> For the complete documentation index, see [llms.txt](https://interfacing.gitbook.io/interfacing-help-files/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://interfacing.gitbook.io/interfacing-help-files/quality-managers/incident-application/creating-and-managing-incidents/create-new-incident.md).

# Create New Incident

Create and submit a new incident to initiate the Incident Management workflow.

## Workflow Overview

<i class="fa-location-dot">:location-dot:</i>  **Current Task:** Create New Incident

<i class="fa-user">:user:</i>  **Performed By:** Report Creator (e.g., Employee, Team Lead, IT Support Specialist)

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***

## Completing the Form

Use the **New Incident** form to document a detected incident.

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{% hint style="warning" %}
To download a PDF copy of the completed incident report, click **Download PDF** at the bottom of the form.
{% endhint %}

{% hint style="success" %}
For guidance on common form features and functions, see [**Working with Forms**](/interfacing-help-files/end-users/exploring-apps/working-with-forms.md).
{% endhint %}

***

{% stepper %}
{% step %}

### Copy Existing Report (Optional)

If the new incident is similar to an existing one, you can copy that report as a starting point.

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* **Copy Existing Incident:** Select the incident report you want to use as a template.
* **Copy Incident Information:** Click to populate the form (including any collapsed sections) with the selected report's information.

{% hint style="danger" %}
This action will overwrite any data already entered in the form.
{% endhint %}

Review and update the fields as needed to reflect the new incident.

***

{% endstep %}

{% step %}

### Identify, Classify, & Assign Ownership

Provide the information needed to uniquely identify, classify, and assign ownership of the incident.

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* **What Is the Incident?:** Enter a brief, descriptive title summarizing the incident.
* **Reference No.:** Enter a unique reference number or identifier for the incident, if applicable.
* **Reported By:\*** Verify the individual reporting the incident.

{% hint style="info" %}
This field defaults to the logged-in user; modify it if reporting on behalf of someone else.
{% endhint %}

* **Reported (Date & Time):\*** Verify the date and time the incident was reported.

{% hint style="info" %}
This field defaults to the current date; modify it if the incident was reported earlier or at a different time.
{% endhint %}

* **Occurred (Date & Time):** Select the date and time the incident occurred.
* **Estimated Due Date:** Select the expected date by which the incident must be resolved.
* **Incident Type:\*** Select the classification that best describes the incident.

<details>

<summary><mark style="color:cyan;"><strong>Incident Types</strong></mark></summary>

<table><thead><tr><th width="260.7999267578125">Incident Type</th><th>Description</th></tr></thead><tbody><tr><td><strong>Hazard-Vehicle</strong></td><td>A condition, action, or circumstance involving a vehicle that creates a potential risk of accident, injury, damage, or unsafe operation.</td></tr><tr><td><strong>HSW (Health, Safety, and Welfare) Issue / Injury / Illness</strong></td><td>A health, safety, or welfare-related incident involving an injury, illness, unsafe condition, or concern that may affect the physical or mental well-being of employees, workers, or other individuals.</td></tr><tr><td><strong>HSW Pain and Discomfort</strong></td><td>Physical or emotional discomfort experienced due to workplace conditions, activities, ergonomic factors, or other health and safety-related causes that may not yet constitute a formal injury or illness.</td></tr><tr><td><strong>Near Miss Vehicle</strong></td><td>A vehicle-related incident that could have resulted in injury, damage, or loss but did not, either by chance or timely intervention.</td></tr></tbody></table>

</details>

* **Severity of the Incident:** Select the level that reflects the potential or actual impact of the incident (e.g., Minor, Major, Critical).&#x20;
* **Priority of the Incident:** Select the level of importance or urgency (e.g., Low, Medium, High).
* **Probability of Incident Recurring:** Select the likelihood that the incident could happen again.
* [**Site:**](#user-content-fn-1)[^1] Select the physical or operational location associated with the incident.
* **Where the Incident Happened:** Provide additional details about the location or place where the incident occurred.

{% hint style="info" %}
Unlike the structured **Site** field, this field allows for more specific location information, such as room numbers, specific work areas, or temporary locations.
{% endhint %}

* [**Category:**](#user-content-fn-2)[^2] Select the classification used to group similar incidents for reporting and analysis.
* [**Business Division:**](#user-content-fn-3)[^3] Select the primary functional unit (department) associated with the incident.
  * Selecting a division filters the options shown in the **Business Line** field.
* [**Business Line:**](#user-content-fn-4)[^4] Select the specialized unit within the selected division.
* [**Incident Report Reviewer:**](#user-content-fn-5)[^5]**\*** Select the user, role, or group responsible for reviewing the incident report.
* **Description of the Incident:** Provide a detailed description of the incident, including what happened, who was involved, and any known impacts or contributing factors.

