How to Configure Status Rating

Summary

This article explains how to configure the Status Rating feature (also known as RAG Rating) in Assure to visually indicate the priority or health status of module records using color-coded ratings (Red, Amber, Green). Status Ratings can be based on picklist values, date fields, numeric fields, or a combination of these criteria.

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Prerequisites

• User Role: Supervisor privileges or System Administrator access
• Required Permissions: Access to System Configuration > Module Setup and Picklist Data Dictionary
• Configuration Access: Ability to modify module settings
• Knowledge Required: Understanding of module structure, picklist fields, date fields, and numeric fields in Assure

Problem/Intent

Organisations need a visual indicator to quickly assess the priority, compliance status, or urgency of records within Assure modules. Status Rating provides a standardized Red/Amber/Green (RAG) rating system to:

• Highlight overdue assessments, expired records, or high-priority items
• Enable at-a-glance identification of critical records requiring action
• Support filtering, reporting, and notification triggers based on priority levels
• Improve decision-making and workflow efficiency by surfacing important information visually

Use Cases:

• Risk assessments overdue for review
• Equipment maintenance schedules approaching deadlines
• Age-based categorization (e.g., Person Register by Date of Birth)
• Incident severity classification based on picklist values

Steps

1. Access Module Status Rating Configuration

1. Navigate to Settings in the Assure menu bar
2. Select System Configuration
3. Select Module Setup

4. Locate the module for which the Status Rating will be configured (e.g., Activity Risk Assessment, Person Register, General Risk Assessment, DSE Module)

5. Click the menu cog icon next to the module name

6. Select Settings from the dropdown menu

7. Scroll down to the Status Rating section

2. Select Status Rating Calculation Mode

Choose one of the following calculation modes based on the required logic:

• Disabled: No Status Rating is applied to the module
• Dictionary Only: Status Rating is determined solely by picklist values with assigned priority levels
• Date/Numeric Only: Status Rating is determined by evaluating a date field or numeric field against configured thresholds
• Date/Numeric/Dictionary: Status Rating uses both picklist priority values and date/numeric field thresholds

Select the appropriate mode from the dropdown menu.

3a. Configure Status Rating by Dictionary (Picklist Values)

When to Use: When Status Rating should be determined by the selected value in a picklist field (e.g., Incident Type, Risk Level).

1. Select Dictionary Only or Date/Numeric/Dictionary mode
2. Ensure the relevant picklist field has priority values assigned (see Step 5: Configure Picklist Priority Values)
3. The Status Rating will automatically evaluate the priority assigned to the selected picklist value
4. Save the module settings

Example:

• Picklist Field: Incident Type
• Values:
  • "Critical Injury" → High Priority (Red)
  • "Minor Injury" → Medium Priority (Amber)
  • "Near Miss" → Low Priority (Green)

3b. Configure Status Rating by Date Field

When to Use: When Status Rating should be determined by comparing today's date to a date stored in a record (e.g., Assessment Date, Date of Birth, Due Date).

1. Select Date/Numeric Only or Date/Numeric/Dictionary mode
2. Click the Add button in the Status Rating section
3. In the configuration window:
   • Field: Select the date field from the dropdown (e.g., Assessment Date)
   • Low Priority: Enter the number of days before the target date to trigger Low (Green) status
   • Medium Priority: Enter the number of days before the target date to trigger Medium (Amber) status
   • High Priority: Enter the number of days before the target date to trigger High (Red) status
4. (Optional) Enable the Invert option if the priority logic should be reversed:
   • Invert Enabled: "Low" becomes "High", "High" becomes "Low", "Medium" remains unchanged

5. Click Save & Close

6. Save the module settings

Date Evaluation Logic:

• The system compares today's date to the value of the selected date field
• Priority thresholds define the number of days before or after the target date
• Use positive values for days before the target date
• Use negative values for dates in the past (after the target date)

Example 1: Upcoming Assessment Date

• Module: Activity Risk Assessment
• Field: Assessment Date
• Today's Date: 20/01/2021
• Configuration:
  • Low Priority = 7 days before
  • Medium Priority = 3 days before
  • High Priority = 1 day before

Example 2: Age-Based Rating with Invert

• Module: Person Register
• Field: Date of Birth
• Invert Option: Enabled
• Configuration:
  • Low Priority = 6570 days (18 years)
  • Medium Priority = 9125 days (25 years)

Example 3: Overdue Assessment with Notification Trigger

• Module: General Risk Assessment
• Field: Assessment Date
• Assessment Date: 18/05/2021
• Configuration (triggers notification 9 months in advance):
  • Low Priority = 0 days before
  • Medium Priority = -150 days before (150 days past)
  • High Priority = -275 days before (275 days past)

The record will be low priority from Assessment Date until day 149

The record will be medium priority from Assessment Date(s) 20/09/2021 and 19/05/2021

The notification configured should be set up to trigger on High priority - On day 275 (9 Months in the future) a notification will be sent to the desired recipient.

