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    Setup

     Quick Start Guide: 

    To assist you in using IndustrySafe for the first time, we have developed a Quick Start Guide PDF and a series of short videos that outline the initial steps you need to take to begin using the software.  Download the Quick Start Guide PDF below to get a basic overview of the IndustrySafe software, how to set it up, and how to navigate the site.

    Quick Start Guide PDF

    The videos below will provide you with an overview of how to get started setting up your IndustrySafe site. You will learn the purpose of IndustrySafe’s hierarchy, the benefits of adding users and employees to the software, and why you should consider configuring your forms and branding your site with your company’s logos and other images.

    Quick Start Overview

     

    Building Your IndustrySafe Hierarchy

     

    Adding Employees and Users

     

    IndustrySafe User License Types: 

    The user type determines the type of license that is utilized when a user is assigned to a user level.

    System Administrator / EHS Administrator - Users given access to System Functions, EHS Functions, or Add/Edit access to OSHA Recordkeeping or JSA Hazard Identification are counted as Administrator Users.

    System Functions grants a user access to the following features of IndustrySafe:

    • Facility / Location Profile
    • Edit Modules
    • Edit/Configure Recording Forms
    • Edit Email Templates
    • Edit/Configure Incident Workflow
    • Employee Import Wizard
    • Photo/Logo Upload Wizard
    • Update Hierarchy Wizard
    • User Level Manager

    EHS Functions grants a user access to the following features of IndustrySafe:

    • Edit Observation Checklists
    • Inspection Checklist Import
    • Edit Inspection Checklists
    • Document Library Manager
    • IndustrySafe User Broadcast Email

    OSHA Recordkeeping grants a user access to the OSHA Recordkeeping section of the Incident Investigation form. If this permission is set to None, then this section will not be displayed on that form. If the View Reports check box is selected, then the user will be able to generate the OSHA 301 Report, the OSHA 300 Log, and the OSHA 300a Summary Report.

    JSA Hazard Identification gives users the ability to edit the steps for a JSA, including Hazards, Controls and Risks for each step.

    Manager - Manager users may be given full access to IndustrySafe with the exception of System Functions, EHS functions, and Add/Edit access to OSHA Recordkeeping or JSA Hazard Identification.

    Employee - Employee users' access to IndustrySafe is limited in each module as described below.  System Administrators can further restrict employee users and may determine what modules they can access.

    • Incidents: Add, view, or modify incidents where they are the involved employee
    • Corrective Actions: Add, view, or modify corrective actions where they are the responsible party or investigator
    • Inspections:  Add, view, or modify inspections where they are they investigator or manager.
    • Observations: Add, view, or modify inspections where they are the observer
    • Hazards:  Add, view, or modify hazards that they have reported or where they are the investigator
    • Home: Add, view, or modify tasks and events
    • Claims: Add, view, or modify claims for incidents where they are the involved employee
    • Training: View their training requirements and training history
    • Dashboards:  Full privileges
    • Industrial Hygiene:  No access
    • Job Safety Analysis: Add, view, or modify JSAs where they are the Supervisor or one of the Reviewers

    Employee users are unable to view reports outside of the dashboard module.

    Training Content Learner - If your organization has purchased IndustrySafe's training content add-on, employees that are enrolled in an online training class are assigned to the Training Content Learner user level if a user account has not been previously created for them. Training Content Learners can only view the My Training view of the Training Module's homepage, as well as their Employee Personal Information page.

    Note: System administrators cannot modify the Training Content Learner user level.

    Chart displaying the different user license type restrictions

    *Involved Employee only; ** Responsible Party or Investigator Only; ***Supervisor or Reviewer Only

    Configuring Users and User Levels:

    A user's access to IndustrySafe is controlled by two settings: the user's User Level and the Hierarchy the user is assigned to.  A user level controls a users access to modules and recording forms (none, read only, or Add/Edit), reports, email alerts, and user roles.

    Adding or Renaming a User Level

    To add or rename a user level follow the steps below.

    1. Go to System Functions > Users > Add/Edit Levels.
    2. On this screen you may click the Add button to add a new user level.
    3. You may also change the name or status of an existing user level.
    4. Select the Save button when you are done making your changes.
    5. By default, a new user level will not grant users access to anything until you follow the steps in the next section.

    Modify a User Level

    To modify the permissions associated with an existing user level follow the steps below.

