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.
Creating an emergency workflow follows the same steps as the creation of Step-by Step with Assignment workflow.
Selecting different workflow settings will enable additional functionality to capture further information, alongside the ability to cascade out information to users if an 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 section
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. Under the Emergency Workflow section select Add Emergency Workflow shortcut to Threat Level area of homepage
6. Select Record completion date and times for items within the Record Item Completion time, 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.
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 allow you to 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 Step’ 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), this will immediately mark this step as overdue when the ERP workflow is activated
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 to the workflow.
Forms
These can be added by TrustFlight 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.
1. Click on the ‘Edit’ button, or click on the forms area to put the page into edit mode
2. Under the Forms section, click on the checkbox for the available form
3. Click on the ‘Save’ button
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.
1. Click on the ‘+ Add’ button
2. Enter in an Emergency Status level
3. Select a colour from the Status Highlight area
4. Add in as many categories as is required
5. Click on the ‘Save’ button
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
6. Under the Emergency Notifications area, click on.
‘Add Internal’, to add anybody from within your contacts module
‘Add external’, to add anybody not within your contacts
‘Add Role’. External users will require the addition of E-mail address, and phone number.
7. Click on the ‘Save’ button
8. 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
9. 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.
10. Click on the ‘Save’ button
11. Complete this step for all named individuals within the list