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    System Functions

    What are System Functions: 

    The System Functions module contains the administrative functions of IndustrySafe. The module is comprised of: Preferences, Users, Monthly Stats, Facility Profile, Employees, Setup, and Reports.


    • The Preferences section allows you to Set Preferences, which includes how many records are displayed per page, language settings,clearing Summary Screens, Dashboard Filters, Dashboard Reports, and Show/Hide settings. Users can also select a report logo to display. The Preference section also allows users to change their email and password for IndustrySafe.
    • The Users section is where Administrators can Add/Edit User Levels and the permissions each user level has, Add a new User, view the User summary, and send out a Broadcast Email to all IndustrySafe Users.
    • The Monthly Stats section allows Administrators to add hours for each facility. These hours are used in IndustrySafe to generate incident rates.
    • The Facility Profile section allows an Administrator to add a new facility, or view the Facility Summary where users can see all Facilities, and edit any existing facilities.
    • The Employee section allows an Administrator to add a new employee, or view the Employee Summary where users can see all Employees, and edit any existing employees.
    • The Setup section is where Administrators can Edit Forms for any of their available modules, Edit E-mail Templates, edit their Incident Work Flow, use the Employee Import Wizard, add Photo/Logo to the site and reports, do a Hierarchy Update, Change Translations, Edit Observation Checklists, do an Inspection Checklist Import, or Edit Inspection Checklists.
    • In addition there is a Reports & Analysis section which contain global reports, mostly related to email notifications and email alerts, but also contain a Usage Tracking Log where users can see what users have been in IndustrySafe, as well as a User Audit log which shows log in time for the last 30 days. There is a Data Import log that will show any errors or failed updates that occurred in when data was imported.

    Resetting Passwords:

    End users and System Administrators have multiple ways to reset passwords and these options are described below.

    Resetting Your Password from the IndustrySafe Log In Page

    • If you forgot your password, you can go to the IndustrySafe Login Page and select the "Forgot Your Password?" link.

    • You will then be asked to enter your email address.

    • If a matching email address is found, an email with password reset instructions will be sent to your inbox. You may need to check spam folders.

    • After clicking the link, you'll be asked to set a new password with the following criteria:
      • Passwords Must:
        • Be a minimum of 10 characters
        • Contain no more than 2 identical characters in a row
      • Meet at least 3 of the 4 rules listed below:
        • Include at least one lowercase character (a-z)
        • Include at least one uppercase characters (A-Z)
        • Include at least one digit (0-9)
        • Include at least one special character

    • Once a password meets the needed criteria and clicking "Save Password", you'll receive the below message to log in :

    • You'll also receive an email confirming the change has been made and will display your IndustrySafe user name in bold lettering:

    • If you did NOT request a password change, please follow the link to reset IMMEDIATELY. Please also follow up with you System Administrator & IndustrySafe Support.

    Changing Your Password in IndustrySafe

    • To change your password from within IndustrySafe, select the wrench in the upper right corner and then select Preferences and Change Password.  You will then be asked to enter your current password, followed by your new password.

    System Administrator Changing a Password in IndustrySafe

    • System Administrators can also change a Users password by navigating the the wrench in the upper right corner, Users and then select User Summary. Locate the Users in the Summary and click on the System ID. From there, click the "Reset Password" link. An email will be sent to the email address on files for that Users and they will follow the above referenced links to reset their password accordingly.

    Forgot Your User Name?

    • Please reach out to your IndustrySafe System Administrator who can provide this information.
    • Please note that the reset password confirmation email will also include your user name.

    Importing Employees:

    This video will demonstrate how to import employees onto IndustrySafe:

     

    Adding and Modifying Users End User Guide:

    This guide describes the process for adding and editing users and user levels using the IndustrySafe Safety Management Software.  To download and view the guide, click the link below:

    Adding and Modifying Users End User Guide

    Add a New Field: 

    New fields can be added to any recording forms. When adding a new field the user can define the field label, field type and if it is a required field. If the new field is a drop down, the user can also populate the drop down values. New fields always appear at the end of the section to which they are added.

    Quick Steps Example: Adding a New Field

    1. Open the System Functions module by selecting the System Functions wrench in the main menu.
    2. On the horizontal menu select Set-Up, then select Edit Forms.
    3. In the Recording Form drop down, select the Recording Form for which to add the field.
    4. In the Section drop down, select the Section for which to add the field.
    5. Select the Add a Field button.
    6. A new field will appear at the bottom of the section.
    7. Enter the desired field label. Select the desired field type and indicate if the field should be required.
    8. Select the Save button.
    9. Select the View Form button, to verify that the field was added to the form.
    10. If the field type is Drop Down, select the Edit Drop Down link to enter the appropriate values.

