link

This no-login, public-facing link lets anyone submit an incident anonymously. Use this for large user groups like students or contractors, or when you want to make it easy to report near misses.

Site Incident Reviewer

Displays the default person responsible for reviewing incidents at the site level, usually a central safety contact or EHS lead. This is an information-only field.

Incident Submissions Status

This sets the default status of an incident once a user submits the form. Options include:

• Open
• Closed
• In Review (for internal review flows)
• Pending Supervisor Investigation (used when additional information is needed from a manager or supervisor)

Note: In Review and Pending Supervisor Investigation function like holding or pending statuses.

Incident Reviewer Group

Routes the incident to a reviewer based on the selected room roster. This is helpful if different departments or teams have their own reviewers. This is an information-only field.

Inspectors have access to all Incident data

If set to Yes, all users with the Inspector role can view every incident in the system. You can still limit access using Access Roles.

Default Incident Type

This is the incident type that appears first by default when viewing the Open or Closed Incidents tabs.

Incident Date Field name

Set this to the field name that captures the actual date of the incident in your form.

2. Mapping location and organizational data

These fields pull location and organizational data into the dashboard and reporting tools. All must be dropdown questions in your form.

Campus / Building / Room COFE Field Names

• Campus COFE Field Name – Dropdown that holds campus or location data
• Building COFE Field Name – Dropdown that holds building data
• Room COFE Field Name – Dropdown that holds room, lab, or project area data

Organization / Department COFE Field Names

These connect incidents to your organizational structure instead of physical location. Ensure these are dropdowns in the form so the dashboard filters work properly.

Group / Sub-Group COFE Field Names

Use these to categorise incidents by project or work team, especially useful on construction sites.

• Group COFE Field Name – Links to the primary group (like a contractor or project team)
• Sub-Group COFE Field Name – Useful for further segmentation (for example, subcontractors)

3. Setting classification and button labels

Incident Classification Field name

This should be the field name of a collection question that helps classify the incident (for example, injury, near-miss, chemical spill). It drives reporting and filtering.

Finish Button Label

Customise the final button text users see when completing the form (for example, Submit Incident or Done). Keep it short to avoid layout issues.

Next Tab / Submit Button Label

This changes the button text between tabs or sections in the incident form (for example, Next, Continue, Review). Short and clear text works best for UI consistency.

Tip: Once these settings are in place, your form will not only collect data but will also be easier to track, route, and report on incidents across your site or organisation.

4. Configuring email notifications

The Email Settings page lets you set up automated messages that go out when an incident is submitted. You can customise these messages based on incident type, form, or user needs.

Create New Email

Use this to create a custom email for a specific incident type or subform. This message is triggered automatically when a user submits a matching incident. You can tailor the content for different audiences (for example, site leads or safety officers).

To personalise the email, use dynamic variables from View Email Codes to pull in details like incident ID, submitter name, or links.

View Email Codes

Click this to see a list of supported email codes you can use in your email body. These codes auto-fill with data from the form. You can also use variables from the form like %cofe.incident_type% or %cofe.submitter_name%.

Notification Email

This is the default notification that gets sent out any time an incident is submitted, regardless of the type. Leave this blank if you plan to use custom emails tied to each incident type instead.

Tip: Start with the Notification Email if you just want a simple alert when new incidents come in. Use Create New Email when you need more tailored communication.

Email Types

The following email types are available for automated notifications:

1. New Responder Added.
2. New Task Created – Notifies the user they have been assigned an incident task.
3. Administrator Notification.
4. Supervisor Initial Notification.
5. Safety Manager Initial Notification.
6. Witness Notification.