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**Read-Only Fields** (🔒)

* **Incident ID:** A system-generated, unique identifier used for tracking and reference.

{% hint style="warning" %}
This ID is assigned upon submission.

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{% endhint %}

***

{% endstep %}

{% step %}

### Document Immediate Response & Supporting Evidence

Provide information about the initial response to the incident and any supporting evidence or documentation.

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* **Immediate Response Actions:** Describe any actions taken immediately after the incident to contain, mitigate, or respond to the situation.
* **Relevant Documents:** Upload any files, images, reports, or supporting documentation related to the incident.

***

{% endstep %}

{% step %}

### Link Related Elements (Optional)

Associate the incident with relevant elements to indicate relationships, dependencies, or impacts.

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* [**Related To:**](#user-content-fn-6)[^6] Select one or more associations relevant to the incident.

{% hint style="warning" %}
Additional fields may become available based on your selection.

* **Process**
  * [**Process(es):**](#user-content-fn-7)[^7] Select one or more associated processes.
* **Document**
  * [**Document(s):**](#user-content-fn-8)[^8] Select one or more associated documents.
* **Rule**
  * [**Rule(s):**](#user-content-fn-9)[^9] Select one or more associated rules.
* **Service**
  * [**Service(s):**](#user-content-fn-10)[^10] Select one or more associated services or capabilities.
* **Control**
  * [**Control(s):**](#user-content-fn-11)[^11] Select one or more associated controls.
    {% endhint %}

***

{% endstep %}

{% step %}

### Expand Report (Optional)

To include additional information beyond the standard report, select the **Advanced Report** checkbox.

This reveals the **Select the Incident Impact** section, where you can further categorize and document the incident by selecting checkboxes from three sets.

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#### 5.1 Incident Type(s)

Use this set to identify the types of incidents involved. Each selected option reveals a related section for entering detailed information.

* **Contractor Issue Details:** Select if the incident involves issues with a contractor.

<details>

<summary><mark style="color:blue;"><strong>Contractor Issue Details</strong></mark></summary>

Document contractor-related issues associated with the incident.

{% hint style="info" %}
This type of incident involves problems, non-compliance, performance issues, or disputes related to external contractors performing work or services on behalf of the organization.
{% endhint %}

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* [**Select Contractor:**](#user-content-fn-12)[^12] Select the contractor associated with the incident.&#x20;

{% hint style="warning" %}
When a contractor is selected, the following read-only fields are automatically populated with available information.

* **Contractor ID:** The unique identifier assigned to the contractor.

* **Contractor Type:** The classification of the contractor.

* **Registration Number:** The official registration or license number associated with the contractor.
  {% endhint %}

* **Details of the Issue:** Describe the nature of the issue involving the contractor, including what occurred and any relevant context.

* **Relevant Documents:** Upload documents related to the contractor issue.

</details>

* **Customer Complaints:** Select if the incident involves customer complaints.

<details>

<summary><mark style="color:blue;"><strong>Customer Complaint Details</strong></mark></summary>

Document the customer complaints related to the incident.

{% hint style="info" %}
This type of incident involves feedback or complaints from customers regarding product quality, performance, or service-related issues. It is a critical incident type in a quality management system (QMS).
{% endhint %}

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* **Customer Name:** Enter the name of the customer who filed the complaint.
* **Representative Name:** Enter the name of the representative or point of contact for the customer.
* **Representative Phone Number:** Enter the phone number of the representative.
* **Representative Email:** Enter the email address of the representative.
* **Customer Address:** Provide the address associated with the customer filing the complaint.
* **Complaint Details:** Describe the issues raised by the customer.
* **Relevant Documents:** Upload documents related to the customer complaint.

</details>

* **Data Security:** Select if the incident involves data security issues.

<details>

<summary><mark style="color:blue;"><strong>Data Security Details</strong></mark></summary>

Document the data security aspects of the incident.

{% hint style="info" %}
This type of incident involves breaches or vulnerabilities that compromise the confidentiality, integrity, or availability of data.
{% endhint %}

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* **Was There a Loss of Data?:** Select if there was a loss of data as a result of the incident.
  * If selected, indicate whether impacted customers were notified of the data loss.
* **Type of Incident:** Select the checkbox(es) for the applicable type(s) of data security incident.