    Edit a Field: 

    Editing an existing field label means that you change the field label of an existing field. For example, you can change a field originally labeled "Estimated Cost of Corrective Action" to "Estimated Cost."

    Quick Steps Example: Editing an Existing Field

    1. Open the System Functions module by selecting the System Functions wrench in the main menu.
    2. On the horizontal menu select Set-Up, then select Edit Forms.
    3. In the Recording Form drop down, select the Recording Form where the field appears.
    4. In the Section drop down, select the Section where the field appears.
    5. Find the field you wish to edit. If it is an editable, place your cursor in the text box and enter the new field label.
    6. Select the Save button.
    7. The field label will now be changed. Select the View Form button, to verify that the field label

    Disabling a Field:

    Disabling a field will remove a field from a recording form.

    Quick Steps Example: Disabling a Field

    1. Open the System Functions module by selecting the System Functions wrench in the main menu.
    2. On the horizontal menu select Set-Up, then select Edit Forms.
    3. In the Recording Form drop down, select the Recording Form where the drop down appears.
    4. In the Section drop down, select the Section where the field appears.
    5. Find the field, in the Status column select Disabled.
    6. Select the Save button.
    7. This field should no longer appear on the recording form.

    Editing a Record: 

    With the appropriate user level setting, users can edit records for every module. To edit a record, simply select the module. Find the record you wish to edit using the sort and filter functions of the summary screen. Select the System ID for the record. The desired record will appear. Edit the appropriate fields. Select the Save button. IndustrySafe will check all fields to ensure that all data is in the valid format and that all required fields are completed. If all appropriate data is entered, including all required fields, after the user selects the Save button a Successful Save will appear at the top of the form. If invalid data is entered or a required field is not completed, these field labels will appear at the top of the form. The user can select the field label and will be taken to the incomplete field.

    Quick Steps Example: Editing an Inspection

    1. Open the Inspection module by selecting the Inspection tab in the main menu.
    2. In the Inspection Summary, select the System ID of the record you wish to edit.
    3. Edit the appropriate fields.
    4. Select the Save button.
    5. If all required fields are complete and all data is in a valid format, the successful save message will appear.

    Configuring Fields and Drop Downs in IndustrySafe:

    The Edit Forms Section of Setup allows System Administrators to add and edit fields, edit drop down values, configure additional features, and define email alert criteria. To configure a recording form go to System Functions > Setup > Edit Forms and select the name of the recording form and the section you wish to modify. Once the section appears, you may change field labels, make fields required or optional, enable or disable fields, add new fields to the section, and change drop down field options. Once you have made your desired edits be sure to select the Save button to save your changes. You can view the modifications by selecting the View Form button.

    Even more features are available with our Form Editor, which is currently available for Hazards and Corrective Actions. For more information, please refer to our article on the Form Editor.

    On every recording form there are certain fields that the system administrator cannot edit or disable. These fields are critical to the core functions of IndustrySafe. The IndustrySafe hierarchy fields may be configured, but only on the Company Profile form. The changes you make to these fields are displayed on all the other IndustrySafe forms.

    Configuring a Drop Down Field Menu
    To modify the options listed in a drop down field, follow the steps below.

    1. Click on the System Functions wrench in the main menu of IndustrySafe.
    2. In the slide navigation pane, select Setup and then Edit Forms.
    3. In the list of forms, select the recording form where the field appears.
    4. In the list of sections, select the section where the field appears.
    5. Click on the Drop Down hyperlink next to the drop down field you wish to modify.
    6. On the Edit Drop Down screen you may click the add button to add a new option.
    7. Add a value for the new option.
    8. Select the Save button.

    For example, to configure the Incident Type field in the Basic Information section of the New Incident Form:

    1. Go to System Functions > Setup > Edit Forms.
    2. Select New Incident Form for the recording form.
    3. Select Basic Information for the section.
    4. To change the field label to Event Category, simply overwrite the existing name and click the save button.
    5. To change the list of options, click on the Drop Down hyperlink next to the Incident Type field.

    Advanced Configuration Settings:

    Select IndustrySafe recording forms include Advanced Configuration Settings when using the Edit Forms feature in System Functions.

    For forms with Advanced Configuration Settings, System Administrators will view an additional column labeled "Advanced Settings" on the Edit Forms display.  For fields that have the Advanced Settings feature, Advanced Settings will appear as hyperlink.  On selecting the hyperlink, System Administrators will have the ability to chose a controlling field for the field selected.  The controlling field controls when the selected field will display.  System Administrators can then choose via checkbox the values in the controlling field drop down that will display the selected field.

    If you are using a form with our Form Editor, select the wrench for the field that should have advanced settings. Then select the configure button next to Advanced Settings. Select your controlling field and the values in the controlling field drop down that will display the selected field. Then select "Ok" and "Ok" again. To apply your changes to the form, select "Publish."

