Summary
This article describes the Cog Wheel Menu (a menu accessed via a cogwheel icon in the Assure interface that provides a list of available actions for a record) available within the Quick Search (a feature in Assure that allows users to rapidly locate records by searching specified fields or columns within a module) results panel. It covers each menu option, explains how the menu display varies by user permissions, and clarifies how clicking a record in Quick Search behaves differently depending on those permissions. This article is relevant to any Assure user who uses Quick Search to locate and act on records across any Module (a functional component of Assure designed to manage a specific area of health, safety, and risk processes).
Prerequisites
An active Assure user account with access to at least one Module.
Role Permissions (a set of access rights defining what actions a user can perform within specified Modules and Organisational Units) configured by a system administrator. The options visible in the Cog Wheel Menu depend entirely on the permissions assigned to the user's role.
The Approval Process must be enabled at both system and module level for the Approvals option to appear in the menu.
Problem / Intent
Users need to perform actions on records quickly without opening each record individually. The Quick Search Cog Wheel Menu provides a shortcut to common record actions - such as viewing details, running a report, editing, copying, deleting, managing approvals or reviews, viewing audit logs, and sending emails - directly from the Quick Search results panel. The options available depend on each user's Role Permission settings.
Steps
The steps below describe how to access and use each option in the Cog Wheel Menu from within Quick Search.
Accessing the Cog Wheel Menu
- Navigate to the relevant Module in Assure (for example, Incident Record, Risk Assessment, Audit).
Click the Magnifying Glass icon on the right-hand side of the record list view to open Quick Search.
Enter a search term in the Quick Search search box. Assure searches across the configured Quick Search Columns (the data fields currently set to appear in Quick Search for that module).
- Locate the record in the results panel.
Click the Cog Wheel icon next to the record. A dropdown menu appears showing the options available to your user account based on your Role Permissions.
Cog Wheel Menu Options
Each option below only appears if the user's Role Permission settings allow that action.
- Detail: Selecting Detail opens the Detail View (a read-only page showing all information about a specific record). Use this option to review a record without entering edit mode.
- Reports: Selecting Report opens the default report for that record in the default output format configured for the module. Available output formats are: PDF, Word, Excel, and Report Viewer. The report list and its default format are configured in Module Setup under Settings.
- Edit: Selecting Edit opens the record directly in edit mode, allowing the user to amend or update the record's fields. This option requires Write (edit) permission in the user's role for that module.
- Copy: Selecting Copy creates a duplicate of the record. During the copy process, the user can also choose to copy:
- Associated Actions (tasks linked to the record)
- Attachments (files and documents uploaded to the record)
- Documents (document library links associated with the record)
- Delete Selecting Delete permanently removes the record. This action requires Deletion Privileges to be granted in the user's role.
Warning: Deleting a record is a permanent action and cannot be undone. Ensure the record is no longer required before selecting Delete.
- Approvals The Approvals option is only visible when the Approval Process has been enabled for the module (configured under Settings and Module Setup). Selecting Approvals displays the approval history of the record, showing each approval stage, who took action, and when.
- Reviews Selecting Reviews allows the user to:
- Manage the record's review history, including editing, completing, or deleting an existing review.
- Manage the record's review history, including editing, completing, or deleting an existing review.
- Logs Selecting Logs displays the Audit Trail Log (a chronological record of all changes made to the record, including what was changed, who made the change, and when it occurred).
- Email Selecting Email opens the email composition screen, allowing the user to send an email about the record to:
- An individual user
- A Notification Group (a predefined collection of users who can receive notifications collectively)
- Multiple users
The user can select from a list of available Email Templates (predefined structures used for composing automated email notifications) when composing the message.
Note: The Email option requires the Manual Notification Supervisor Privilege to be set to Allow on the user's account.
Clicking a Record Directly in Quick Search
If a user clicks on a record row (not the Cog Wheel icon) in the Quick Search results panel:
- If the user has edit privileges, the record opens in edit mode.
- If the user does not have edit privileges, the Detail View (read-only) opens instead.
Notes & Warnings
Note: The options visible in the Cog Wheel Menu depend on each user's Role Permissions. A user will only see options they have been granted permission to use. For example, if a user does not have Delete permission, the Delete option will not appear in the menu.
Note: The Quick Search display (the columns shown in Quick Search results) varies by user. Quick Search Columns can be configured at the system level (applying to all users) or at the individual user level (overriding the system default). See How to Customise Quick Search Columns for full instructions.
Note: The Approvals option only appears if the Approval Process is enabled both in System Settings (Settings > System Settings, "Is Approval Used" checkbox) and in Module Setup for the specific module.
Warning: Clicking Delete from the Cog Wheel Menu permanently removes the record. This action cannot be reversed. Consider archiving records instead if long-term data retention is required.
Examples
Example 1: Viewing an Incident Record via Quick Search
A Health and Safety Manager needs to quickly check the details of an incident reported earlier in the day. They open Quick Search in the Incident Record module, type the incident reference number, and locate the record. They click the Cog Wheel icon and select Detail to open the read-only Detail View. As the manager does not need to edit the record, the Detail View is sufficient.