  * **Denial of Service:** Select if the incident involves a denial of service attack.

  <div data-gb-custom-block data-tag="hint" data-style="info" class="hint hint-info"><p>During a denial-of-service attack, a malicious actor floods a network or system with an excessive volume of traffic, leading to a slowdown or complete system crash. These attacks are commonly directed towards well-known entities such as banks or government institutions, aiming to disrupt their operations and incur financial losses. However, it’s essential to note that organizations of varying sizes can fall victim to such assaults.</p></div>

  * **Malware:** Select if the incident involves malicious software (malware).
  * **Network Scanning Problem:** Select if the incident is related to issues with network scanning.
  * **Social Engineering:** Select if the incident involves social engineering tactics.

  <div data-gb-custom-block data-tag="hint" data-style="info" class="hint hint-info"><p>Social engineering refers to a set of tactics used to manipulate individuals into revealing confidential information or performing actions that compromise security. Examples include phishing, pretexting, and impersonation.</p></div>

  * **System Misuse:** Select if the incident involves improper use of a system.
  * **Technical Vulnerability:** Select if the incident stems from a technical vulnerability.
  * **Unauthorized Access:** Select if the incident involves access by unauthorized individuals.
  * **Virus / Malicious Code:** Select if the incident involves a virus or malicious code.
  * **Other:** Select if the incident falls outside the predefined categories.
    * If selected, specify the nature of the incident in the designated field.
* **Describe the Impact Assessment:** Provide an assessment of the potential and actual impact of the data security incident.
* **Relevant Documents:** Upload documents related to the data security incident.

</details>

* **Defects or Failures:** Select if the incident involves defects or failures.

<details>

<summary><mark style="color:blue;"><strong>Defect or Failure Details</strong></mark></summary>

Document defects or failures related to the incident.

{% hint style="info" %}
This type of incident involves products or components that fail to perform as expected, leading to defects, malfunctions, or safety concerns.
{% endhint %}

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* **Describe the Defect or Failure:** Provide a detailed description of the defect or failure, including how it was identified, the affected product or component, and any observed behavior or outcomes.
* **Relevant Documents:** Upload documents related to the defect or failure.

</details>

* **Environmental or Safety:** Select if the incident involves environmental or safety issues.

<details>

<summary><mark style="color:blue;"><strong>Environmental or Safety Details</strong></mark></summary>

Document the environmental or safety aspects of the incident.

{% hint style="info" %}
This type of incident involves events that pose a serious risk to the environment, workplace safety, or public safety due to quality-related issues.
{% endhint %}

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* **Did It Result from a Natural Occurrence?:** Select if the incident was caused by a natural event.
  * If selected, specify the applicable type(s) of natural occurrence.
    * **Disease**
    * **Earthquake**
    * **Fire**
    * **Flood**
    * **Other Disaster**
      * If selected, specify the type of natural disaster in the designated field.
* **Did It Result from a Non-Natural Occurrence?:** Select if the incident was caused by a non-natural event.
  * If selected, specify the applicable type(s) of non-natural occurrence.
    * **Chemical Spills**
    * **Industrial-Based Fires**
    * **Improperly Contained Radioactive Waste**
    * **Other Disaster**
      * If selected, specify the type of non-natural disaster in the designated field.
* **Describe Actual or Potential Environmental Impact:** Provide a description of the actual or potential impact of the incident on the environment, workplace safety, or public safety.
* **Relevant Documents:** Upload documents related to the environmental or safety incident.

</details>

* **Equipment Failures:** Select if the incident involves equipment failures.

<details>

<summary><mark style="color:blue;"><strong>Equipment Failure Details</strong></mark></summary>

Document equipment failures related to the incident.

{% hint style="info" %}
This type of incident involves the breakdown or malfunction of machinery or equipment used in the production or delivery of products or services.
{% endhint %}

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* **Device Type:** Specify the type of device associated with the equipment failure.
  * If <mark style="color:blue;">**Other**</mark>, specify the type of device in the designated field.
* **Equipment That Failed:** Specify the name or description of the failed equipment.
* **Other Equipment Affected by Failure:** Specify any additional equipment that was impacted as a result of the failure.
* **Manufacturer:** Enter the name of the equipment manufacturer.
* **Model/Part No.:** Enter the model or part number of the equipment.
* **Serial No:** Enter the serial number of the equipment.
* **Bar Code No.:** Enter the barcode number of the equipment.
* **Describe the Equipment Failure:** Provide a detailed description of the failure, including what happened, when it occurred, and any observed symptoms or effects.
* **Relevant Documents:** Upload documents related to the equipment failure.