Example 4: DSE Assessment with Extended Date Range

• Module: DSE
• Field: Assessment Date
• Configuration:
  • Low Priority = 9999 days before (over 27 years in advance)
  • Medium Priority = 90 days before
  • High Priority = -365 days before (1 year overdue)

Note: Date values exceeding 9999 days will display as "Not Set" (Grey).

3c. Configure Status Rating by Numeric Field

When to Use: When Status Rating should be determined by the value of a numeric field (e.g., Risk Score, Compliance Percentage).

1. Select Date/Numeric Only or Date/Numeric/Dictionary mode
2. Click the Add button in the Status Rating section
3. In the configuration window:
   • Field: Select the numeric field from the dropdown
   • Low Priority: Enter the numeric threshold for Low (Green) status
   • Medium Priority: Enter the numeric threshold for Medium (Amber) status
   • High Priority: Enter the numeric threshold for High (Red) status
4. (Optional) Enable the Invert option to reverse the priority logic
5. Click Add
6. Save the module settings

4. Save and Apply Status Rating Configuration

1. After configuring the Status Rating logic, click Save in the module settings
2. Return to the module's record list or grid view
3. Verify that the Status Rating column displays the correct color-coded ratings (Red, Amber, Green, Grey)

5. Configure Picklist Priority Values (For Dictionary Mode)

When to Use: When using Dictionary Only or Date/Numeric/Dictionary mode, picklist values must have priority levels assigned.

1. Navigate to Settings > System Configuration > Picklist Data Dictionary
2. Use the search bar to locate the picklist field (e.g., Incident Type, Risk Level)
3. Click the menu cog icon next to the field name
4. Select Manage from the dropdown

5. Click Edit next to the picklist value to be configured

6. In the Priority dropdown, select one of the following:

• High (Red)
• Medium (Amber)
• Low (Green)
• Not Set (Grey)

1. Click Save & Close
2. Repeat for all picklist values requiring priority assignments

Example:

• Picklist: Incident Type
  • "Critical Injury" → Priority: High (Red)
  • "Minor Injury" → Priority: Medium (Amber)
  • "Near Miss" → Priority: Low (Green)
  • "Property Damage" → Priority: Not Set (Grey)

6. Link Status Rating to Notification Triggers (Optional)

When to Use: When notifications should be triggered based on Status Rating priority levels.

1. Navigate to the module's notification configuration
2. Create or edit a notification rule
3. In the Event Trigger or Filter Conditions section, add a condition for Status Rating or Priority
4. Select the priority level(s) that should trigger the notification:
   • High (Red)
   • Medium (Amber)
   • Low (Green)
5. Configure the notification recipients, email template, and delivery schedule
6. Save the notification rule

Example Use Case:

• Trigger an email notification to the EHS Manager when a General Risk Assessment's Status Rating becomes High (Red) due to being overdue for review.

Notes & Warnings

• Status Rating is not retroactive: Changing the Status Rating configuration will only apply to records evaluated after the change. Existing ratings may need to be refreshed.
• Date Field Logic: The system always compares today's date to the value in the selected date field. Ensure the date field is populated for Status Rating to function correctly.
• Invert Option: Use carefully. Inverting priority logic can cause confusion if not documented clearly.
• Not Set (Grey): If no conditions are met or the field is empty, the Status Rating will display as "Not Set" (Grey).
• Numeric Field Thresholds: Ensure numeric thresholds are logically ordered (Low < Medium < High or vice versa with Invert enabled).
• Priority Field in Picklist: The Priority field must be set in the Picklist Data Dictionary for Dictionary Only mode to function.
• Multiple Date/Numeric Fields: Multiple date or numeric fields can be configured in Date/Numeric/Dictionary mode. The system will evaluate all conditions and apply the highest priority level.
• 9999 Day Limit: Date configurations exceeding 9999 days will result in a "Not Set" status.
• Module-Specific Configuration: Status Rating must be configured individually for each module. There is no global default.

Examples

Example 1: Activity Risk Assessment – Upcoming Review Date

Objective: Display a Status Rating indicating how soon a risk assessment is due for review.

Configuration:

• Module: Activity Risk Assessment
• Calculation Mode: Date/Numeric Only
• Field: Assessment Date
• Low Priority: 7 days before
• Medium Priority: 3 days before
• High Priority: 1 day before
• Invert: Disabled

Expected Results: 

Example 2: Person Register – Age-Based Status Rating (Inverted)

Objective: Highlight employees under 18 years old as high priority.

