Assure User - Introduction and Quick Start – Evotix

1	Welcome to this tutorial which has been created to help you get up and running with Assure. To log in, just enter your username and password into the spaces provided as shown. Next click Login
2	When you log in, check that the Org Unit shown is correct and displays the area or business function you work in.
3	Org Units represent the health and safety reporting structure within your organisation. It is against these Org Units that records are created.
4	Your organisation may have multiple levels to its reporting hierarchy. If your permissions allow, you can navigate to a different Org Unit. Click Australia
5	Next click Select
6	You will now see the Org Unit will have changed and all records you view will relate to the new Org Unit chosen.
7	If you feel your Org Unit is wrong, report it to your system administrator who can change it for you.
8	Clicking on your user name will present options that enable you to set your date and time preferences, view your permissions, change your password and log out of the system.
9	Clicking on Modules displays a list of modules and associated sub modules that your organisation has purchased. Your Assure sub module names may differ from this tutorial as they can be renamed to suit different reporting purposes. Click Modules
10	You can navigate easily to the module/submodule you want from the Modules menu. Click Incident
11	To go to the Incident records submodule, click on the text Incident Record.
12	You will be taken to the Incident Records submodule.
13	To create a new record, click on the New Record sign.
14	You will now be able to create a new record.
15	Insights+ is a business intelligence tool providing detailed safety reporting statistics and analytics. This will be explored in another tutorial.
16	Click My Tasks
17	The My Tasks section, groups all of a users tasks in one place. This includes reviews, actions and approvals.
18	You can edit, complete or delete items from your tasks area by clicking on the cogwheel next to the task you are working on. Click the cogwheel.
19	You now have a range of options depending on your user permissions.
20	From your My Tasks Area, you can also create a Free-standing Action. This is an action which is independent of any module records. To raise a Free-standing Action, just click on the New Record button.
21	Click Attachments
22	The Attachment area enables the creation of folders for the storage of general health and safety documents.
23	When working in any Assure modules, clicking on the Connect button when attaching a file, enables you to select from any files stored in the Attachment folders. Alternatively you can just upload files from your PC.
24	You can reach the submodules you want to work in by clicking on the dropdowns listed under Modules. Click on Incident Record.
25	Clicking on an submodule name takes you to the submodules record list view. Click your Company Logo or Home button to return to the home screen.
26	Assure provides you with the ability to configure your own personal dashboard. Click Customise.
27	Next, click Edit Quick Add and Shortcuts.
28	Selecting Show Quick Add Record and Show Shortcuts allows you to select shortcut icons for your dashboard.
29	Click Add under Quick Add Record.
30	Click Risk (Standard Risk Assessment module)
31	Click Select
32	Click Shortcuts
33	Click Add
34	Click Incident (Incident Record module)
35	Click Select
36	Click Save & Close
37	You will now see that quick links have been added to the dashboard.
38	To return to configure further quick links, click Edit Quick Add and Shortcuts
39	Selecting Show My Tasks will display a list of your top outstanding tasks.
40	Your top outstanding tasks will be displayed.
41	Clicking on View X Task(s), will take you to your tasks list in My Tasks.
42	From your dashboard you can manage the tasks displayed by clicking on the cogwheel next to them.
43	When in Dashboard configure mode, to add charts to your dashboard, click on New Record. We will cover Dashboard configuration in greater depth in another tutorial.
44	Next, let's have a look at working within a module. Click on the Incident icon.
45	Just click on the submodule names to move between submodules. Click on Vehicle Incident
46	Click Incident Investigation
47	Click Incident Record
48	When working in any module, to start a new record just click on the New Record Button.
49	A new form for the subject you are working in will open. Any fields you see with a red asterisk are mandatory.
50	Click Cancel
51	You can apply filters to change what records you see listed. Click Filters
52	When starting to use a module for the first time, if you want to see the most recent records first, click Date Record Created from the Sort By drop down menu.
53	Next click on the up/down arrows to change between oldest to newest, or newest to oldest.
54	The records can be presented as per the date they were created with the most recent first.
55	To apply a filter, click the Filter drop down list.
56	Select Date of Incident - Last 3 Months
57	The records listed will now be listed with your chosen filter applied and a white funnel will appear. To remove a filter Click Clear filter.
58	You can manage and add further filters dependent upon your user permissions. Click Filters
59	Click the Manage Filters button highlighted.
60	Here you will see any existing filters listed.
61	You can create further filters by clicking on the New Record button, when on the filter page.
62	Alternatively, from record list view, click Filters
63	Next, click the Create New Filter button. We will cover how to build filters in detail in a separate tutorial
64	Assure is provided with different types of reports. To view data in a standard report, first apply a filter to set the report range required, for example a date range. Next click Reports
65	Click the Standard Reports dropdown.
66	The configurable report options allow the user to specify the data type they would like to see in the report. Select Configurable Breakdown By Date Report
67	Click the drop down highlighted.
68	Next select the data field you would like to report on. For example, select Type of Incident.
69	Finally, select the report output you want. If you choose PDF, Word or Excel, your report is sent to a report queue and Assure will notify you when it's ready.