</details>

* **Human Error:** Select if the incident involves human errors.

<details>

<summary><mark style="color:blue;"><strong>Human Error Details</strong></mark></summary>

Document the human errors related to the incident.

{% hint style="info" %}
This type of incident results from mistakes, oversights, or errors made by employees or workers. They are related to quality issues.
{% endhint %}

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* [**Who Was Involved:**](#user-content-fn-13)[^13] Select the employee involved in the human error incident.
* **Individual Involved Is Not Listed:** Select if the individual involved is not listed in the dropdown.
  * If selected, provide the following information:
    * **Name of the Involved Person:** Enter the name of the person involved.
    * **Contact Information for This Person:** Enter the contact information (email address or phone number) for the person involved.
* **Employee Description of the Event:** Provide a description of the event from the employee’s perspective, including what occurred and any contributing actions or circumstances.
* **Relevant Documents:** Upload documents related to the human error incident.

</details>

* **Medical: Organ:** Select if the incident involves medical issues related to organs.

<details>

<summary><mark style="color:blue;"><strong>Organ Information</strong></mark></summary>

Provide information about the organ involved in the incident.

{% hint style="info" %}
This type of incident involves medical events directly concerning organs within the human body, including organ donation and transplantation.
{% endhint %}

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* **Organ Name:** Select the organ involved in the incident.
* **Is It a Living Donor?:** Specify whether the organ donation was from a living donor.
* **Age of the Donor:** Enter the age of the organ donor.
* **What is the Gender of the Donor?:** Specify the gender of the donor.
  * If <mark style="color:blue;">**Self-Description**</mark>, specify the self-identified gender of the donor.
* **Relevant Documents:** Upload documents related to the medical incident.

</details>

* **Medical: Tissue:** Select if the incident involves medical issues related to tissue.

<details>

<summary><mark style="color:blue;"><strong>Tissue Information</strong></mark></summary>

Provide information about the tissue involved in the incident.

{% hint style="info" %}
This type of incident involves medical events directly related to tissue within the human body, including tissue donation and transplantation.
{% endhint %}

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* **Tissue Name:** Select the tissue involved in the incident.
* **Is It a Living Donor?:** Specify whether the tissue donation was from a living donor.
* **Age of the Donor:** Enter the age of the organ donor.
* **What is the Gender of the Donor?:** Specify the gender of the donor.
  * If <mark style="color:blue;">**Self-Description**</mark>, specify the self-identified gender of the donor.
* **Relevant Documents:** Upload documents related to the medical incident.

</details>

* **Supplier Issues:** Select if the incident involves issues with a supplier.

<details>

<summary><mark style="color:blue;"><strong>Supplier Issue Details</strong></mark></summary>

Document supplier-related issues associated with the incident.

{% hint style="info" %}
This type of incident involves problems with materials or components supplied by external vendors or suppliers, which can impact the quality of the final product.
{% endhint %}

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* [**Selected the Impacted Supplier:**](#user-content-fn-14)[^14] Select the supplier associated with the incident.

{% hint style="warning" %}
When a supplier is selected, the following read-only fields are automatically populated with available information.

* **Supplier Representative Name:** The name of the representative associated with the selected supplier.

* **Representative's Phone:** The phone number of the supplier’s representative.

* **Representative's Email:** The email address of the supplier’s representative.
  {% endhint %}

* **Details of the Issue:** Describe the nature of the issue involving the supplier, including what occurred and any relevant context.

* **Relevant Documents:** Upload documents related to the supplier issue.

</details>

#### 5.2 Root Cause Information

Use this set to document information related to the incident investigation. Each selected option reveals a related section for entering detailed information.

* **Do You Want to Add an Intake Form?:** Select to include the intake form associated with the incident.

<details>

<summary><mark style="color:blue;"><strong>Intake Form</strong></mark></summary>

Document the initial information collected when the incident was identified or reported.

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* **Intake Description:** Describe how the incident was identified, reported, or communicated.
* **Relevant Documents:** Upload documents related to the incident.

</details>

{% hint style="info" %}
An **intake form** is a document used to collect initial information or details about an incident, event, or situation. It serves as the first step in the documentation and investigation process, providing a foundation for further analysis and action.
{% endhint %}

* **Do You Want to Add an Investigation Report?:** Select to include an investigation report for the incident.

