Email a Report When Something Happens
Set up a report rule that emails when an incident is raised, or when a service has not started by a set time after its start.
Overview
An event rule sends a report the moment something happens, instead of on a timetable. Two events are available:
- An incident is raised.
- A service has not started a set number of minutes after its start time.
An event rule sends the report filtered to the one record that fired it. There are no filters or date range to set.
Create the rule
From the Profile menu, open Reports, then Report rules, tap + and choose the event from the Start from sheet. Under 1. When, When something happens is selected.
Choose the event
- An incident is raised. No setting needed. The email carries the Incident Register entry for that incident.
- A service has not started. Choose how long after the start time to wait: 5, 10, 15, 30 or 60 minutes. If a service has not started by then, the rule sends.
Choose who gets it
Under 3. To, add team members or type an email address. Up to 5 recipients per rule. Check the list before you save: it is shown in full, with each person tagged Team or External.
You choose the recipients, so you decide who needs to know. For incidents, many organisations choose the coordinator on call and a manager.
What the email says
Emails about incidents are kept short on purpose. By default they carry the severity, the time and, at most, the client's initials, plus a secure link to the report. They do not carry the client's name or the narrative.
Details beyond that are only available to add to the email when an admin has switched on attachments for the rule, after an acknowledgement. See Links and attachments in report emails.
Team members open the link and sign in to see the full report. The link expires after 24 hours.
Next steps
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Links and Attachments in Report Emails
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Submitting incident reports
Report incidents, near misses, or safeguarding concerns from the app with a short, facts-only form. A reviewer is assigned from the client file and told straight away.
Pause, Renew and Check a Report Rule
Read the status of your report rules, pause or renew them, and use run history to see exactly what was sent and to whom.