Evotix Product Updates 2023

As part of our continued commitment to improve the user experience of Assure, the design of standard system emails is being updated with a modernised look and feel to make them easier for the recipient to understand and act upon. System emails include those generated as standard by the system for approval, review or action. These cannot be configured by you.

What should you expect?

A clear email subject line relevant to the content and action needed in the email, i.e. ‘Record assigned to you’ or ‘Action closed’
More comprehensive information helping the email recipient to understand and act upon the email
Clear links with call to action, i.e. ‘View Action’ or ‘View Record’

These changes will automatically apply after the release.

We're making it easier to track the progress of actions by introducing a comment history. This will replace the current single comment field for better transparency.

The comment history will list all the comments for an action and include details such as the comment creator, comment date/time and if the comment has been edited/deleted.

What do I need to know?

Current action comments will still be available to view and edit.
New comments will be added as a separate comment field for better traceability.
The length of each action comment field will be limited to 5,000 characters. In rare instances where the current comment was longer, they have been migrated over as they are. However, if you are trying to edit those comments then you need to reduce the lengths to the character limit as validation checks will apply. You can still add new comments.

Check out this knowledge base article about how to create action comments.

With the Workflow Rules Manager, you can create custom rules that can automate the assignment of incidents for processes not covered by the default org unit or module approvals. By defining specific criteria such as severity levels and incident types, the tool can automatically assign the appropriate individuals to handle each incident.

You can now also create a rule that allows you to automatically skip a stage of the approval process by setting the relevant incident record immediately to ‘approved’ or ‘archived’ when certain triggers are met.

For example, if a near miss with low severity level is created, you may want to automatically set the status to ‘approved,’ or even ‘archived.’

How does it work?

Check out this knowledge base article .

When completing OSHA 300A reports, you can now reduce manual data entry and automate the completion of ‘Annual Average Number of Employees’ and ‘Total Hours Worked By All Employees Last Year’ for your OSHA 300A report.

If ‘automated’ is selected, these fields will become read only. They will automatically populate based on data entered in the corresponding fields of the linked ‘Incident Analysis’ record where the 300/300A record has been selected. You can continue to populate these details manually on the OSHA 300A report if this is required.

Check out this knowledge base article about OSHA reporting in Assure.

Keep an eye on further enhancements to support your OSHA 300A reporting.

Users can now access their assigned Learn courses using the AssureGO+ app. Your people can find all safety information, including necessary training, in one place – AssureGO+. This will help them keep track of their training and ensure it is completed on time.

In order to access training on AssureGO+, the courses have to be assigned via the Assure training module and users must log in with the same email address on both AssureGO+ and Learn.

Learn more about how to enable this functionality in this knowledge base article.

We are excited to introduce the ability to securely create, update and deactivate users in Assure via API (application programming interface) with your systems. This will allow you to more efficiently create new users or remove leavers, ensuring that the right people have access to Assure.

Assure's User Management API is accessed via a RESTful API, which is a standard protocol widely supported by integration platforms, ETLs and programming and scripting languages.

You can now set up a new action sub-category to your action category, enabling you to filter or analyse your actions in more depth.

How does it work?
To use this functionality, the action subcategory needs to be turned on in 'Caption Maintenance’ and values have to be set up. Once set up, the subcategory will be available to users when creating or editing actions on either AssureGO+ or in Assure.

The subcategory will also be available in filters and quick reports.

Check out these articles for more information:

Check out 'How do I categorise an Action' about how to set up the action category and subcategory.
Check out ‘Caption Maintenance’ to enable the field, ‘Action Subcategory’.

In addition to Activity Risk Assessments, the ability to bulk copy multiple records to any other organisational unit in Assure has now been expanded to all Assure module records.

This allows you drive consistency across organisational units by easily sharing best practices across all risk assessments and checklists.

How does it work?
This functionality is automatically available to you.

Check out this knowledge base article for more details on how to use the bulk copy function.

With this release, we are excited to introduce the ability to securely extract your data via API (application programming interface) from Assure. This will enable you to automatically export your safety data from Assure into your company reporting tools, so you can analyse and communicate your safety performance as part of other business reporting.