72	Assure also allows users to build their own Quick Report tables. Click Reports
73	Click Manage under Quick Reports.
74	Clicking on New Record when in Quick Reports will enable you to create a new Quick Report. This is covered in a separate tutorial.
75	To run a Quick report, click on Reports.
76	Click the Quick Report drop down list.
77	Next select the report you want to see. In this example, select Incident quick report
78	Finally, click View in browser.
79	Your report will open in a new browser window.
80	When working in a module, a Quick Search function is provided to help you find specific records and information. Click on the Magnifying Glass
81	Use the search box provided to search the available columns.
82	You can change the search columns as and when required. Click Change Search Columns button.
83	To remove a column, click on the down arrow next to the column you no longer need. Click the Reported By Arrow.
84	Scroll down and click on the up arrow next to the new column you want. Click the Arrow.
85	Next, click Save and Close
86	Your search columns will now include your chosen reporting fields.
87	To work with existing records, for example to edit incident records with investigation findings, just click on any of the record's text to open it in Edit mode.
88	Click the Highlight
89	All Assure records comprise different sections. You can expand and contract these sections by clicking on the section headers.
90	Scroll down and click Injury Details
91	The section will expand to allow you to edit existing information or add new details.
92	Clicking Expand at the bottom of a record will expand the entire form. Click Expand.
93	All sections of the form will expand. To collapse the form, click Collapse.
94	The form will collapse to just show the different sections.
95	Forms within Assure also have multiple information tabs. You may be required to add additional information, for example a detailed incident investigation. Click on Investigation.
96	To start a questionnaire, click Start Question Set
97	Work your way down the form answering all questions. Your company's questionnaire could differ from that shown.
98	At the end of each section, click on the arrow to continue.
99	When you have completed all sections, click Complete Question Set.
100	Next Click Actions
101	If you have added any actions to your question responses, you will see them listed here.
102	You can also add further actions to the record by clicking the Add Action button. Actions will be covered in depth in a separate tutorial.
103	Click Attachments
104	Here you will see any attachments you have added to your question responses.
105	You can add further attachments to the record or add links to other web media.
106	Click Notes
107	You can add notes to all records in Assure. You will see any notes that have been entered in the notes section here.
108	To add a further note, just click on the Add button.
109	Finally, records in Assure provide the opportunity to add digital signatures. Click Signatures.
110	To add a signature, click Add.
111	Enter your signature and click Save and Close.
112	To exit a record and return to the record list view, click on the first tab.
113	Next click Save and Close.
114	You can add further Actions, Attachments, Policies or Notes by clicking on the relevant icons shown.
115	Records in Assure can go through different stages of Workflow Approval.
116	Record Assigned - When the icon looks like this, the record has been Assigned to a specific user to manage. For Example a record may be Assigned to a manager so they can conduct an Incident Investigation.
117	Record Submitted - When the record says Submitted, it means that it has been submitted for approval. It cannot be worked on further when it is in the submission stage.
118	Record Approved - When a record is showing a green tick, it means that it has been Approved.
119	Record Archived - This shows the record has been archived.
120	Archived records are only visible if the check box is ticked under the filter menu.
121	Clicking on the cogwheel next to a record will open the manage record options.
122	Reports - Opens the record in a printable format and allows the record to be saved in different file formats.
123	Copy - Creates a new record with a separate reference and copies across all the detail from the original. This can save time when creating multiple records of a similar type. When using the copy function, be sure to remove any unwanted copied data.
124	Delete - This requires the user to have a delete permission and completely deletes the record.
125	Approvals - takes the user to the Approvals log to see the different stages of workflow approval the record has been through and who has been involved at each stage.
126	Reviews - Enables the user to add review date or edit an existing one depending on their user permissions.
127	Logs - any record changes are logged. Here you can see the records Audit trail to see what has changed and who changed it.
128	Email - here you can email a link to the record to another Assure user.

130	Click on the Home icon to return to the home page. That's it. You're now ready to begin using Assure. Please return to the SHE Knowledge Base to learn in more depth about the specific areas of functionality mentioned in this tutorial. Thanks for watching!

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