Incidents Usage

Key Features of the Incidents Module

With the Incidents module you can:

• Report an incident (Create incident): Add a new incident.
• View incidents and incident lists: Access incident lists, including active incidents and all incidents created in the system.
• Update lifecycle state: Move incidents through their defined lifecycle stages and review or update incidents.

Viewing Created Incidents

1. On the Incident lists page, you can see any created lists as well as two default lists - Favorites and Previously viewed (see screenshot 01). Note that these lists are only visible when you have the required permissions set in module configurations.
   • Favorites
     • The Favorites list will display the incident entries that you have marked as favorites.
     • A maximum of 50 favorite incident entries can be saved in this list.
     • The list is sorted based on the incident that was last marked as favorite.
     • Filtering, sorting, and reports are disabled for this type of list.
   • Previously viewed
     • The Previously viewed list will display the incident entries that were last visited or opened by you.
     • A maximum of 50 last visited incident entries will be saved in this list.
     • The list is sorted by last visited date.
     • Filtering, sorting, and reports are disabled for this type of list.
2. On this page, you can switch between a table and grid view for the saved search lists page by clicking the button at the top right of the lists (see screenshot 02).
   • Note:
     • This setting only applies to non-mobile screens (wider than 767px), where there is more horizontal space.
     • On mobile, the lists will always be displayed in the table view (as in screenshot 01).
     • This setting is saved to D365 for each of the pages containing saved search lists per user. This way the view will look the same regardless of which device they log in on.
3. When you click on any of the lists, you are directed to a page that displays all the incidents that are part of the selected list.

01: The 'Incident lists' page.

02: 'Incident lists' page toggle when the screen is wider than 767px.

Incidents Listing Page

1. From the Incident lists page, you can view the incidents within a list by clicking on the corresponding list.
2. You will be directed to the incidents listing page, which displays incidents in either table view or card view (see screenshots 01 and 02).
   • On small screens (mobile)
     • By default, on small screens, the incident listing view is the card view.
     • To toggle the listing view between card and table, go to the Incident listing page and use the card and list icons at the top of the page.
     • When you select table view, you can choose the sort order of the displayed incidents. To do this, first switch to table view using the toggle option.
     • From the table view of the incident listing, click on the parameter next to the toggle buttons. By default, the sort order is ID. To change it, click on this parameter (see screenshot 03).
     • You will see a list of other parameters (ID, Type, Date, Reported by, Functional location and State (lifecycle state)) that you can use to select the sort order (ascending/descending) of the incident listing. Select the desired parameter and order.
   • On large screens (PC)
     • By default, on large screens, the incident listing view is the table view.
     • To toggle the listing view between card and table, go to the incident listing page and use the card and list icons at the top of the page.
     • In table view, you can choose the sort order of the incidents displayed. On large screens, there are two ways to do this:
     • Click on the sorting parameter (see screenshot 04) next to the toggle buttons. By default, the sort order is entry date and time. You can change the order based on the desired parameter ID, Type, Date, Reported by, Functional location and State (lifecycle state)).
     • Alternatively, click on the parameter in the table header to sort the data based on that parameter and set the order (ascending/descending).
     • Select the desired order to view the listing in your preferred sort order.
     • You can view all the relevant details on the incident listing page. From this page, you can navigate to the incident details page by clicking on the relevant incident line.

01: Mobile screen view of the 'Incidents list' page, showing options to view the list in either table view or card view.

02: PC screen view of the 'Incidents list' page, showing options to view the list in either table view or card view.

03: Mobile screen view of the 'Incidents list' page, showing sort filter options.

04: PC screen view of the 'Incidents list' page, showing sort filter options.

Custom Lists

You can create custom search lists that will be displayed in the Incidents landing page. View the section on Create custom lists for details on how to create a new list. Note that the option to create list, edit list, delete list, view report or view analysis are only visible when you have the required permissions to manage incidents. If you do not have the permissions, you will only have the View list option.