<details>

<summary><mark style="color:blue;"><strong>Investigation Report</strong></mark></summary>

Document the findings of the incident investigation.

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* **Investigation Description:** Describe the investigation findings, including identified root causes, contributing factors, and proposed corrective actions.
* **Relevant Documents:** Upload documents related to the investigation.

</details>

* **Do You Want to Add a Variance Note?:** Select to include a variance note for the incident.

<details>

<summary><mark style="color:blue;"><strong>Variance Note</strong></mark></summary>

Document any deviations or discrepancies related to the incident.

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* **Variance Note Description:** Describe the observed discrepancies or deviations from standard procedures, protocols, or expectations.
* **Relevant Documents:** Upload documents related to the variance note.

</details>

{% hint style="info" %}
A **variance note** is a record documenting any discrepancies, deviations, or variations observed in relation to standard procedures, protocols, or expectations. It provides valuable insights into potential causes of incidents, aiding in identifying root causes and implementing corrective actions.
{% endhint %}

* **Do You Want to Add Other Documents/Details?:** Select to include additional information or documentation related to the incident.

<details>

<summary><mark style="color:blue;"><strong>Other Root Cause Details</strong></mark></summary>

Provide additional information related to the incident.

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* **Other Investigation Description:** Provide additional context, insights, or notes about the investigation process or findings.
* **Relevant Documents:** Upload any supporting documents.

</details>

#### 5.3 Additional Information

Use this set to capture additional details related to the incident and its overall impact. Each selected option reveals a related section for entering detailed information.

* **Is It Product-Related?:** Select if the incident is related to a product.

<details>

<summary><mark style="color:blue;"><strong>Product Information</strong></mark></summary>

Document the product-related aspects of the incident.

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* [**Products:**](#user-content-fn-15)[^15] Select one or more product(s) associated with the incident.
* **Impact on Selected Product(s):** Describe the impact of the incident on the selected products.

</details>

* **Was an Authority Contacted?:** Select if an authority was contacted regarding the incident.

<details>

<summary><mark style="color:blue;"><strong>Authority Contacted</strong></mark></summary>

Provide information about the authority contacted.

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* **Name of the Authority Contacted:** Enter the name of the authority or organization contacted about the incident.
* **Date & Time the Authority Was Contacted:** Select the date and time when the authority was contacted.
* **Contact Phone Number:** Enter the phone number of the contacted authority.
* **Contact Email Address:** Enter the email address of the contacted authority.
* **Description of the Reported Event:** Provide a description of the event reported to the authority.
* **Relevant Documents:** Upload documents related to the reported event.

</details>

* **Were Customers Impacted?:** Select if customers were affected by the incident.

<details>

<summary><mark style="color:blue;"><strong>Impacted Customers Information</strong></mark></summary>

Provide information about customers who were impacted by the incident.

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* **List of Impacted Customers and Details:** List and provide details about the impacted customers.
* **Relevant Documents:** Upload documents related to the impacted customers.

</details>

* **Were There Any Injuries?:** Select if there were any injuries related to the incident.

<details>

<summary><mark style="color:blue;"><strong>Reported Injuries</strong></mark></summary>

Document injuries reported in relation to the incident.

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* **Person Injured:\*** Select the individual who sustained the injury.
* **Injury Type:** Select the type of injury sustained (e.g., Amputation, Dislocation, Burns).
* **Consequence (Injury Severity):\*** Select the severity or outcome of the injury.

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<table><thead><tr><th width="215.20001220703125">Consequence</th><th>Description</th></tr></thead><tbody><tr><td><strong>Discomfort Report</strong></td><td>Minor discomfort reported that does not require treatment.</td></tr><tr><td><strong>Fatality</strong></td><td>An injury that resulted in the loss of life</td></tr><tr><td><strong>First Aid Injury</strong></td><td>An injury that required first aid but did not escalate to medical treatment.</td></tr><tr><td><strong>Lost Time Injury</strong></td><td>An injury resulting in the employee being unable to work for one or more days.</td></tr><tr><td><strong>Medical Treatment Injury</strong></td><td>An injury that required medical intervention beyond first aid.</td></tr><tr><td><strong>No Treatment</strong></td><td>An injury where no medical treatment was provided or required.</td></tr><tr><td><strong>Restricted Work Injury</strong></td><td>An injury that limited the injured person’s ability to perform their normal duties.</td></tr></tbody></table>

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* **Injury Status:\*** Select the current status of the injury.