Example 2: Running a PDF Report from Quick Search
A supervisor wants to download a PDF copy of a risk assessment record to share at a team meeting. They use Quick Search to find the record, click the Cog Wheel icon, and select Report. The system opens the default report in the format configured for that module (for example, PDF). The report downloads or opens in the Report Viewer depending on the module's configuration.
Example 3: Emailing a Record to a Notification Group
An EHS administrator needs to notify the on-site safety team about an updated hazard record. They locate the record in Quick Search, open the Cog Wheel Menu, and select Email. They choose the relevant Notification Group from the recipient list and select an appropriate Email Template. The email is sent to all members of the group.
Troubleshooting
Symptom: A Cog Wheel Menu option (such as Delete or Approvals) is not visible.
Cause: The user's Role Permission does not include access to that action for the current module, or the Approval Process has not been enabled for the module. Resolution:
Contact the Assure Administrator to review the user's Role Permissions for the module.
If the Approvals option is missing, navigate to Settings > System Settings and confirm "Is Approval Used" is checked. Also navigate to Settings > Module Setup, select the module, and confirm "Is Approval Used" is checked under the Approvals section.
Symptom: Clicking a record in Quick Search opens Detail View instead of edit mode.
Cause: The user does not have Write (edit) permission for the module in their assigned role. Resolution:
Contact the Assure Administrator to confirm the user's Role Permission includes Write access for the module and the relevant Organisational Unit.
Once Write permission is granted, clicking the record in Quick Search will open the record in edit mode.
Symptom: The Email option is not visible in the Cog Wheel Menu.
Cause: The user's Supervisor Privilege for "Manual Notification" is set to Deny or Inherit (which defaults to Deny). Resolution:
Navigate to Settings > Organisational Configuration > Supervisor Privileges.
Locate the user's Supervisor Privilege group and set Manual Notification to Allow.
Symptom: The Quick Search returns no results.
Cause: The search term does not match any values in the configured Quick Search Columns for the module, or the columns do not include the field being searched. Resolution:
Try searching using a different field value (such as a record reference number).
To change which fields Quick Search searches, see How to Customise Quick Search Columns.
FAQ
Q: Why do some users see more options in the Cog Wheel Menu than others?
A: The Cog Wheel Menu is permission-driven. Each option (Detail, Report, Edit, Copy, Delete, Approvals, Reviews, Logs, Email) only appears if the user's Role Permissions allow that action for the current module and Organisational Unit. A user with full administrative permissions will see all options; a read-only user may only see Detail and Logs.
Q: Can I customise which columns appear in the Quick Search results panel?
A: Yes. Quick Search Columns (the data fields displayed in Quick Search results) can be configured at two levels. A system administrator can set default columns for all users via Settings > Module Setup > Search Columns. Individual users can override this default by opening Quick Search and selecting the column configuration icon (three horizontal lines). See How to Customise Quick Search Columns for full instructions.
Q: The Approvals option is not appearing. Has the Approval Process been turned on?
A: The Approvals option only appears when the Approval Process (the workflow governing how records are reviewed and authorised) is enabled. Check two places: Settings > System Settings ("Is Approval Used") and Settings > Module Setup for the specific module (Approvals section, "Is Approval Used"). Both must be enabled.
Q: What is the difference between the Detail option and simply clicking the record row in Quick Search?
A: Selecting Detail from the Cog Wheel Menu always opens the read-only Detail View. Clicking the record row directly opens edit mode if the user has Write permission, or the Detail View if the user does not have Write permission. Use the Detail option when you want to explicitly view a read-only summary regardless of your permission level.
Q: When I copy a record, what does "documents (document library links)" mean?
A: When copying a record, the Copy option allows you to also copy document library links associated with the original record. These are references to documents stored in the system's document library that have been linked to the record. The documents themselves are not duplicated; only the link to the shared document is copied to the new record.
AI Metadata
Product Area: Assure - Modules (applicable to all modules)
User Role: All Assure users (options displayed vary by Role Permission); system administrators for configuration of Approvals and Supervisor Privileges
Tags: Quick Search, Cog Wheel Menu, cog menu, menu cog, Record Actions, Detail View, Report, Edit, Copy, Delete, Approvals, Approval Process, Reviews, Record Review, Logs, Audit Trail Log, Email, Notification Group, Email Template, User Permissions, Role Permissions, Quick Search Columns, Assure
Version/Region: Assure (all versions); main Assure web application only (not AssureGo+)
Important synonyms: Cog Wheel Menu = cog menu, menu cog, cogwheel menu, three dots menu; Quick Search = module search, record search; Detail View = record details, read-only view; Audit Trail Log = logs, record log, change history; Approval Process = approvals, approval history; Record Review = reviews, review history; Notification Group = user group, email group; Email Template = notification template
Suggested embedding keywords: quick search cog menu, quick search options, record actions Assure, cog wheel menu options, detail report edit copy delete approvals reviews logs email, quick search permissions, Assure record actions, how to use quick search, quick search cog wheel, module record menu, Assure cog menu, quick search results actions
Relevant modules and cross-module implications: The Quick Search Cog Wheel Menu is available across all Assure Modules (Incident, Risk Assessment, Audit, Equipment Register, Person Register, Supplier Contractor Register, etc.). Each module may display different available options depending on that module's configuration (for example, whether Approvals are enabled in Module Setup). There are no cross-module workflow implications; this feature operates within a single module at a time.