How to Change Report Types

Sospes Users with the Incident Editor role have the ability to edit a report to change report types or add/remove incident classifications on previously submitted reports.

• Incident reports can now be edited to add additional incident report classifications (injury, motor vehicle accident, property damage, environmental releases, and security/social issue) 
• Reports submitted as incidents can now be changed to close calls.
• Reports submitted as close calls can now be changed to incidents.

Adding additional incident classifications to an incident report

In Sospes, there are 5 different incident report classifications which include: injury, motor vehicle, property damage, environmental release, and social/security issue.

For example, if a report was originally submitted as a motor vehicle incident, but upon investigation it was later discovered that the driver was injured, you can now edit the original motor vehicle incident report to include employee injury information.

To edit an incident report to add an additional incident classification, find the report in the Supervisor Portal. (You must have the Incident Editor role to do this)

1. Select the Edit icon on the report you would like to edit, and scroll down to Revise Report Classifications.
2. Select the checkboxes for the classifications you would like to add.
3. Provide a reason for the report classification change.
4. If the report was not originally submitted by you, you may request changes from the user who originally submitted the report and you can provide a date for the revision to be completed by. This will notify the original report submitter and create a task in Sospes for the original report submitter to revise the report.
5. If you'd like to revise the report yourself, click Revise Report Myself.

Once you have included a description for the report classification change and selected Revise Report Myself, you will then be asked to fill out additional information depending on the additional report classification that is being added. (Injury information for injury reports, spill information for environmental releases, etc.)

When you click submit, you will see a summary of the changes you have made, and the report will now be updated with the new classifications on the original incident report in the supervisor portal.

You will see the report changes reflected under the Notes & Attachments --> History tab on the report in the supervisor portal.

Removing incident classifications or changing an incident report into a close call

If you need to update an incident report to either classify it as a close call or remove certain incident types, find the report you are looking to update in the Supervisor Portal.

1. Once you have opened the report, select the Edit icon, then scroll down to Revise Report Classifications.
2. Uncheck any incident types that are no longer relevant to the report.
3. If you'd like to change the incident into a close call, uncheck all incident classifications.
4. Record the description for the classification change, then click save. The report will then have all related incident information removed from the report.

Tasks related to changing report types

When initiating a report revision, depending on if you submitted the original report or another user did, you may be presented with an option to request the report changes from the original submitter.

If another user requests a report revision from you, you will receive a task alert email to go into Sospes to revise your original report to add an additional report classification. You will see this task on the Tasks page under My Assigned Tasks.

1. To complete your assignment, open up your report revision task.
2. Click View My Assignment.
3. The requested revision will be listed at the top, and depending on the incident classification being added you will have to fill out the requested report information.
4. Once done, click Submit.
5. The requester will be notified that the revisions have been completed, your task will be marked as complete, and the report will display the revised information in the supervisor portal.