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<table><thead><tr><th width="215.199951171875">Status</th><th>Description</th></tr></thead><tbody><tr><td><strong>At Work – On Return to Work Plan</strong></td><td>The injured individual is at work and following a formal return-to-work plan.</td></tr><tr><td><strong>At Work – Restricted Duties</strong></td><td>The injured individual is at work but performing limited or modified duties due to the injury.</td></tr><tr><td><strong>Fully Fit for Normal Duties</strong></td><td>The injured individual has recovered and is able to perform their usual duties without restrictions.</td></tr><tr><td><strong>Off Work – Awaiting Return to Work Plan</strong></td><td>The injured individual is not at work and waiting for a formal return-to-work plan to be established.</td></tr><tr><td><strong>Off Work – Rehabilitation Plans Established</strong></td><td>The injured individual is not at work but has an active rehabilitation plan in place.</td></tr></tbody></table>

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* **Agency:** Select the source or cause of the injury.

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<table><thead><tr><th width="215.20001220703125">Agency</th><th>Description</th></tr></thead><tbody><tr><td><strong>Animal, Human, or Biological Agency</strong></td><td>Injuries caused by interactions with animals, humans, or biological agents such as viruses or bacteria.</td></tr><tr><td><strong>Chemicals or Chemical Products</strong></td><td>Injuries resulting from exposure to hazardous chemicals or chemical substances.</td></tr><tr><td><strong>Environmental Exposure</strong></td><td>Injuries caused by environmental factors such as heat, cold, noise, or natural disasters.</td></tr><tr><td><strong>Machinery or Fixed Plant</strong></td><td>Injuries involving stationary machinery or fixed equipment.</td></tr><tr><td><strong>Materials or Substances</strong></td><td>Injuries caused by handling or contact with materials or substances (e.g., heavy lifting or hazardous materials).</td></tr><tr><td><strong>Mobile Plant and Equipment</strong></td><td>Injuries involving vehicles or mobile machinery, such as forklifts or excavators.</td></tr><tr><td><strong>Non-Powered Hand Tool or Equipment</strong></td><td>Injuries caused by the use of non-powered tools, such as hammers or wrenches.</td></tr><tr><td><strong>Powered Equipment or Tools</strong></td><td>Injuries caused by the use of powered tools, such as drills or saws.</td></tr></tbody></table>

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* **Body Part:** Select the body part affected by the injury (e.g., Head, Arm, Leg).
* **Mechanism:** Select how the injury occurred (e.g., Fall/Trip/Slip, Heat, Mental Stress).
* **Description of the Injuries:** Provide a detailed description of the reported injuries.
* **Treatment Given:** Document the details of any treatment provided to the injured individual.
* **Injury Management Details:** Document key details about how the injury is being managed.
  * **Days Lost:** Enter the total number of workdays lost due to the injury.
  * **Days Lost (Alternate Duties):** Enter the total number of days spent on alternate duties as part of the injury management plan.
  * **From (Date):** Select the date from which the injury-related absence or alternate duties began.
  * **Return to Alternate Duties (Date):** Select the date on which the injured individual resumed alternate duties.
  * **Return to Full Duties (Date):** Select the date on which the injured individual resumed full duties.
  * **ACC Claim No.:** Enter the Accident Compensation Corporation (ACC) claim number associated with the injury, if applicable.
  * **Aggravation of Previous Injury:** Indicate whether the reported injury is an aggravation of a previous injury.
  * **At Work Injury:** Indicate whether the injury occurred at work.
  * **Rehab/EAP Support Required:** Indicate whether rehabilitation or Employee Assistance Program (EAP) support is required for the injured individual.
* **Relevant Documents:** Upload documents related to the reported injuries.

</details>

* **Were There Any Financial Impacts?:** Select if there were financial impacts linked to the incident.

<details>

<summary><mark style="color:blue;"><strong>Financial Impacts</strong></mark></summary>

Document the financial impacts associated with the incident.

<p align="center"><kbd><strong>IMAGE</strong></kbd></p>

* To record financial impacts, use the **Cost Assessment** grid.
  * Click **Add**.
  * In the newly added row:
    * **Cost Item:** Enter a descriptive name or title for the item.
    * **Cost:** Enter the estimated cost associated with the item.
    * **Currency Name:** Select the currency used for the item.
      * Selecting a currency populates the **Currency Symbol** field with the corresponding symbol.
  * Click **Save Changes** or click outside the grid to save.
    * To cancel, click **Discard Changes**.

