Copying a record

Summary

This article explains how to copy an existing module record in Assure, including optional elements such as Actions, Attachments, and Policies. It also demonstrates how to set a Record Review during the copy process. This feature allows users to duplicate records quickly while maintaining the option to modify content in the newly created copy. The article is relevant to any user with Write permissions for modules in Assure.

Prerequisites

Permissions:

• Write permission for the relevant module (enables creating, editing, and copying module records)

Required access:

• Access to the Organisational Unit (Org Unit) where the record resides

Related articles:

• Getting Started with Assure: Login, Navigation, and Basic Operations (for general record management context)
• Role Permissions (for understanding Write permissions)

None if copying within the same Organisational Unit you have access to.

Problem / Intent

Users often need to create similar records repeatedly, such as risk assessments, inspections, or incident records that share common fields, actions, or documents. Manually re-entering identical information is time-consuming and error-prone. The Copy Record feature allows users to duplicate an existing record with all or selected associated data, then modify only the fields that differ. This streamlines data entry and ensures consistency across similar records.

Steps

1. Locate the Record to Copy

1.1. Navigate to the relevant Module in Assure (for example, Incident Record, Audit, Risk Assessment).

1.2. Use Quick Search or apply a Filter to locate the record you wish to copy.

2. Open the Copy Menu

2.1. Click the Menu Cog (cogwheel icon) on the record row in the module list view.

2.2. Select Copy from the dropdown menu.

Note: The Copy option only appears if you have Write permission for the module.

3. Select Items to Copy

A Copy Options window will appear.

3.1. Tick the checkboxes to include:

• Actions (any tasks or follow-up activities associated with the original record)
• Attachments (files, images, or documents linked to the original record)
• Policies (linked Policy/Guidance/Method Statement documents)

3.2. Leave checkboxes unticked if you do not want to copy those items to the new record.

4. Set a Record Review (Optional)

4.1. Expand the Record Review tab in the Copy Options window.

4.2. Tick the checkbox labelled Do you want to set a Review?

4.3. Enter the following details:

• Due Date (the date by which the new record should be reviewed)
• Review By (select the user responsible for reviewing the record from the dropdown)

Note: Setting a Record Review schedules the copied record for periodic validation to ensure its information remains current and accurate.

5. Complete the Copy

5.1. Click the Copy button at the bottom of the window.

5.2. The system will create a duplicate record and open the Edit page for the new record.

6. Edit the Copied Record

6.1. Review all fields in the new record.

6.2. Modify any information that differs from the original (such as date, location, personnel, or details).

6.3. Save the record using the Save Record button or Save and Close Record from the action bar at the bottom of the screen.

Warning: Content in the form is not auto-saved. You must explicitly save changes using the action bar buttons at the bottom of the screen.

Notes & Warnings

Note: Copied records are created with the same Organisational Unit as the original unless manually changed.

Note: If Auto Reference is enabled for the module, the new record will receive a system-assigned reference automatically. If you have the Override Auto Ref permission, you can manually change the reference after copying.

Note: The copied record opens in Edit mode. No data is committed until you explicitly save the record.

Warning: If you copy Actions, those tasks will be duplicated and assigned to the same users as the original record. Ensure you update assignees and due dates as necessary.

Examples

Example 1: Copying a Risk Assessment with Actions and Attachments

A Health and Safety Officer conducts monthly fire safety inspections using a standard checklist. They copy last month's Risk Assessment record, including the Actions (such as "Check fire extinguisher expiry dates") and Attachments (site plan PDF). They then update the Inspection Date field, modify any new findings, and save the new record. This saves 10 minutes of re-entering repetitive data.

Example 2: Copying an Incident Record without Policies

An administrator wants to log a similar near-miss event. They copy the original incident record but untick Policies because the new incident falls under a different procedure. They tick Actions to carry over corrective tasks. After copying, they update the incident details and assignee, then save.

Example 3: Setting a Review on a Copied Audit Record

An auditor copies last year's annual audit template to create this year's record. They set a Record Review with a Due Date of 12 months from today and assign themselves as the Reviewer. This ensures the audit will be flagged for review next year.

Troubleshooting

FAQ

Q: Can I copy a record to a different Organisational Unit?
A: Yes. After the copied record opens in Edit mode, you can change the Org Unit field (if you have permission to access the target Org Unit). Save the record to commit the change.

Q: What happens to the copied Actions if the original record's Actions have already been completed?
A: Actions are copied with their original status. If the original Actions are marked as complete, the copied Actions will also show as complete. You may need to manually reset their status or create new Actions as needed.

Q: Can I copy a record that is in Submitted or Approved status?
A: Yes. The Copy function works regardless of the record's workflow status. The new record will be created with an "In Progress" status by default.

Q: Will the copied record have the same reference number as the original?
A: No. If Auto Reference is enabled, the copied record will receive a new, system-generated reference. If Auto Reference is disabled or you have Override Auto Ref permission, you can manually set the reference.

Q: If I copy Policies, are the Policy documents themselves duplicated, or just the links?
A: Only the links to the Policy documents are copied. The Policy documents themselves remain as single entries in the Policy/Guidance/Method Statements module.

Related Articles

• Getting Started with Assure: Login, Navigation, and Basic Operations
  Covers general record management including creating, editing, copying, and deleting records.
• Role Permissions
  Details the Write permission required to copy records, as well as related permissions for managing Actions, Attachments, and Reviews.
• Managing Quick Reports and IP Restrictions (Web Portal Only)
  Describes similar copy and edit workflows using the cog menu interface for Quick Reports.

AI Metadata

• Product Area: Assure (Web Application)
• User Role: Any user with Write permission for modules
• Tags: copy record, duplicate record, module record, actions, attachments, policies, record review, cog menu, menu cog, edit page, form editing, record management, quick search
• Version/Region: All Assure regions (global feature)
• Important synonyms:
  • "Duplicate record" = Copy record
  • "Menu cog" = Cogwheel menu, cog menu, settings menu
  • "Record Review" = Review, scheduled review
  • "Action" = Task, follow-up activity
  • "Attachment" = File, document, image
  • "Policy" = Policy/Guidance/Method Statement
• Suggested embedding keywords: copy Assure record, duplicate module record, copy actions attachments policies, set record review on copy, edit copied record, module record duplication, Assure cog menu copy
• Relevant modules: All modules in Assure that support record copying (Incident Record, Audit, Risk Assessment, Inspection, etc.)
• Cross-module implications: None. This is a single-module workflow. The Copy function operates within the same module and does not span multiple Evotix modules.