    For example, if Department is the Selected Field, System Administrators can chose Worker Type (among other choices) as the Controlling Field, System Administrators can then determine what values of worker type will be enable the department field to display.  For example, the department field will only display if full-time and part-time workers are selected as worker type and the Department field will not display if contractor is selected as the worker type.

    Edit a Drop Down: 

    Editing a Drop Down means that you can change the values that appear in a particular drop down either by editing the value, adding a new value or archiving an existing value. Archiving an existing value means that the value will appear in all historical records where the value is selected but it will no longer appear in new records.

    Quick Steps Example: Editing an Existing Value in a Drop Down

    1. Open the System Functions module by selecting the System Functions wrench in the main menu.
    2. On the horizontal menu select Set-Up, then select Edit Forms.
    3. In the Recording Form drop down, select the Recording Form where the drop down appears.
    4. In the Section drop down, select the Section where the field appears.
    5. Find the field that has the drop down you wish to edit. Select the Edit Drop Down link.
    6. Find the value you wish to edit and make the desired modifications.
    7. Select the Save button.

    Quick Steps Example: Adding a New Value to a Drop Down

    1. Open the System Functions module by selecting the System Functions wrench in the main menu.
    2. On the horizontal menu select Set-Up, then select Edit Forms.
    3. In the Recording Form drop down, select the Recording Form where the drop down appears.
    4. In the Section drop down, select the Section where the field appears.
    5. Find the field that has the drop down you wish to edit. Select the Edit Drop Down link.
    6. Select the Add button.
    7. Enter the new value in the blank field
    8. Select the Save button.

    Quick Steps Example: Archiving a Value in a Drop Down

    1. Open the System Functions module by selecting the System Functions wrench in the main menu.
    2. On the horizontal menu select Set-Up, then select Edit Forms.
    3. In the Recording Form drop down, select the Recording Form where the drop down appears.
    4. In the Section drop down, select the Section where the field appears.
    5. Find the field that has the drop down you wish to edit. Select the Edit Drop Down link.
    6. Find the value you wish to archive. Change the status from Available to Archived.
    7. Select the Save button.
    8. The value will no longer appear on any new records. The value will still appear on any historical records where it was selected.

    How to Change an Employee ID: 

    Because IndustrySafe uses Employee IDs to link employees to incidents, training, and other records, users cannot change an employee's Employee ID directly on the Employee Basic Information Form. To change an employee ID, follow the steps below.

    1. Locate the Employee ID you wish to change in the Employee Summary Screen.
    2. Click on the Employee ID to open the Employee Information Page.
    3. Click on the link for the Employee Basic Information Form.
    4. Click the Edit button next to the Employee ID field to open the Change Employee ID page.
    5. Enter the new Employee ID and click Change Employee ID.
    6. Click Yes to confirm.
    7. The Employee ID will be changed and a confirmation message will be displayed.  All records that were linked to the old Employee ID will now be linked to the new Employee ID.
    8. Click on the Employee's Name in the confirmation message to navigate to the Employee Information Page for the new Employee ID.

    Entering Monthly Statistics (Hours Worked):

    This guide describes the process for inputting Monthly Statistics using the IndustrySafe Safety Management Software.  To download and view the guide, click the link below:

    Entering Monthly Statistics (Hours Worked) Guide

    Configuring Email Alerts:

    System Administrators are able to edit IndustrySafe's automatic email notifications and alerts using the Email Template Editor. This tool allows System Administrators to make formatting changes and edit the text of IndustrySafe's automatic email templates. System Administrators can also use the Email Template Editor to identify which fields should be included in the automatic email messages sent from the system.

    The following quick step examples provide detailed instructions on how to edit email templates, and also provide guidance on how to define email alert criteria and archive email alerts.

    Quick Steps Example: Editing an Email Template

    1. Open the System Functions module by selecting the System Functions wrench in the main menu.
    2. On the horizontal menu select Set-Up, then select Edit Email Templates
    3. In the Module drop down, select the Module of the Email Template you wish to edit.
    4. Then select the appropriate template from the Template drop down.
    5. The text of the email template, as well as a list of fields that you may add to the email will display.
    6. Click the Edit button to update the email template.
    7. You may then edit the text of the notification and make the following formatting changes:
      • Bold, italicize, or underline text
      • Insert a bulleted or numbered list
      • Add a link
      • Left-align, center-align, or right-align the email's text, or
      • Switch to HTML view to edit and format your message via HTML
    8. If you would like to add a field to the email template, simply copy its Field ID from the list of available fields provided and paste it in the desired location in the message. For example, to add the Worker Type field to the IndustrySafe Employee Injury email template, simply copy and paste its Field ID, [MI_Worker_Type], from the list into the message.
    9. The list of fields that may be added to the email message also includes a "Status" column to indicate whether that field is currently available on the recording form. You can switch the Status of disabled fields to available so that they appear on the appropriate recording form and can then be copied into your email template.NOTE: The System ID and Date fields will always be included in an email notification or email alert.
    10. Select the Save button when you're satisfied with your edits.