    1. Go to System Functions > Users > Add/Edit Levels.
    2. Click on the Edit link next to the user level you wish to modify.
    3. Modify the permissions described below and select the Save button.

    Ability to Delete

    Specify whether users should be able to delete records.  Generally this type of permission is limited to Administrators.

    Ability to Reopen
    Specify whether users should be able to reopen records that have been closed (locked and made read only).  Generally this type of permission is limited to Administrators or Managers.

    Modify Corrective Action Assignment
    If this permission is set to No, users with access to the corrective actions recording form will not be able to modify the Responsible Party or Estimated Completion date once they have been set.

    User Roles
    Select the user roles that apply to this user level.

    InvestigatorIf this user role is selected, users with this user level will be listed in the Investigator drop-down menus on the Inspection, Hazard, and Corrective Actions Recording Forms.

    JSA Analyst  -If this user role is selected, users with this user level will be listed in the Analysis Done By drop-down menus on the JSA Recording Form

    Responsible Party - If this user role is selected, users with this user level will be listed in the responsible party drop-down menus in Corrective Actions. The Responsible Party for a corrective action is sent an automatic email alert when the corrective action is assigned, as well as before and after it is due.  These users will also be listed in the Manager drop-down menu in Inspections. Users are sent periodic emails summarizing the results of all the inspections where they are identified as the manager.

    Instructor - If this user role is selected, users with this user level will be listed in the Instructor drop-down menus on the Class Schedule form in the Training module.

    HIPPA - If this user role is selected, users with this user level will be able to see the names of employees who have been injured when looking at incident forms and reports. If this option is not selected "Private" will be displayed instead of the employee’s name when the user views a form or report for an incident involving an employee injury.

    Email Alerts
    Select the email alerts that users with this user level should receive.  Users will only be sent email alerts related to facilities they have access to.

    Module Access
    Select the permissions you wish to grant users for each module.

    Recording Forms - For each recording form, select the type of permissions users with this user level should be granted.  The options are None (no access), Read Only, or Add/Edit (full access).  Users will still be limited to records associated with facilities they have access to.

    Close - Select the recording forms that users should be able to close.  When a record is closed it is locked and made read only.  Only designated users may reopen records.

    View Reports - Select the modules where users should be able to run reports.

    Adding or Modify Users

    To add a new user follow the steps below:

    1. Go to System Functions > Users
      • Click on the Add User link to add a new user.
      • Click on the User Summary link to view a list of existing users and click the System ID of the user you wish to modify
    2. Complete the required information and select the Save button.

    When adding a user, enter their employee ID to allow that information to be auto filled on recording forms where appropriate.  If the user does not have a employee ID, leave this field blank (even though it is required).  The Employee ID must match a record in the employees table.

    A user may be assigned to a single location or facility, or they may be given access to all locations within a business group, region, or division.  If a users access is restricted, they will only be able to view/access records associated with the facilities they are given access to.  For more information on setting up the hierarchy, please see below

    Configuring the IndustrySafe Hierarchy

    This video will help you to understand what IndustrySafe’s hierarchy is used for, why it is important, and how you can begin setting up your hierarchy in IndustrySafe.

    IndustrySafe allows users to group locations into a four layer hierarchy.  By default, these layers are Business Group, Region, Division, and Facility.  Users may change the label of any layer and disable any layers that are not needed.  If Business Group, Region, or Division are enabled, each facility must be assigned a value for that layer.  In addition, a facility may only be assigned to one division, a division may only be assigned to one region, and a region may only be assigned to one business group.

    To configure the Business Group, Region, and Division layers follow the steps below.

    1. Go to System Functions > Setup > Edit Forms
    2. Select Company Profile for the Recording Form
    3. Select Basic Information for the Section
    4. On this screen you may change the label of any layer and disable any layer that you do not need.
    5. To add, modify, or delete values for the Business Group, Region, and Division layers, click on theDrop Down hyperlink next to the appropriate field.
    6. Select the Save button once you have made your changes.

    To add or modify facilities follow the steps below.

    1. Go to System Functions > Company Profile
      • Click on the Add New Facility link to add a facility.
      • Click on the Facility Summary link to view a list of all your existing facilities.  Click on the System ID to modify a facility.
    2. On the Facility Profile form, complete all appropriate fields.
    3. If the Business Group, Region, or Division fields are enabled, you must select a value for these layers.
    4. Select the Save button once you have made your changes.

    View the Quick Start Guide here.