Assure's data extraction API is accessed via the internet via a RESTful API, which is a standard protocol widely supported by integration platforms, ETLs and programming and scripting languages. The API is designed so that once enabled in Assure, the setup and management of the API is fully in your control.

With the first release, the data extraction API is available for:
Incident Record, Vehicle Record, Audit, Hazard reporting, General Risk and Training Records.

Further modules will follow with future releases of Assure.

How does it work?
Check out this overview document and knowledge base articles for more details about how the data extraction API works.
You can also catch up on this 15-min webinar recording for an overview of APIs.

How do I get started?
Before you can get started, we need to enable the data extraction API for you. Please reach out to your CSM or via Evotix Support if you are interested in using this functionality.

To ensure consistent, best-practice Activity Risk Assessments are being used across different teams in your business, you can now bulk copy multiple assessments in one go to other organisational units in Assure.

The ability to bulk copy Activity Risk Assessment records will be expanded to other module records in the next release of Assure.

How does it work?
This functionality will be automatically available to you. Check out this knowledge base article for more details on how to use the bulk copy function.

To support investigations and recordkeeping it is often required to review when and why actions were updated. It is now possible for users to view a history action log for each action. The action log will include changes made to an action by which user, as well as the time and date of the change.

In order to view the action log, a user needs to have the role permission, ‘View Audit Trail log’.

Check out this knowledge base article for more details about the action manager in Assure.

Assure allows users to populate their safety data sheets (SDSs) in the GHS SDS (Global Harmonised System) module to then be used to create CoSHH risk assessments for chemicals that your organisation manages.

The fields available in the GHS SDS module have been reconfigured to align with the fields required by the global GHS classification and labelling of chemicals. This will allow you to populate all required details in Assure.

Please open this document for list of new fields.

How do I make use of these fields?

The new fields have to be enabled in caption maintenance. This gives you the option to decide which fields you require to populate.

Go to Settings > System Configuration > Module Settings to configure captions for the GHS SDS module and CoSHH Risk Assessments.

Check out this knowledge base article for more details on how to set up modules.

Each AssureGO+ app can now be set up with a default language, which means that anyone accessing this portal for the first time will see this language. This allows you to publish an app for any frontline workers in their native language, making it easier for them to engage with the app, leading to better adoption.

Users are still able to change AssureGO+ to their preferred language within the app.

Users won’t see any difference following the release. All existing portals will have the default language set to Use system default and if any users had previously changed their own default language on the app, this will remain in effect.

Check out this knowledge base article about how to configure an AssureGO+ app and set up the default language.

When managing your contractors in Assure, you are now able to add your central contractor register to any of your contractor modules. No matter how you have your contractor modules configured, you will be able to link the contractor involved directly to any activities, for example to a pre-qualification. This will allow you to report and analyse your data more accurately and with a more contractor-centric view.

Please note, this is not available on AssureGO+.

Check out this knowledge base article about how to add the contractor register to any contractor module.

With the Workflow Rules Manager, you can create rules that automate the assignment of incidents for processes not covered by the default org unit or module approvals. Leveraging these capabilities reduces the need to manually re-assign records, saving you valuable time.

Workflow rules are applied in a sequential order. You can now save time by updating the order of existing or new rules by simply dragging and dropping rules into the order they should apply. Rules lower down in the order sequence will be applied last and take priority over rules higher up in the sequence.

Check out these knowledge base articles about how to use workflow rules.

To continue setting up users in a safe and effective way, we are now enabling administrators to send users an email with a link to set their own password, instead of setting the password for them. This will be the preferred method for setting users’ passwords going forward.

As part of the update, the format and wording of the user set-up emails has been updated with a cleaner look and clear information for users.

Companies using their own single-sign-on (SSO) will not be affected by this change.

Can I still set passwords manually?

Yes, administrators will still be able to manually set a password for a user, however, you will no longer have the option to email this password to the user from Assure, as it not recommended to send passwords by email.

It is also no longer mandatory to set a password for user creation, as we recommend sending an email with a link instead.

For more details, please review this document or check out these knowledge base articles

A user that has the permission to submit and approve records can now complete this in one step, instead of two separate steps.

How do I enable this functionality?

You can enable this option as part of your system wide setting.