Configuration:

• Module: Person Register
• Calculation Mode: Date/Numeric Only
• Field: Date of Birth
• Low Priority: 6570 days (18 years)
• Medium Priority: 9125 days (25 years)
• High Priority: Not configured
• Invert: Enabled

Expected Results: 

Example 3: Incident Module – Picklist-Based Status Rating

Objective: Display Status Rating based on Incident Type severity.

Configuration:

• Module: Incident
• Calculation Mode: Dictionary Only
• Picklist Field: Incident Type
• Picklist Priorities:
  • "Critical Injury" → High (Red)
  • "Minor Injury" → Medium (Amber)
  • "Near Miss" → Low (Green)

Expected Results: 

Troubleshooting

Issue: Status Rating is not displaying

Cause: Status Rating mode is set to "Disabled" or no conditions are configured.

Resolution:

1. Navigate to Settings > System Configuration > Module Setup
2. Locate the module and click Settings
3. Verify that the Status Rating mode is not set to "Disabled"
4. Ensure at least one date/numeric field or picklist priority is configured
5. Save the module settings

Issue: Status Rating shows "Not Set" (Grey) for all records

Cause: Date/numeric field is empty, or picklist priority is not set in the Picklist Data Dictionary.

Resolution:

• For Date/Numeric Fields:
  1. Open a sample record in the module
  2. Verify that the date or numeric field used for Status Rating contains a value
  3. If the field is empty, populate it and save the record
• For Dictionary Mode:
  1. Navigate to Settings > System Configuration > Picklist Data Dictionary
  2. Search for the picklist field
  3. Click Manage > Edit for each picklist value
  4. Assign a priority level (High, Medium, Low)
  5. Save changes

Issue: Status Rating is incorrect after configuration change

Cause: Status Rating does not automatically recalculate for existing records after configuration changes.

Resolution:

1. Open each record and save it to force a recalculation
2. Alternatively, use a data import or bulk update to refresh the Status Rating field
3. For large datasets, contact the Customer Development Manager (CDM) or Customer Success Manager (CSM) for assistance

Issue: Inverted Status Rating logic is confusing

Cause: The Invert option reverses priority logic (High becomes Low, Low becomes High).

Resolution:

1. Review the Invert option setting in the Status Rating configuration
2. Disable Invert if the logic should follow standard priority order
3. Document the Invert logic clearly for end users if it is required

Issue: Multiple date/numeric fields are configured, but only one Status Rating is displayed

Cause: Assure applies the highest priority status when multiple conditions are configured.

Resolution:

• This is expected behavior. The system evaluates all configured conditions and displays the highest priority level.
• Verify that the priority thresholds are correctly configured for each field.

Issue: Date field configuration exceeds 9999 days and shows "Not Set"

Cause: Assure has a limit of 9999 days for date-based Status Rating calculations.

Resolution:

• Use a lower day threshold (e.g., 9999 days = approximately 27 years)
• For longer date ranges, consider using a different logic or field

Related Articles

• Supervisor Privileges – Overview of supervisor privileges, including managing Status Rating colors and labels
• Multilingual Enabled - Language Settings – Locate the Picklist Data Dictionary and manage dictionary entries
• How to Create Standard and Filter-Based Email Notifications – Configure notification triggers based on Status Rating priority levels

Applicable Modules:

• Activity Risk Assessment
• General Risk Assessment
• Person Register
• DSE Module
• Incident Module
• Supplier Contractor Register
• Equipment Register
• Any module with configurable forms and fields

Shared Functionality:

• Status Rating configuration applies to individual modules but follows the same process across all modules
• Picklist Data Dictionary settings affect all modules using the same picklist field
• Notification triggers based on Status Rating can be configured for any module

Dependencies:

• Status Rating relies on the Picklist Data Dictionary for Dictionary mode
• Date and numeric fields must be correctly configured in the module form for Date/Numeric mode
• Notification configuration depends on Status Rating settings for priority-based triggers

AI Metadata

• Product Area: Assure – Module Configuration, System Settings
• User Role: System Administrator, Supervisor
• Tags: Status Rating, RAG Rating, Module Configuration, Picklist Priority, Date Field Logic, Numeric Field Thresholds, Invert Option, Notification Triggers, Red Amber Green, Priority Levels
• Version/Region: Assure (all versions), applicable to all regions
• Important Synonyms: RAG Rating, Priority Status, Red/Amber/Green Rating, Status Indicator, Priority Rating
• Suggested Embedding Keywords: configure status rating, RAG rating setup, picklist priority, date field status rating, numeric field thresholds, invert status logic, notification trigger priority, status rating troubleshooting, module configuration Assure, red amber green rating