Getting Started with Assure: Login, Navigation, and Basic Operations

Summary

This article provides a comprehensive introduction to the Assure platform for new users. It covers logging in, navigating the interface, understanding organizational units, creating records, managing tasks, configuring dashboards, applying filters, running reports, and working with records through their approval lifecycle.

Prerequisites

• Active Assure user account with assigned username and password
• User permissions configured by system administrator
• Assigned Organisational Unit (Org Unit)    
• Access to Assure via web browser
• (Optional) Access to AssureGo+ for mobile functionality

Problem/Intent

New Assure users need to understand the platform's core functionality to efficiently manage health and safety records, complete tasks, generate reports, and navigate the approval workflow. This article solves the challenge of onboarding by providing a structured walkthrough of essential features and operations.
 

Logging into Assure

1. Navigate to the Assure login page
2. Enter your assigned username in the username field
3. Enter your password in the password field
4. Click the Login button
5. Verify that the displayed Organisational Unit (Org Unit) is correct for your role

Understanding and Selecting Organisational Units

1. Upon login, check the displayed Org Unit in the top section of the interface
2. Org Units represent the health and safety reporting hierarchy within your organisation
3. Records are created and viewed relative to the selected Org Unit

4. To change Org Units (if permissions allow): 

   - Click on the current Org Unit name (e.g., "Australia")
   - Select the desired Org Unit from the list
   - Click Select

5. All records displayed will now relate to the newly selected Org Unit
6. If the Org Unit assignment is incorrect, contact your system administrator for reassignment

Accessing User Settings

1. Click on your username in the top-right corner of the interface

2. Available options include:  

   - Set date and time preferences
   - View assigned permissions
   - Change password
   - Log out of the system

Navigating Modules and Submodules

1. Click Modules in the main navigation bar
2. A list of modules and associated submodules will display (e.g., Incident, Risk Assessment, Equipment Register)
3. Module and submodule names may be customized by your organisation

4. To access a submodule:

   - Click on the parent module name (e.g., Incident)
   - Click on the submodule text (e.g., Incident Record)

5. The submodule's record list view will open
6. Click the Company Logo or Home button to return to the dashboard

Creating a New Record

1. Navigate to the desired module/submodule (e.g., Incident Record)
2. Click the New Record button (plus icon)
3. A blank form will open
4. Fields marked with a red asterisk (*) are mandatory
5. Complete the form sections as required
6. Click Save and Close to save the record
7. Click Cancel to discard changes

Using the My Tasks Area

1. Click My Tasks in the main navigation

2. View all assigned tasks, including: 

   - Reviews
   - Actions
   - Approvals

3. To manage a task:
   
   - Click the cogwheel icon next to the task
   - Select an action: Edit, Complete, or Delete (based on permissions)
   - Approvals
4. To create a Free-standing Action (an action independent of any module record): 
   
   - Click the New Record button within My Tasks
    

Managing Attachments

1. Click Attachments in the main navigation
2. The Attachments area allows creation of folders for storing general health and safety documents

3. When attaching files to records: 

   - Click the Connect button to select files from existing Attachment folders
   - Alternatively, upload files directly from your PC

Customising the Dashboard

1. Click Customise on the dashboard
2. Click Edit Quick Add and Shortcuts
3. Enable Show Quick Add Record to add quick-create shortcuts

4. To add a Quick Add shortcut:

   - Click Add under Quick Add Record
   - Select a module (e.g., Risk - Standard Risk Assessment)
   - Click Select

5. Enable Show Shortcuts to add navigation shortcuts

6. To add a Shortcut: 

   - Click Shortcuts
   - Click Add
   - Select a module (e.g., Incident Record)
   - Click Select

7. Enable Show My Tasks to display outstanding tasks on the dashboard
8. Click Save & Close to apply changes
9. Quick links and task summaries will now appear on the dashboard
10. Click View X Task(s) to navigate to the full My Tasks list
11. Manage tasks directly from the dashboard using the three dots icon

Adding Dashboard Widgets

1. In Dashboard configure mode, click New Data Chart
2. Select a widget type (e.g., chart, table, or visualization)
3. Configure the widget settings (detailed in a separate tutorial)
4. Click Save and Close

Applying Filters to Record Lists

1. Navigate to a module's record list view
2. Click Filters

3. To sort records: 

   - Select Date Record Created from the Sort By dropdown
   - Click the up/down arrows to toggle between oldest-to-newest or newest-to-oldest

4. To apply a filter:

   - Click the Filter dropdown list
   - Select a filter (e.g., Date of Incident - Last 3 Months)
   - A white funnel icon will appear to indicate an active filter

5. To remove a filter:

   - Click Clear filter

Managing and Creating Filters

1. Click Filters
2. Click the Manage Filters button
3. Existing filters will be listed

4. To create a new filter: 

   - Click New Record in the filter management view
   - OR: From record list view, click Filters → Create New Filter