Go to Settings > System Configuration > System Settings and check 'Allow Simultaneous Submit and Approve'.

If checked, any users that have permissions to both submit and approve a record, will now have an additional option to ‘Submit and Approve Record’ within the multifunction button in the form.

Check out this knowledge base article.

You can now add an auditor and auditee to your audits and inspections in Assure and AssureGO+ by selecting them from the person register when executing an audit.

This allows you to easily report and analyse your data with a more person-centric view. You can also review any activities an individual has carried out in the detailed view of their person register record.

What is changing if I use the Audit module today?

The 'auditor name' field will change to 'Auditor forename'
'Auditor surname' will be visible automatically
'Auditor surname' will need adding to portal questionnaires
Existing 'auditor name' data will be visible in the 'auditor forename' field

How do I add the person register?

Check out this knowledge base article about how to link the person register to the Audit module.

Last year’s makeover of Assure was just the beginning. With this update, Assure's form navigation is getting a refresh, making forms easier to use while retaining all the functionality you know and love.

Here are some of the highlights:

The current tabular bar at the top of the form has moved to the side menu, making it more intuitive and easier to navigate and complete a form.
The options on the bottom bar are being updated with clear options to advance a form to the next stage.
Supporting items can now be easier accessed via the navigation bar.
Image attachments can be previewed.
The new navigation is responsive which means form can be easier viewed on smaller screens like tablets.

Please note that the actual content within the forms is not changing and these updates don’t impact AssureGO+.

Check out this page for more information on the refresh.

In May, we introduced new Workflow Rules management, giving you the ability to create custom rules that automate the assignment of incidents for processes not covered by the default org unit or module approvals.

We have implemented several enhancements to make it easier for you to stay updated on workflow rules when there are changes to the users assigned to them.

You can now send notifications to dedicated users whenever a workflow rule fails to run. For example, if a user is assigned to a rule but no longer has the correct permissions. This allows you to quickly act and update the rule. Check out the knowledge base article on how to quickly set this up.
When deleting, deactivating or changing user permissions linked to a workflow rule you will now get a warning message, allowing you to make the necessary updates.

Find out more about Workflow rules

Catch up with this Lunch & Learn Webinar to learn more about Workflow Rules.

Or check out these knowledge base articles.

We are excited to release the first version of the Workflow Rules Manager, designed for ‘Incident Record’.

Do incidents need to be assigned to different individuals in your organisation, such as based on severity and incident type?

With the Workflow Rules Manager, you can create custom rules that automate the assignment of incidents for processes not covered by the default org unit or module approvals. By defining specific criteria such as severity levels and incident types, the tool can automatically assign the appropriate individuals to handle each incident.

Leveraging these capabilities reduces the need to manually re-assign records, saving you valuable time.

Interested in learning how workflow rules may help you?

➡️ Join us for our live webinar on Thursday, 25 May to learn more about, and how to execute, Workflow Rules. Or sign-up to get a copy of the recording.

➡️Can’t wait? Check out these knowledge base articles for more details:

Multi-Factor Authentication (MFA) can now be enabled for Assure and AssureGO+ for customers using the username/password process to authenticate users.

When logging in with MFA, users will be emailed a one-time passcode to enter after they have submitted their username and password.

How do I get started?

Find out more about Multi-Factor Authentication and how to prepare in this knowledge base article.
If you would like to have MFA enabled on your system, please reach out to your Customer Success Manager.
Please note, this can’t be enabled when using single-sign-on (SSO). In this case, customers should use their SSO settings to support Multi-Factor Authentication.

Updates have been implemented to the data import tool, including extra validations checks and improved errors messaging. This will enhance the functionality and stability of the tool.

The overall process is not changing, and you do not need to do anything if you are using the data import tool today. As a result of this update, you may see additional error messages to help identify processing issues with the data import more proactively.

Check out more details about bulk data imports in this knowledge base article.

Learn users can now change or reset their passwords at any time without having to contact their administrator.

Self-service password management will be automatically available to all users who log in directly to Learn, and it's easy to use. To change your password, simply navigate to ‘More > Settings’ and go to "Change Account Password". You'll then be prompted to enter your current password, followed by your new password. Once you've confirmed your new password, you're all set!

This will make it easier and more convenient for our users to manage their access to Learn.