The following actions are possible on a custom-created list:

1. Create list
   • To create a custom list, go to the Incidents landing page, click on the context menu (three dots at the top of the page), and select Create list (see screenshot 01).
   • On the Create list page, define the filter parameters to include in the custom list, and click Apply to create it.
2. Edit list
   • To edit a created custom list, from the Incidents landing page, open the custom list for which you want to edit the filters.
   • Click on the context menu (three dots at the top of the page), and select Edit list (see screenshot 02).
   • On the Edit list page, make the changes as required and click on Save to update the list parameters.
3. Delete list
   • To delete a created custom list, from the Incidents landing page, open the custom list which you want to delete.
   • Click on the context menu (three dots at the top of the page), and select Delete list (see screenshot 02).
   • A warning pop-up message will request your confirmation to delete the list.
   • Click Yes to confirm.
   • The list will be deleted.
4. Report
   • To view or download the report of a custom list page, from the Incidents landing page, open the custom list for which you want to view or download the report.
   • Click on the context menu (three dots at the top of the page), and select Report (see screenshot 02).
   • On the Incident list report page, set the preferences in the Options report section.
   • View the report. To download the report, click on Download pdf at the bottom of the page.
5. Analysis
   • To view or download the analysis of a custom list page, from the Incidents landing page, open the custom list for which you want to view or download the analysis.
   • Click on the context menu (three dots at the top of the page), and select Analysis (see screenshot 02).
   • The Incident list analysis page will display an analysis of the variable fields in the created list. For example, it can show you how many incidents in the list are in the lifecycle state Released, or how many incidents are assigned to a specific resource, or a summary of assets to which incidents are assigned.
   • View the analysis. To download a copy of the analysis, click the Download pdf option at the bottom of the page.

01: The ' Incidents' landing page with navigation to create new list.

02: Context menu options on the custom list page.

Create Custom Lists

1. Log in to the Incident module.
2. To create a new incident custom list, on the Incident landing page, click the context menu button (three dots in the top right corner), and select Create list (see screenshot 01).
3. Enter a name for the list and define the filter options for various properties like List name, ID, Reported by, State, Asset, Functional location, Type, Date and Active incidents (see screenshot 01).
4. Once created, the list is saved, and all related incidents will appear in the newly created list. This list will now be visible on the landing page of the Incident module.
5. You can edit the list by opening the custom list and navigating to the Edit list page by going to the context menu button (three dots in the top right corner) and clicking on Edit list (see screenshot 03).

01: Navigation to 'Create list' screen.

02: The 'Create list' screen.

03: Navigation to the 'Edit list' screen.

Pin Saved Search Lists

The pinning saved search feature allows you to mark your frequently used saved search lists so they appear in a separate section at the top of the saved searches page. This helps you quickly access important lists without scrolling.

To pin a saved search:

1. On the saved search lists page (In this case Incidents lists page), from the context menu (three dots in the upper right corner), select Manage pinned lists (see screenshot 01).
2. On the Manage pinned lists page (see screenshot 02), select the lists you want to pin by clicking on the list name or the pin button next to the list (see screenshot 02).
3. Once you have selected the lists, click on the Save button at the bottom of the page.
4. You will be directed back to the saved search lists page where a seperate section at the top of the page called Pinned lists will be displayed (see screenshot 03). The listing in this will be sorted alphabetically. Note that the pinned lists selection will be saved in D365 and will remain the same across devices when you log in.

01: Incident lists page with context menu, and navigation to 'Manage pinned lists'.

02: The 'Manage pinned lists' page.

03: The 'Incident lists' page with 'Pinned lists' section displaying the lists pinned.