{% hint style="success" %}

#### Managing Cost Items

Use the following options to manage cost items:

* **Edit:** Click directly in a grid cell to modify its contents.
* **Delete** ( <i class="fa-trash-can">:trash-can:</i> ): Click to remove an item.&#x20;

{% hint style="info" %}
Confirm deletion by clicking **Save Changes** or clicking outside the grid. To cancel, click **Discard Changes** or **Undelete** ( <i class="fa-xmark">:xmark:</i> ).
{% endhint %}
{% endhint %}

* **Financial Report Receiver:** Select the user, role, or group responsible for reviewing the financial report.&#x20;
  * Upon [review](/interfacing-help-files/quality-managers/incident-application/creating-and-managing-incidents/review-incident-report.md) completion, the parties selected in this dropdown will receive an email notification. This notification will inform them of the financial impact of the incident and include a PDF copy of the incident report for further action or reference.
* **Description of Financial Impacts:** Describe the financial impacts associated with the incident.
* **Relevant Documents:** Upload documents related to the financial impacts.

</details>

* **Were There Any Witnesses?:** Select if there were any witnesses to the incident.

<details>

<summary><mark style="color:blue;"><strong>Witness Information</strong></mark></summary>

Provide information about witnesses to the incident.

<p align="center"><kbd><strong>IMAGE</strong></kbd></p>

* [**Witness:**](#user-content-fn-16)[^16] Select one or more employees who witnessed the incident.
* **Additional Witness(es):** Select to include witnesses not listed in the **Witness** dropdown.
  * If selected, enter the name(s) of additional witnesses in the designated field.
* **Witness Report of the Event:** Provide a description of the incident from the perspective of the witness(es).

</details>

***

{% endstep %}

{% step %}

### Define Actions (Optional)

To assign follow-up actions, select **Add Action Items**. A grid appears for managing and tracking action items related to the incident.

{% hint style="warning" %}

#### Actions & Their Impact

An **action item** represents a corrective, preventive, or improvement activity intended to achieve measurable outcomes in quality, compliance, or risk reduction.

* When defined, actions are formally tracked through the workflow. They are assigned to responsible owners and must be completed and approved before the report can be closed.
  {% endhint %}

<p align="center"><kbd><strong>IMAGE</strong></kbd></p>

Click **Add** to create a new action item.

<details>

<summary><mark style="color:blue;"><strong>Add Action Item</strong></mark></summary>

The **Add Action Item** form allows you to create actions associated with the incident.

{% hint style="warning" %}
This form is a modal version of the standard **New Action** form found in the **Action Items** application. It retains nearly all the original fields and functionality, but is adapted to fit the context of the current application.
{% endhint %}

**Key Differences:**

* **Source of the Action:** This field is automatically populated based on the current application context and cannot be modified.
  * For example, in this case, the source is set to **Incident**.
* At the bottom of the form, you can choose from the following save options:
  * **Save and New**: Click to save the action and open a new form to create another.
  * **Save and Close**: Click to save the action and close the form.

{% hint style="success" %}
For guidance on shared fields and functionality, refer to the [documentation for the **New Action** form](/interfacing-help-files/quality-managers/action-item-application/creating-and-managing-action-items/create-new-action.md).
{% endhint %}

</details>

Added entries appear in the grid with the following options:

* **Edit** ( <i class="fa-pen">:pen:</i> ): Click to modify an action.
* **Delete** ( <i class="fa-trash-can">:trash-can:</i> ): Click to remove an action.

{% hint style="info" %}
Confirm deletion by clicking **Save Changes** or clicking outside the grid. To cancel, click **Discard Changes** or **Undelete** ( <i class="fa-xmark">:xmark:</i> ).
{% endhint %}

***

{% endstep %}

{% step %}

### Add Comments (Optional)

Use the **Comments** field to add clarifications, observations, or additional information relevant to the incident.

<p align="center"><kbd><strong>IMAGE</strong></kbd></p>

{% hint style="info" %}

#### Commenting Guidelines

Comments remain visible throughout the workflow for transparency and communication.

* You can **edit**, **delete**, or **reply** to your own comments.
* You can **reply** to others' comments but cannot edit or delete them.
  {% endhint %}

***

{% endstep %}

{% step %}

### Submit Report

Click **Submit** to enter the report into the **Incident Management** workflow, routing it to the designated reviewer for [evaluation](/interfacing-help-files/quality-managers/incident-application/creating-and-managing-incidents/review-incident-report.md).