Efficiently add new training courses to an existing TNA by setting the ’required by’ date when adding courses. Simply choose the date for each course you’re adding.

Select ‘Update Existing (Not Completed) TNA Records with new courses' to automatically apply the new courses with the required by data to the TNAs for individuals who have not yet completed the training.

If you have set up training notifications, an email will be sent to the individuals with the new courses.

Find out more about Training Needs Analysis (TNA) in Assure in this knowledge base article.

Find out more about how to create training notifications in this knowledge base article.

Evotix can now upload attachments in bulk to Assure. This allows you to transfer historic data, including photographs, PDF witness statements and other related information, to records in Assure. This will most commonly be used during the setup of a new module, but some customers may also find it useful to retrospectively add attachments.

The bulk import is carried out by the Evotix team as a service once you, as a customer, provide us with the relevant CSV files and attachments to be added.

Learn how it works in this knowledge base article.

In January we updated the ‘Save’ button on the bottom bar in a form to a multi-function button to combine ‘Save’, ‘Save and Close’ and ‘Reject’.

Moving forward, users will also have the following options available depending on their permissions:

Submit
Archive
Re-Open

This enables users to change a record's status directly in the form, eliminating the need to navigate to the overview screen to make an update.

If a user has unsaved changes when they selects ‘submit’ or ‘archive’, a dialog box will pop-up and remind them before they proceed.

If you are using the People & Training Module or Evotix Learn, you can now use Assure to automate notifications to individuals on the people register about any linked records.

Easily send an automated Email to individuals about:

New training assigned to them (and you can include a link to an Evotix Learn Mission)
Training due to be completed in a specified period (e.g. x days)
Annual DSE assessment is due
Equipment to be returned on a specific date
And much more

This makes communication about training easier for you, as you don't have to manage this outside of Assure. And you can be confident that everyone is aware of required training or other activities they need to complete, enabling you to keep records up-to-date.

How can I get started?

People notifications are set up like other notifications in Assure. Please check out these resources.

Watch our video tutorial, where we guide you through the key steps of setting up a training notification. You can use the same process to create other types of notifications as well.
Check out these knowledge base articles:
- For more examples, read ‘Notifying your people’, You can also find the video here.
- ‘How to create a notification’, for a step-by-step guide on how to set up new notifications.

To streamline Assure's BI tool, Insights, and carry out general data clean-up, we will be removing Insights roles from users who have never logged in and don't receive any Insights notifications. This process will remove user details from Insights of those users not using the solution, ensuring that only necessary user details are kept.

The following users are excluded:

Any users created in the last 30 days
All users where the customer has been set up in the last 12 months

This update happens on 21 March. Going forward, inactive users will be reviewed every 6 months.

Once the Insights role is removed for a user, the Insights icon will disappear from their menu bar in Assure. However, as these users have never selected Insights this will not impact them.

Don’t forget, a customer administrator can give Insights access to any user at any time, so you can still give new users, or any existing users, access to Insights should they require it in the future.

Check out this knowledge base article on how to give Insights access to an individual user. The role can also be updated with a bulk user update.

If you have permission to manage users, you now have the option to download an ‘Expanded User Detail’ quick report in User Management. This report provides more details about your existing users and will help you to set up new users more quickly.

Information that is now covered in this report includes:

User Access Type
Org Unit Pathway
Org Unit ID (needed for new user import)
User Insights Role

With a few changes this report can be used for data import using the new Data Import 'Insert and Replace' function (see below)

How can I access the report?

When in User Management

Select Quick Report for a preview of the report
Or select the option ‘Expanded User Details’ to download the CSV file

The current ‘User Details’ report is still available.

The option to ‘Insert and Replace’ has been added to the Bulk User import. This option allows you to insert new users as well as replace existing users’ information.

This can be used to do mass updates for:

User roles (only possible with this import type)
User Insights Roles
Mark users as active/inactive
A user's manager
Preferred date format
And other fields

This import type is now recommended to use if you regularly create new users and need to replace existing user information at the same time. All previous import types are still available, and you do not need to switch.

How to bulk import users?

Find out more in this knowledge base article about bulk importing users.

You can now use GPS location mapping on the projects/properties module in Assure.

