Who is this article for?

Administrators responsible for risk management.

Administrator role is required.

Beyond the assessment form itself, the module includes a set of administrative settings that control how the system behaves. Each one plays a role in how users interact with the platform and how data is reported.

Each setting shapes how your users experience the module, so it’s important to understand the meaning behind each option, not just where to click.

This article explains the available settings to help you set up effectively.

1. Assessment settings

As you adjust the below settings, keep a record of which setting you use and why. This helps other Administrators and supports audits.

1.1. Approval

This determines who can approve risk assessments after they are submitted.

You can choose the approval model that fits your organisation’s workflow:

• Admin Approval – Only Administrators can approve assessments. This provides strict control but may slow turnaround if admins are busy.
• Open Approval – Allows the person performing the assessment to assign a user to approve it. This is flexible and works well in small teams.
• Roster Approval – Allows the submitter to select anyone on the roster for approval, except themselves. This encourages peer review while preventing self-approval.
• Access Role Approval – Requires a dedicated access role to approve assessments. This option offers the most granular control and works best for large or regulated organisations where approvals must follow role-based rules.

This is the default email address that receives approval notifications if no one with the correct access role is available. Think of it as a safety net - if the configured approvers can’t be reached, the notification still goes to a designated inbox so the assessment doesn’t sit unapproved.

Use a team mailbox or distribution list instead of a single person to avoid missed alerts when staff change

1.2. Set-Re Notification (In Days)

This setting controls how often reminder emails are sent for assessments that remain unapproved. Enter a whole number of days (for example, “7” for weekly reminders). Entering “0” disables reminders entirely.

This keeps approvers on track and prevents assessments from being forgotten.

1.3. Expiration Duration (Years)

Defines how long an approved assessment remains valid before it must be reviewed or renewed.

For example, you might set this to one year for dynamic lab work or three years for stable production processes. This ensures that risk evaluations stay current with changing conditions.

1.4. RPN Color Code

Risk Priority Number (RPN) is calculated from severity and probability scores.

This setting lets you define color thresholds, such as red for High risk, yellow for Medium, and green for Low, users can instantly recognise risk levels in dashboards and reports.

1.5. Approval Access Role

Links to a role you create in the Data Manager that grants permission to approve or reject assessments.

This is critical if you choose the Access Role Approval option in the Approval settings, because the system needs to know which users carry that approval authority.

1.6. Schedule Risk Expiration Notifications

Enables or disables automated reminders for assessments approaching their expiration date.

When set to Yes, the system will send a sequence of reminders before an assessment expires.

1.7. First, Second, and Third Reminder

These fields specify exactly when the expiration reminders will be sent.

For example, you might send the first reminder 90 days before expiration, the second 30 days before, and the third seven days before. Spacing reminders this way gives approvers multiple chances to act before the assessment becomes outdated.

1.8. RA Number Prefix

This setting defines the fixed text that appears at the start of every risk assessment’s unique identifying number. The prefix acts like a label or code that helps users quickly recognise and organise assessments in reports or exports.

For example, if you set the prefix to “RA-”, every new risk assessment will generate an ID such as RA-000123.

2. Label settings

Label settings allow you to rename key fields in the risk assessment form to match your organisation's terminology, ensuring the module uses language familiar to your teams.

Rename fields to match the terms your teams already use (e.g., “Process Step” instead of “Job Step”), choosing simple labels to reduce confusion on mobile devices and printed reports.