Resource Center

Documentation center for Safety 360 Elite Modules, Downloads & Assets.

Documents

Introduction

This information guide will assist the user with creating, editing and managing Documents / Document Templates on Safety 360 Elite.

To create/edit Documents on the system, the following must be in place:

  • User access to Safety 360 Elite
  • Certain Document Types will require specific HSE Roles

Documents on Safety 360 Elite comprises of the following steps:

  1. Documents Dashboard
  2. Build A New Document Template
  3. Safety360 Document Library
  4. View Document Template
  5. Action Document Template
  6. Document Register
  7. Archived Document Templates

Document Dashboard

Documents can be found on the left navigation pane, under the Features tab as shown below:

Here you will see :

  • View Document Templates – action or manage an existing document template
  • Build A New Document Template -create a new company document template
  • Safety360 Document Library – create a new document from an existing library template
  • Document Register – View Actioned Documents

Build Document Templates

To start creating your Document Template, click “Build a New Document Template”. This will open the “Document Set-up window” shown below.

The Document Set-up window requires input on the following fields:

Select Region*
Here you will select the region the document will apply to

Document Type*
Action Plan, Ad-Hoc Documents, Administration, Appointment, Attendance, Client Requirement, External-Communication, Internal Communication, Memo, Method Statement, Plan (S/H/E/R/Q), Policy, Procedure, Toolbox Talk

Title*
Name of the template document

Document Number
Your company document numbering system (optional)

Version Number
Number that indicates document revisions (optional)

Copy Content From Existing Document
Here you will select the document content you want to copy, if applicable

Here you will select the region (1), choose a document type (2) from the type dropdown, give your document template a title (3) and select the existing document content you would like to copy from the dropdown (4).

The document number and version number is optional, dependent on your company requirements.

The Documents Member box wants to know which members will be needed when you action this Document.

Once you have finished selecting the applicable members, click on Create Document Template.

Manage Document Template

The Document Dashboard explained below.

Safety 360 Document Library

The Document Library provides a few templates based on the OHS Act and Regulations. On the Library dashboard you’ll find templates for Appointments and Toolbox Talks on separate tabs.

Search template (1) – a typing field where you can search for a template

Appointment Library (2) – here you can search from a list of appointments

Toolbox Talk Library (3) – here you can search a list of toolbox topics

View Document Template

Search Document (1) – type to search the name of a document you want to action

Filter the document type (2) – select a document type from the dropdown to filter and view only a specific type of documents to action

  View/Edit – here you can make changes to the template before you use it (see Manage Document Template slides)

Action – Issue and complete a document using the template

 

Action Document Template

Document Register

The Document Register will explore all current Documents, from Completed to Archived.

Once you click “Document Register” you will see the following options:

Completed Documents
All Documents that have been signed by personnel

Incomplete Documents
All Documents that still needs one or more signatures

Archived Documents
Documents that have been archived

My Incomplete Documents
Documents waiting for your signature

My Completed Documents
Documents that you have signed that is complete

Incomplete Documents

All Documents that still needs one or more signatures can be seen here.

You can search for the Document Title, or you can filter per type or per employee.

 

Completed Documents


This will show all Documents that have been signed and completed by personnel.

You can search for the Document Title, or you can filter per type or per employee.

FAQs

Conclusion

The Documents feature can be used to build any company documents.