5. Configure filter criteria (detailed in a separate tutorial)
6. Click Save and Close

Running Standard Reports

1. Apply a filter to define the report scope (e.g., date range)
2. Click Reports
3. Click the Standard Reports dropdown
4. Select a report type (e.g., Configurable Breakdown By Date Report)
5. Click the dropdown to select the data field to report on (e.g., Type of Incident)

6. Select the report output format: 

   - View in Browser (immediate display)
   - PDF, Word, or Excel (sent to report queue; notification provided when ready)

7. Click Generate or View in Browser
    

Creating and Running Quick Reports

1. Click Reports
2. Click Manage under Quick Reports

3. To create a new Quick Report: 

   - Click New Record
   - Configure the report columns and filters (detailed in a separate tutorial)
   - Click Save and Close

4. To run a Quick Report: 
   
   - Click Reports
   - Click the Quick Report dropdown
   - Select the desired report (e.g., Incident quick report)
   - Click View in Browser
5. The report will open in a new browser window

Using the Quick Search Function

1. In a module's record list view, click the Magnifying Glass icon
2. Enter search terms in the search box
3. The system will search across the configured search columns

4. To change search columns: 

   - Click Change Search Columns
   - Remove a column: Click the down arrow next to the column name
   - Add a column: Scroll down and click the up arrow next to the desired column
   - Click Save and Close

Editing an Existing Record

1. Navigate to the module's record list view
2. Click on any text in the record row (not the cogwheel) to open the record in Edit mode
3. Click on a section header to expand or collapse that section (e.g., Injury Details)

4. To expand all sections: 

   - Click Expand at the bottom of the record

5. To collapse all sections: 
   
   - Click Collapse
6. Edit fields as needed
7. Click Save and Close to save changes

Working with Record Tabs

Records contain multiple tabs for organizing information:

Investigation Tab

1. Click the Investigation tab

2. To start a questionnaire: 

   - Click Start Question Set
   - Answer all questions in each section
   - Click the arrow to move to the next section
   - Click Complete Question Set when finished

Actions Tab

1. Click the Actions tab
2. View actions generated from questionnaire responses

3. To add a new action: 

   - Click Add Action
   - Complete the action details
   - Click Save and Close

Actions will be covered in depth in a separate tutorial.
 

Attachments Tab

1. Click the Attachments tab
2. View attachments added via questionnaire responses

3. To add new attachments: 

   - Click Add
   - Upload files or link to web media
   - Click Save and Close

Notes Tab

1. Click the Notes tab
2. View existing notes

3. To add a note: 

   - Click Add
   - Enter note text
   - Click Save and Close

Signatures Tab

1. Click the Signatures tab

2. To add a digital signature: 

   - Click Add
   - Enter your signature in the provided field
   - Click Save and Close

Returning to Record List View

1. Click the first tab (usually the form name, e.g., "Incident Record")
2. Click Save and Close to save changes and return to the list view
3. You can add further Actions, Attachments, Policies or Notes by clicking on the relevant icons in the list view. 

Understanding Record Status and Workflow

Records progress through different workflow stages:

•    Record Assigned: The record has been assigned to a specific user to manage
•    Record Submitted: The record has been submitted for approval and is locked from further editing
•    Record Approved: The record has been approved by an authorized user
•    Record Archived: The record has been archived.

To view archived records:

1. Click Filters
2. Enable the Show Archived Records checkbox

Managing Records via the Menu

1. In the record list view, click the three dots icon next to a record

2. Available options (based on permissions): 

   - Reports: Open the record in a printable format; save in PDF, Word, or Excel
   - Copy: Create a new record with copied details from the original
   - Delete: Permanently delete the record (requires permission)
   - Approvals: View the approvals log showing approval history
   - Reviews: Add or edit review dates for the record
   - Logs: View the record's audit trail showing all changes
   - Email: Send a link to the record to another Assure user

Logging Out

1. Click on your username in the top-right corner
2. Select Log Out
3. You will be returned to the login screen

Notes & Warnings

• Org Unit Assignment: If your assigned Org Unit is incorrect, only a system administrator can change it. Do not attempt to change it yourself.
• Mandatory Fields: All fields marked with a red asterisk (*) must be completed before saving a record
• Workflow Locks: Once a record is submitted for approval, it cannot be edited unless it is rejected or recalled (based on permissions).
• Archived Records: Archived records are hidden by default. Enable "Show Archived Records" in Filters to view them.
• Report Queue: Reports generated in PDF, Word, or Excel formats are processed in a queue. You will receive a notification when the report is ready.
• Module Customization: Module and submodule names may differ from this article based on your organisation's configuration.
• Permissions: Many functions (e.g., deleting records, managing filters, changing Org Units) depend on user permissions assigned by your system administrator.
  
   

Troubleshooting
 

Related Articles

• Supervisor Privileges: Overview of user permissions and managing access levels
• Workflow Rule - Set Status Outcome: Automating record approval and archiving
• Enabling the selection from the Person Register on AssureGO+: Mobile functionality for person selection
• Workflow Rule - Assign Personnel Outcome: Allocating assignees and approvers via workflow rules
• People, Injuries and Absences (OSHA 301): Using Quick Reports and filters for OSHA reporting