Creating an Emergency Workflow
During the workflow creation it is possible to make any workflow an emergency workflow. It is advised to select the follow options in its creation.
Workflow Style – Step-by step with Assignment, this will allow different steps to be associated to different individuals, role, or departments. These can be separated by sections, with each department having its own checklist items to complete.
Emergency Workflow – Selecting the option as an emergency workflow will place a direct link to this workflow on the home page, it can be activated from there with one click.
Record Item Completion Times – Select the available option of Record Completion date and times for items, this will allow you to ascertain at what point a step was completed, this is extremely useful in refining any internal, or external processes and procedures during the wash up or evaluation after an emergency incident.
The building of the workflow sections is the same as building a step-by step with assignment
Additional functionality exists within Centrik to capture further information, alongside the ability to cascade out information to users if a emergency response is activated. This comes at an additional charge and is configured by Centrik, details are then completed by the organisation.
1. Navigate to the workflow summary screen
2. Click on the ‘+ Define New Workflow’ button
3. Enter in an identifier and a name for the workflow
4. Select the workflow style as Step-by step with Assignment
5. Select Add Emergency Workflow shortcut to Threat Level under the Emergency Workflow area
6. Select Record completion date and times for items within the Record Item Completion times
7. Select Ad-hoc or one-off for the interval
8. Click on the ‘Save’ button
9. Within the Contents area, click on the ‘+ Add Section’ button, this will create your sections of the workflow, these can be departmental and usually follow your Emergency Response Plan (ERP)
10. Input a Section number, and a section name
11. Click on the ‘Add’ button within the Workflow Steps area
12. Add in each step, assign to a user and under the area Days Due After Start input the value of 0 (zero)
13. When all steps have been completed, click on the ‘Save’ button
14. Add in additional sections if required
The additional functionality adds in three key areas.
Forms – These can be added by Centrik, and is a way of collecting specific information about this incident. It will be these details that are digitally read via voice calls once an emergency response has been activated.
Emergency Categories – The ability to set different alert states for the emergency, once set you are able to link these categories to individuals or Roles that are contacted.
Emergency Notifications – The ability to input who you want to be notified of an incident and at what emergency category state.
Internal – Those individuals who are within your Contacts module, they don’t need system access but do require a phone number
Add External – Those individuals not part of your contacts area
Add Role – the ability to add a Role
15. Click on the ‘Edit’ button
16. Under the Forms section, click on the checkbox for the available form
17. Within the Emergency Categories section, click on the ‘Add’ button
18. Enter in an Emergency Status level
19. Select a colour from the Status Highlight area
20. Add in as many categories as is required
21. Click on the 'Save' button
22. Under the Emergency Notifications area, click on ‘Add Internal’, to ad anybody from within your contacts module, ‘Add external’, to add anybody not within your contacts, or ‘Add Role’. External users will require the addition of E-mail address, and phone number.
23. Click on the ‘Save’ button
24. When all names, or roles have been entered and saved, moving over that area will highlight a different colour, when highlighted click on the highlighted area
25. In the on-screen pop-up box choose a category for this individual, or Role. This will denote at which point they are alerted of this incident.
26. Click on the ‘Save’ button
27. Complete this step for all named in the list
Starting an Emergency Workflow
As well as being able to start the workflow from the workflow itself and the workflow summary page, you can also start an emergency workflow by clicking on the ‘Activate’ button on the landing page below Emergency Workflows area.
1. On the home page click on the ‘Activate’ button
2. On the alert box pop-up click on the ‘Ok’ button
Emergency Type
3. The default type is set as Emergency under the Emergency Type area, you can choose if this is an Emergency or a drill exercise by clicking the ‘Edit’ button and amending the selection.
4. Click on the ‘Edit’ button
5. Input the details of the incident into the previously enabled Forms area.
6. Click on the ‘Save’ button.
7. Under the Emergency Status section, select the created alert states that best fit the incident
8. Complete the incident details (if enabled/used)
The workflow is marked as In Progress, anybody linked to the Emergency Status level clicked will receive a voice call of the incident, they will be able to confirm acknowledgment, plus the ability to state if they will attend. They will also receive an SMS notification.
The status is also displayed.
Further details of who has been notified, plus their acknowledgment is also shown. The ability to Send Updates is also provided.
An Emergency Log is also provided
9. When all steps have been completed If this workflow was set to requiring sign-off, click on the sign-off button
10. You are able to close this workflow, click on the ‘Complete’ button
11. Click on the ‘OK’ button to confirm