Create a New Incident

1. You can report a new incident from the Incident app home page, the Incidents list page, or the Incident details page by clicking Create incident.
2. On the Create incident page (see screenshot 01), add the incident details with related information.
3. In the Information section:
   • Description: Add a brief description of the incident.
   • Notes: Enter additional notes about the incident if required.
     • Pro tip:
       • You can use this section to add information about any relevant liability details related to the incident that are noteworthy.
       • You can use this section to add information about any relevant insurance details related to the incident
4. In the Data section:
   • Type: Select the incident type from the drop-down. This list is populated based on the incident types configured in F&O.
   • Date: By default, the date will be set to the current date. To change the date, click on the value field to select the relevant date from the calendar.
   • Functional location: Choose the location of the incident by selecting the functional location by using the lookup to select from active functional locations for which the incident must be carried out.
5. In the References section: Note that in this section you can choose multiple entries for each reference type. The selection can be done by clicking on the relative card. To view the selected elements you can click on the Show selected link on the right top. A search bar is available at the top to filter the results. To clear the selection, a Clear button is available.
   • Work orders: Select the work orders that are related to the incident using the lookup, to choose from the list of available work orders.
   • Assets: Select the asset using the lookup to select from active assets for which the incident must be carried out. Note that when you select the asset, the functional location will be automatically populated based on the location of the asset.
   • Functional locations: Select the functional location using the lookup to choose from active functional locations for which the incident must be recorded. When you select the functional location, the list of assets in the Select asset drop-down will refresh to show only assets in that functional location. Note that this will also clear any asset that is already selected if the selected asset is not in the selected functional location.
   • Permits: Select the permits using the lookup to select from active permits which must be added as a reference to the incident.
   • Lockout Tagout: Select the LOTOs using the lookup to select from active LOTOs which must be added as a reference to the incident.
6. In the Attachments section:
   • Attachments: You can attach files to the incident by clicking on the Select files button. The files selected will be uploaded during the creation of the Incident instance. To remove an uploaded attachment, you can click on Delete (trash icon) corresponding to the uploaded file.
7. After adding the relevant details, click on the Save button to save the details.
8. The incident is created, and you are directed to the Incident details page of the created incident.

01: The 'Create incident' page.

Incident Details Page

To view the details page of a created incident:

1. Log in to Incident app using your assigned credentials and navigate to the incident for which you want to view the details. You can do this by:
   • Clicking on the incident from the Incidents list of any default list, or,
   • Searching for an incident on the Incidents list page using the ID.
2. From the Incidents list page, click on the incident card (in case of card view) or incident line (in case of table view) to view the Incident details page.
3. On the Incident details page (see screenshot 01), you can see details of the incident created, including its current state and key attributes. On this page, you can perform the following actions:
   • View incident details: View details of the created incident.
   • Edit incident details: The editable fields include Description, Type, Reported by, Date, Functional location, References, Attachments, and Notes.
     • To edit a field, click on the respective detail box. If the field is editable, a pencil icon will appear on the right (clicking the pencil icon is not required) (see screenshot 01).
     • In case of references, click on the forward arrow corresponding to References (see screenshot 01) to go to the Edit reference page (see screenshot 02). Alternatively, you can edit the references by navigating to the Edit references page by going to the context menu and clicking on Edit references (see screenshot 04).
     • In case of attachments, click on the forward arrow corresponding to Attachments (see screenshot 01) to go to the Edit attachments page (see screenshot 03). Alternatively, you can edit the attachments by navigating to the Edit attachments page by going to the context menu and clicking on Edit attachments (see screenshot 04).
       • On the Upload files page you can see the files uploaded by you.
       • You can upload new files using the Upload files button.
       • You can delete an uploaded file using the Delete button (trash icon).
       • You can download an uploaded file using the Download button (download icon).
4. Update lifecycle state
   • To update the lifecycle state, click on the current state label (see screenshot 05).
   • A list of permitted states is shown with only valid transitions enabled.
   • Add remarks if applicable in the Enter your remark field.
   • On the Select new state dialog (see screenshot 06), select the valid target lifecycle state and click Apply.
5. Add to favorites
   • On the Incident details page, you can add an incident to favorites by clicking on the Favorite icon (star) at the top-right corner of the page (see screenshot 07).
6. Incident details report
   • You can navigate to the Incident details report page by clicking on the Report button from the context menu at the right-hand corner of the Incident details page (see screenshot 08).
   • On the Incident details report page from the Options report section (see screenshot 09) select the report format by selecting relevant fields to be displayed in the report and the options for the same.
   • Click on Download pdf to download a copy of the report to your local system.

01: The 'Incident details' page with editable fields highlighted.

02: The 'Edit references' page.

03: The 'Upload files' page displaying files uploaded and options to edit the files uploaded.

04: Navigation to edit references and attachments from the context menu.

05: The lifecycle state label which displays the current lifecycle state and allows you to update the lifecycle state.

06: 'Select new state' dialog to update the lifecycle state.

07: Option to add an incident as favorite.

08: Navigation to the 'Incident details report' page.

09: 'Incident details report' page with 'Options report' and 'Download pdf' options highlighted.