Incident Reporting - Enterprise Operations

Overview

Incident Reporting is where HSE officers log, investigate, and close out safety and quality events: injuries, near misses, property damage, environmental incidents, and quality violations. Every incident gets an auto-generated incident number, a severity rating, and a status that tracks it from initial report through investigation to closure.

The screen combines a searchable, filterable, multi-select table with an embedded AI Assistant scoped to incident triage and trend analysis.

Auto-Numbered

Every incident gets a sequential INC-YYYY-#### number generated automatically when it's created — no manual numbering.

Five Types

Injury, Near Miss, Property Damage, Environmental, and Quality Violation — each incident is classified by type in addition to severity.

Four Severity Levels

Low, Medium, High, and Critical — colour-coded badges make the most urgent incidents immediately visible in the table.

Investigation Fields

Root cause, corrective action, and investigator name are captured once an incident moves into investigation — visible and editable from the same modal.

Multi-Select Table

Select one or more incidents with row checkboxes to scope the AI Assistant to exactly the records you care about.

AI Assistant

Ask the embedded assistant to triage open critical incidents, spot location or type trends, or summarize the investigation backlog.

Quick Start

Open Incident Reporting in the QHSE sidebar group.
Click Add Incident.
Fill in the Title, choose the Type and Severity, and enter the Location and Reported By.
Describe what happened in the Description field. Injured Person, Root Cause, and Corrective Action are optional at creation time.
Click Save. The incident is created with status Reported.
Reopen the incident later to update its Status, add an Investigator, and record the Root Cause and Corrective Action as the investigation progresses.

Incident Status Lifecycle

Status badges are always localised — the badge label is never a raw hardcoded string.

Reported → Under Investigation → Corrective Action → Closed

Status	Meaning
`reported`	Initial state for every new incident — logged but not yet investigated.
`under_investigation`	An investigator has been assigned and root cause analysis is underway.
`corrective_action`	Root cause identified; corrective actions are being implemented.
`closed`	Corrective actions completed and verified. A closure date is recorded automatically the first time an incident reaches this status.

Table, Search & Filters

The table lists Incident #, Type, Severity, Status, Title, Location, Reported By, and Reported Date. Search matches against title, incident number, location, and reporter name. Status tabs (All / Reported / Under Investigation / Corrective Action / Closed) narrow the list further, each showing a live count.

Multi-Select and List Style

A checkbox column sits to the left of the Incident # column. The header checkbox selects or clears every row currently in view; per-row checkboxes toggle individual incidents. Selecting one or more rows scopes the AI Assistant panel to just those incidents — with nothing selected, the assistant uses the current filtered view instead.

Checkbox shape and check-icon visibility follow the shared List Style settings (Settings → Appearance → Multi-Select Shape / Show Check Icon) — the same setting used across every list screen in TotalApp.

Stat Tiles

Tile	What it counts
Total Incidents	All incidents reported this calendar year.
Critical	Incidents with Critical severity, this year.
Open / Under Investigation	All-time count of incidents still in Reported or Under Investigation status.
Near Misses	Near Miss type incidents reported this year.

AI Assistant

A collapsible AI Assistant panel lives on the right edge of the screen. Click the sparkle tab to open it. Suggested prompts:

Which open critical or high severity incidents need immediate attention? — surfaces the most urgent unresolved incidents.
Are there any locations or incident types with repeated occurrences? — flags trends worth a systemic fix.
Summarize the open vs. under-investigation vs. closed backlog — a quick status breakdown.
What systemic issues might be causing these incidents? — pattern-based root-cause suggestions.

If one or more incidents are selected via the checkboxes, the assistant's context is limited to just those records; otherwise it analyses the currently filtered table view. Replies with useful analysis can be saved directly to My Reports with the "Save as Report" button.

CSV / Excel Export

Click Export in the top toolbar to open a dropdown with two options — Export as CSV or Export to Excel — for downloading the currently filtered incident list. Both formats cover the same columns: Incident #, Type, Severity, Status, Title, Location, Reported By, Reported Date, and Description.

Frequently Asked Questions

How is the incident number generated?

Automatically, in the format INC-YYYY-####, incrementing from the highest existing number for the current year. You never need to type it manually.

Can I edit an incident after it's closed?

Yes, the edit modal remains available for closed incidents, but consider whether a closed incident should be reopened (status changed back) rather than silently edited, to preserve an accurate audit trail.

What happens to the closure date if I reopen a closed incident?

The closure date is only set the first time an incident reaches Closed status and is preserved afterward — reopening and re-closing an incident does not overwrite the original closure date.

Is the Injured Person field required?

No, it's optional — relevant mainly for Injury-type incidents. Near Miss, Property Damage, Environmental, and Quality Violation incidents typically leave it blank.

Does deleting an incident affect the AI Assistant's history?

No. The assistant's chat history is a per-session conversation, not tied to specific incident records — deleting an incident does not delete or alter earlier assistant replies from that session.