***

{% endstep %}
{% endstepper %}

***

## See Also

<table data-view="cards"><thead><tr><th></th><th></th><th data-hidden data-card-cover data-type="image">Cover image</th><th data-hidden data-card-target data-type="content-ref"></th></tr></thead><tbody><tr><td><strong>My Submitted Incidents</strong></td><td>View all incidents you have submitted while logged in.</td><td><a href="https://1488562728-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FTx7AmE0d2Q4ja20EYjF5%2Fuploads%2FNZOvD3ldHJ3i1zsvDksS%2FCR-V16-Icons-1.png?alt=media&amp;token=7c420cc4-9abf-4601-8fc3-8e9769771b27">App-V16-Icons-1.png</a></td><td><a href="/interfacing-help-files/quality-managers/incident-application/tracking-and-monitoring-incidents/my-submitted-incidents.md">My Submitted Incidents</a></td></tr></tbody></table>

[^1]: 💡 **For Administrators:**

    * Manage the options that populate the **Site(s)** dropdown in:
      * **QMS Admin Settings** > **General Settings** > [**Location**](/interfacing-help-files/administration-and-configuration/configuring-application-settings/general-application-settings/location.md).
    * Only **active** options will appear in the dropdown.

[^2]: 💡 **For Administrators:**

    * Manage the options that populate the **Category** dropdown in:
      * **QMS Admin Settings** > **General Settings** > [**Category**](/interfacing-help-files/administration-and-configuration/configuring-application-settings/general-application-settings/category.md).
    * Only **active** options will appear in the dropdown.

[^3]: 💡 **For Administrators:**

    * Manage the options that populate the **Business Division** dropdown in:
      * **Library** > [**Organization**](/interfacing-help-files/process-analysts/organization-management.md).
    * Only **active** departments will appear in the dropdown.

[^4]: 💡 **For Administrators:**

    * Manage the options that populate the **Business Line** dropdown in:
      * **Library** > [**Organization**](/interfacing-help-files/process-analysts/organization-management.md).
    * Only **active** departments linked to the selected parent department will appear in the dropdown.

[^5]: 💡 **For Administrators:**

    * Manage the options that populate the **Reviewer** dropdown in:
      * **Library** > [**Organization**](/interfacing-help-files/process-analysts/organization-management.md).
    * Only **active** users, roles, and groups will appear in the dropdown.

[^6]: 💡 **For Administrators:**

    * Manage the options that populate the **Related To** dropdown in:
      * **QMS Admin Settings** > **Incident Settings** > [**Related To**](/interfacing-help-files/end-users/change-request-application/navigating-the-change-request-management-workflow/create-new-change-request.md#identify-impacted-areas).
    * Only **active** options will appear in the dropdown.

[^7]: 💡 **For Administrators:**

    * Manage the options that populate the **Process(es)** dropdown in:
      * **Library** > **Process**.

[^8]: 💡 **For Administrators:**

    * Manage the options that populate the **Document(s)** dropdown in:
      * **Library** > **Document**.

[^9]: 💡 **For Administrators:**

    * Manage the options that populate the **Rule(s)** dropdown in:
      * **Library** > **Rule**.

[^10]: 💡 **For Administrators:**

    * Manage the options that populate the **Service(s)** dropdown in:
      * **Library** > **Capabilities**.

[^11]: 💡 **For Administrators:**

    * Manage the options that populate the **Control(s)** dropdown in:
      * **Library** > **Control**.

[^12]: 💡 **For Administrators:**

    * The list of contractors is sourced from the [**Contractor List**](/interfacing-help-files/supplier-and-product-management/contractor-application/tracking-and-monitoring-contractor-requests/contractor-list.md) module of the **Contractor** application.

[^13]: 💡 **For Administrators:**

    * Manage the options that populate the **Involved** dropdown in:
      * **Library** > [**Organization**](/interfacing-help-files/process-analysts/organization-management.md).
    * Only **active** users will appear in the dropdown.

[^14]: 💡 **For Administrators:**

    * The list of suppliers is sourced from the **Supplier List** module of the **Supplier** application.

[^15]: 💡 **For Administrators:**

    * The list of products is sourced from the [**Product(s) / Equipment**](/interfacing-help-files/supplier-and-product-management/products-equipment-application.md) application.

[^16]: 💡 **For Administrators:**

    * Manage the options that populate the **Witness** dropdown in:
      * **Library** > [**Organization**](/interfacing-help-files/process-analysts/organization-management.md).
    * Only **active** users will appear in the dropdown.


---

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