    Types of Fields:

    Throughout IndustrySafe there are 10 types of data fields: currency, date, drop down, employee search, hyperlink, note, number, text, text area, and time.

    The following explains the basic function of each field type:

    • Currency – Allows users to enter a currency amount. IndustrySafe automatically formats the field with a dollar sign and only accepts numerical values in this field.
    • Date – Allows users to enter a date manually or pick a date from a popup calendar.
    • Drop down – Allows users to select a single value from a list that you define. The drop down values can be edited by selecting the hyperlink labeled “Drop down.” For more information on editing drop downs, please see page 13.
    • Employee Search – Allows for an end user to start typing an employee’s name and IndustrySafe will search for all employee records that meet the criteria.
    • Hyperlink – Allows users to click on the field, and open a URL in a separate browser window for a url that you define. The url must be a valid web address with no more than 2,000 characters.
    • Note – Allows users to view a read-only note on the form based on a note description you provide. Notes can be any combination of letters, numbers, or symbols up to 1,000 characters.
    • Number - Allows users to enter any number. This is treated as a real number and any leading zeros are removed.
    • Text – Allows users to enter any combination of letters, numbers, or symbols up to 255 characters in a single line text box.
    • Text Area – Allows users to enter any combination of letters, numbers, or symbols up to 4,000 characters in a multi-line text box.
    • Time – Depending on your global setting, this field type allows users to enter a time in either AM/PM format or 24 Hour Time.

    Form Editor:

    The IndustrySafe Form Editor allows you to modify your safety recording forms to meet the needs of your organization. It is divided up into three components: Publish Elements, Field and Features Panels, and Form Layout.

    For more information about the advanced features of the Form Editor, please see the Form Editor User Guide

    The following video provides an overview of the basic features of the Form Editor:

     

    Publish Elements

    The Form Editor's Publish Elements

    The publish elements component allows you to publish your latest changes to the form. If a publish was made in error, you can revert the form to how it was previously published. Publish History will list the latest users who published the form. Print Preview will generate a PDF that will allow you to preview your edits prior to publishing your changes. You can also undo or redo your changes within the publish elements component.

    Field and Features Panels

    Field Panel

    The Field Panel provides you with a list of standard available fields and sections to add to your form. In addition, new fields and sections can also be added to your form using the Field Panel. If you do not want to scroll to find a field from the Field Panel, you can use the search box to find the field.

    The Features Panel includes a list of advanced features including action items and attachments that you can add and remove from your form.

    Form Layout

    Form Layout

    The Form Layout displays a What You See is What You Get (WYSIWYG) view of the form. It displays exactly how an end user will view the form. The form layout can be modified by dragging and dropping fields and sections throughout the form or adding new fields and sections from the Field Panel. Fields or sections can be easily removed by selecting the delete icon next to each field or section.

    Individual fields or sections on the Form Layout can also be modified by selecting the wrench icon next to each individual field or section and modifying the label, tool tip, required setting, and advanced settings.

    Field Properties

     

    Facility/Location Hierarchy Setup Assistance:

    As part of the IndustrySafe Setup and Configuration Assistance Service, TRA will assist you with setting up your Facility / Location Hierarchy.

    To begin using IndustrySafe, you will need to enter data about your facilities or locations.  If you have a small number of locations, and do not wish to group them into regions or divisions, simply go to System Functions > Company Profile and click on the Add New Facility link to add a new location.  You may also click on the Facility Summary link to see a list of your existing facilities.

    IndustrySafe also provides the capability to group your facilities and generate roll-up reports.  To enable this feature, go to System Functions > Setup > Edit Forms and select Company Profile for the Recording Form and Basic Information for the Section.  On that screen there are four fields related to the hierarchy in IndustrySafe: Business Group, Region, Division, and Facility.  You may change the name of any of these fields, and you may enable any of the fields above facility to help you group and organize your facilities.  Facilities are grouped into divisions, divisions are grouped into regions, and regions are grouped into business groups.

    To add new options for business groups, regions, or divisions, just click on the Drop Down hyperlink next to the appropriate field.

    One-Time Import

    If you have a large number of locations and would like us to import those into IndustrySafe for you, simply complete the template linked below and send it to us.
    Location Data Import Template

    Section and Location Import Service

    For client's using IndustrySafe's section and location fields, IndustrySafe provides an import service to import a large number of values.