    IndustrySafe's Email Template Editor

    Email Alerts are sent based on a set criteria. System Administrators have the ability to define the criteria and also disable the alert if so desired.

    Quick Steps Example: Defining Email Alert Criteria

    1. Open the System Functions module by selecting the System Functions wrench in the main menu.
    2. On the horizontal menu select Set-Up, then select Edit Forms.
    3. In the Recording Form drop down, select the Recording Form associated with the alert.
    4. In the Section drop down, select Email Alerts.
    5. The Email Alerts criteria available for this recording form will appear.
    6. Enter the appropriate criteria. For example for the overdue corrective action email alert, enter the number of days past the estimated completion date for which the email should be sent.
    7. Select the Save button.

    Quick Steps Example: Archiving an Email Alert

    1. Open the System Functions module by selecting the System Functions wrench in the main menu.
    2. On the horizontal menu select Set-Up, then select Edit Forms.
    3. In the Recording Form drop down, select the Recording Form associated with the alert.
    4. In the Section drop down, select Email Alerts
    5. Select Disable in the status column, for the Email Alert you wish to archive.
    6. Select the Save button. The Alert will no longer be sent.

    Asset Inventory: 

    System Administrators can complete an asset inventory to include all of their assets (similar to completing a facility profile).   Once the asset inventory is populated in IndustrySafe, key asset information (such as vehicle information) can be auto-populated on the appropriate forms, including the Incident, Inspection, Hazard, and Corrective Action forms. For example, when selecting a vehicle number for a vehicle incident, key vehicle information will be populated on the vehicle section of the incident recording form. Users will also be able to conduct trending on these assets on various reports throughout the IndustrySafe software.

    Adding a New Asset
    To add a new Asset, complete the following steps:

    • Open System Functions by clicking the wrench icon in the top right corner of the page.
    • Select Company Profile on the horizontal menu, then select Add New Asset.
    • Fill out the Basic Information section of the Asset Tracking Form.
    • If the Incidents check box is checked, the asset will be listed in the Vehicle List in the Incidents Module.
    • If the Industrial Hygiene check box is checked, the asset will be listed in the equipment drop down on the Industrial Hygiene Sampling Form.
    • Click the Save button.
    • If all required fields are complete and all data is in a valid format, the successful save message will appear.
    The Asset Tracking Form contains the following default fields: Business Group, Region, Division, Facility, Equipment Category, Equipment Type, Make/Manufacturer, Model, Year, License Plate Number, License Plate State, Latitude, and Longitude. However, these fields may be edited and additional fields may be added to the Asset Tracking Form within System Functions > Setup > Edit Forms.

    Note: You can have an IndustrySafe support specialist import your asset information for you.  Simply populate the following template with your assent information and send it to support@industrysafe.com.

    User Preferences:

    In the User Preferences Section, all users are able edit his or her password, set the number of records they want to see in each page of a summary screen, and editing the email address associated with their username, and reset their dashboard and summary screen settings.

    User Preferences

    1. Open the System Functions module by selecting the System Functions wrench in the main menu.
    2. On the horizontal menu, select Preferences, then select Set Preferences
    3. Enter the number of records you wish to see per each page of a summary screen.
    4. Select the Update button.

    Editing your Password

    1. Open the System Functions module by selecting the System Functions wrench in the main menu.
    2. On the horizontal menu select Preferences, then select Change Password
    3. Enter your old password.
    4. Enter your new password.
    5. Confirm your new password, by entering it a second time in the confirm password field.
    6. Select the Update button.
    7. If the new password and the confirm password fields match your password, it will be changed.

    Change Email Address

    1. Open the System Functions module by selecting the System Functions wrench in the main menu.
    2. On the horizontal menu select Preferences, then select Change Email
    3. Enter the email address you wish to be associated with your username.
    4. Select the Update button.

    User Language Settings:

    By default, all IndustrySafe field labels and drop down values are displayed in English.  When adding new users, system administrators may select another language from the list of languages that have been enabled for your site.  A system administrator may also change a user's language setting by going to System Functions > Users > User Summary.  On that screen, click on the System ID for the user, select the appropriate language in the Language field, and select the Save button.  Only languages that have been enabled for your site are listed in the drop down menu.

    How Do I Change my Language: 

    By default, IndustrySafe displays all fields and drop down menus in English.  You may change your language by going to System Functions > User Preferences > Set Preferences.  On that page, select the language you wish to use and select the Update Language button.  Only languages that have been enabled for your site will be listed in the drop down menu.