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
- Navigate to the Assure login page
- Enter your assigned username in the username field
- Enter your password in the password field
- Click the Login button
- Verify that the displayed Organisational Unit (Org Unit) is correct for your role
Understanding and Selecting Organisational Units
- Upon login, check the displayed Org Unit in the top section of the interface
- Org Units represent the health and safety reporting hierarchy within your organisation
- Records are created and viewed relative to the selected Org Unit
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- All records displayed will now relate to the newly selected Org Unit
- If the Org Unit assignment is incorrect, contact your system administrator for reassignment
Accessing User Settings
- Click on your username in the top-right corner of the interface
Available options include:
- Set date and time preferences
- View assigned permissions
- Change password
- Log out of the system
Navigating Modules and Submodules
- Click Modules in the main navigation bar
- A list of modules and associated submodules will display (e.g., Incident, Risk Assessment, Equipment Register)
- Module and submodule names may be customized by your organisation
To access a submodule:
- Click on the parent module name (e.g., Incident)
- Click on the submodule text (e.g., Incident Record)- The submodule's record list view will open
- Click the Company Logo or Home button to return to the dashboard
Creating a New Record
- Navigate to the desired module/submodule (e.g., Incident Record)
- Click the New Record button (plus icon)
- A blank form will open
- Fields marked with a red asterisk (*) are mandatory
- Complete the form sections as required
- Click Save and Close to save the record
- Click Cancel to discard changes
Using the My Tasks Area
- Click My Tasks in the main navigation
View all assigned tasks, including:
- Reviews
- Actions
- Approvals- To manage a task:
- Click the cogwheel icon next to the task
- Select an action: Edit, Complete, or Delete (based on permissions)
- Approvals - To create a Free-standing Action (an action independent of any module record):
- Click the New Record button within My Tasks
Managing Attachments
- Click Attachments in the main navigation
- The Attachments area allows creation of folders for storing general health and safety documents
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
- Click Customise on the dashboard
- Click Edit Quick Add and Shortcuts
- Enable Show Quick Add Record to add quick-create shortcuts
To add a Quick Add shortcut:
- Click Add under Quick Add Record
- Select a module (e.g., Risk - Standard Risk Assessment)
- Click Select- Enable Show Shortcuts to add navigation shortcuts
To add a Shortcut:
- Click Shortcuts
- Click Add
- Select a module (e.g., Incident Record)
- Click Select- Enable Show My Tasks to display outstanding tasks on the dashboard
- Click Save & Close to apply changes
- Quick links and task summaries will now appear on the dashboard
- Click View X Task(s) to navigate to the full My Tasks list
- Manage tasks directly from the dashboard using the three dots icon
Adding Dashboard Widgets
- In Dashboard configure mode, click New Data Chart
- Select a widget type (e.g., chart, table, or visualization)
- Configure the widget settings (detailed in a separate tutorial)
- Click Save and Close
Applying Filters to Record Lists
- Navigate to a module's record list view
- Click Filters
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-oldestTo 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 filterTo remove a filter:
- Click Clear filter
Managing and Creating Filters
- Click Filters
- Click the Manage Filters button
- Existing filters will be listed
To create a new filter:
- Click New Record in the filter management view
- OR: From record list view, click Filters → Create New Filter- Configure filter criteria (detailed in a separate tutorial)
- Click Save and Close
Running Standard Reports
- Apply a filter to define the report scope (e.g., date range)
- Click Reports
- Click the Standard Reports dropdown
- Select a report type (e.g., Configurable Breakdown By Date Report)
- Click the dropdown to select the data field to report on (e.g., Type of Incident)
Select the report output format:
- View in Browser (immediate display)
- PDF, Word, or Excel (sent to report queue; notification provided when ready)- Click Generate or View in Browser
Creating and Running Quick Reports
- Click Reports
- Click Manage under Quick Reports
To create a new Quick Report:
- Click New Record
- Configure the report columns and filters (detailed in a separate tutorial)
- Click Save and Close- 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 - The report will open in a new browser window
Using the Quick Search Function
- In a module's record list view, click the Magnifying Glass icon
- Enter search terms in the search box
- The system will search across the configured search columns
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
- Navigate to the module's record list view
- Click on any text in the record row (not the cogwheel) to open the record in Edit mode
- Click on a section header to expand or collapse that section (e.g., Injury Details)
To expand all sections:
- Click Expand at the bottom of the record
- To collapse all sections:
- Click Collapse - Edit fields as needed
- Click Save and Close to save changes
Working with Record Tabs
Records contain multiple tabs for organizing information:
Investigation Tab
- Click the Investigation tab
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
- Click the Actions tab
- View actions generated from questionnaire responses
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
- Click the Attachments tab
- View attachments added via questionnaire responses
To add new attachments:
- Click Add
- Upload files or link to web media
- Click Save and Close
Notes Tab
- Click the Notes tab
- View existing notes
To add a note:
- Click Add
- Enter note text
- Click Save and Close
Signatures Tab
- Click the Signatures tab
To add a digital signature:
- Click Add
- Enter your signature in the provided field
- Click Save and Close
Returning to Record List View
- Click the first tab (usually the form name, e.g., "Incident Record")
- Click Save and Close to save changes and return to the list view
- 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:
- Click Filters
- Enable the Show Archived Records checkbox
Managing Records via the Menu
- In the record list view, click the three dots icon next to a record
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
- Click on your username in the top-right corner
- Select Log Out
- 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
| Issue | Cause | Resolution |
| Cannot log in | Incorrect username or password | Verify credentials with system administrator; reset password if needed |
| Wrong Org Unit displayed | Org Unit assignment is incorrect | Contact system administrator to update Org Unit assignment |
| Cannot see a module/submodule | Insufficient user permissions | Contact system administrator to request access |
| Cannot create a new record | Missing permissions or mandatory fields not completed | Verify permissions; complete all mandatory fields (red asterisks) |
| Filter not working | Filter criteria misconfigured | Click Manage Filters → Edit filter → Verify criteria |
| Report not generating | Report queue backlog or incorrect filter applied | Check report queue notifications; verify filter scope |
| Cannot submit record for approval | Mandatory fields incomplete or workflow not configured | Complete all mandatory fields; verify workflow rules with administrator |
| Archived records not visible | "Show Archived Records" checkbox not enabled | Click Filters → Enable Show Archived Records |
| Search returns no results | Search columns do not include required fields | Click Change Search Columns → Add relevant columns |
| Cannot edit a submitted record | Record is locked in approval workflow | Contact the assigned approver to reject or recall the record (if permissions allow) |
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