    One-Time Import
    You may send us a file with your section and location data and we will import it into IndustrySafe for you.

    On-Going Imports
    An automated import can be setup to automatically import this data.  An audit log can be generated in System Functions that displays the results of the import.

    >> Section / Location Data Import Specifications

    Please feel free to contact us for more information on the pricing of the Section / Location Data Service or to set this service up for your site.

    Initial Employee Import Assistance:

    As part of the IndustrySafe Setup and Configuration Assistance Service, TRA will assist you with the initial import of your employee data.

    Employee Import Wizard
    In order to track incidents and other records in IndustrySafe, you need to enter employee information.  You may enter employees into IndustrySafe one at a time, or you may upload employee data from an Excel spreadsheet using the Employee Import Wizard.  You may download a template for importing employee data using the link below.

     Template for the Employee Import Wizard

    In this template, the only required information is a unique employee ID and a name for each employee.  Once you have populated the template, you may upload the data to IndustrySafe by going to System Functions > Setup > Employee Import.  Alternatively, you may email the data to us and we will walk you through the import.

    Automated Employee Import Service
    For larger organizations, TRA offers an automated import service that allows employee data to automatically be transferred from an HR database into IndustrySafe.  For more information on this service, please follow this link.

    How Can I Add IndustrySafe as a Trusted Site:

    If you are getting a message that you have been logged out of IndustrySafe due to Inactivity immediately after you log in, your browser may not be accepting cookies from the IndustrySafe server.  To fix this you can change your browser privacy settings to allow cookies from more sites or add IndustrySafe as a trusted site.  To do this, follow the steps below:

    • Open Internet Explorer and browse to the IndustrySafe Login Page (www.industrysafe.com/default.asp)
    • In Internet Explorer open Tools > Internet Options
    • In the window that opens, click on the Security Tab and then the Trusted Sites check mark icon
    • Click on the Sites Button
    • Click the add button to add https://www.industrysafe.com to your list of trusted sites
    • Close the browser and Reopen it
    • Log Into IndustrySafe

    Browser Settings: Disabling Pop-up Blockers:

    The last step in setting up IndustrySafe is verifying your browser settings. To use IndustrySafe you must allow pop-up windows to appear and be able to download active x viewers. Most computer configurations allow you to adjust your pop-up settings and download active x viewers. You can configure your pop-up settings to only allow pop-ups from the IndustrySafe website. For each of the commonly used browsers below, the steps to allow pop-ups from IndustrySafe are outlined.

    • Internet ExplorerSelect the Tools gear in the upper right>Internet Options. Go to the Privacy tab. Then in the Pop-up Blocker section, select the Settings button. Type in www.industrysafe.com in the text box and select "Add."
    • Google Chrome - Select the Customize and Control Google Chrome icon in the upper right (3 horizontal lines)>Settings. Select the "Show Advanced Settings" hyperlink>Content Settings button in the Privacy section. Find the Pop-ups section and select "Manage Exceptions." Type in https://www.industrysafe.com in the text box and then select "Done" for both open windows.
    • Mozilla Firefox - Select the Open Menu icon in the upper right (3 horizontal lines)>Options. Then select the Content option in the left menu bar. In the Pop-ups section, select the "Exceptions" button. Type in www.industrysafe.com in the text box and select "Allow." Then select "Save Changes."
    • Safari - From the Safari menu, choose Preferences and select the Security tab. Ensure the Block pop-up windows option is not checked. Unchecking this option will allow pop-ups. Please note that you cannot manage exceptions for Safari, meaning you will have to allow pop-ups to all websites to have IndustrySafe work to its maximum capacity.

    See your system administrator if you are having difficult adjusting your settings.

    IndustrySafe, Inc Hosted (Software as a Service) System Requirements:

    To use the IndustrySafe Safety Management Software, an internet connection and a standard desktop or laptop are all you need.

    The following browsers are compatible with IndustrySafe:

    Microsoft Internet Explorer v. 11 or later
    Firefox v. 27-33 or later
    Safari v. 7 or later
    Safari (mobile) v. 5 or later
    Google Chrome, v. 30-32, or later

    For best results we recommend:

    Microsoft Windows XP or later
    Microsoft Internet Explorer v. 11 or later
    Microsoft Office 2003 or later (recommended for manual data analysis)
    Adobe Acrobat Reader
    Pop-up blockers disabled for the IndustrySafe site
    Browser settings set to allow cookies (IE default settings allow cookies)