In this module, customers often store all documentation and records related to either a project or their properties. You can now more easily document the exact location of those using GPS location mapping.

When you use location mapping you can:

View your current location on a map as default
Edit location and pinpoint to the exact location, even if you are not on site.
Add a location description with more details

How do I enable GPS location mapping?

Find out more in these knowledge base articles:

Following the update, the login screen of Assure and AssureGO+ can be customised for your company. An administrator will be able to change the background image on the login page for your company and replace the default image. Your main Assure Navigation colour will be used as the overlay.

Unless you have been contacted by one of our team members directly, there is nothing to prepare for this change.

Download these documents for details.

As part of the Assure identity server upgrade, the Learn identity server is also being upgraded. There may be a short disruption of the Assure/Learn integration until both updates have completed.

What do I need to do?

With this upgrade, a new version of the StoryShare Learn app will be published to the Apple and Google stores. Users will need to successfully update the app. This may happen automatically if they have set their mobile to auto-update. No other changes will be required.

As part of the identity server upgrade, the login screen of Assure and AssureGO+ will get a facelift to better align with the rest of Assure.

This means you can customise the background image on the login screen to something recognisable to your users.

As an administrator you can upload your own background image at any time through the Settings Menu in Assure. The overlay colour is your main navigation colour for Assure.

Check out this knowledge base article on how to change the image.

In addition to incident and hazard recording, you can now add GPS location mapping to vehicle incident and audit forms on both Assure and AssureGO+. This will allow your users to easily document the exact location when they don’t know their address, or they are in a remote location.

When you add location mapping to your forms, users can:

Set and view their current location on a map
Edit location, zoom in and out
Add a location description with more details

Find out more about how to enable location mapping in these knowledge base articles

If you are based in the US, you can run the OSHA 300A report for the previous calendar year to post as required. An OSHA 300A record is currently automatically created when a 301 record is created for that OSHA establishment.

Following this update, an OSHA 300A record will be automatically created each calendar year for every active establishment in Assure. The OSHA 300A record will then total any recordable OSHA 301 injury data or remain at null for those establishments that have had no recordable accidents in that year.

Find out more about creating OSHA reports in Assure in this knowledge base article.

Last updated 5 January 2024

Go to 2024 Updates

What's New in 2023

December 2023

Released 11 December | Assure System Emails

Refreshed Design of Standard System Emails

Released 11 December | AssureGO+

Create and share QR codes to access documents and assessments on AssureGO+

Released 11 December | Assure Task Management

Better track the progress of an action with new comment history

Released 11 December | Assure Administration

Automatically skip a stage of the approval process with Workflow Rules

Released 11 December | Assure User Management API

Set Supervisor Privilege With the User Management API

Released 11 December | Assure Data Extraction API

Export records for ‘Supplier/Contractor Register’, ‘Incident Analysis’ and Fire Assessments’ with Data extraction API

Released 11 December | Assure Languages

New languages available - Arabic

November 2023

Released 27 November | Assure OSHA Reporting

Automate completion of employee numbers and hours worked for OSHA 300A report

Released 27 November | AssureGO+ & Learn

Access Learn courses on the AssureGO+ mobile app

Released 27 November | Assure Data extraction API

Export 'Org Unit Structure' and 'Safe/Unsafe Observations' with the Data Extraction API

Released 27 November | Assure User Management API

Set 'Masked Parent' with the User Management API

Released 20 November | Assure

Meet the KC BOT (Knowledge Centre Bot)

Released 6 November | Assure API

Use the Customer API to create, update and deactivate users in Assure

Released 6 November | Assure Data extraction API

Equipment register added to the data extraction API

October 2023

Released 23 October | Action Management

Better group and filter actions with new action subcategory

Released 23 October | Assure Data extraction API

Enhancements to the data extraction API

Released 23 October | Assure Administration

Easily bulk copy any module records to other organisation units

Released 23 October | Assure Administration

‘Assign’ permission updated to also include permission to submit a record

Released 23 October | Assure Insights

Insights question text lengths for risk to be limited to 50

Released 9 October | Assure Data Extraction APIs

Use APIs to extract data from Assure to use in your own company reporting tools

Released 9 October | Assure Activity Risk Assessments

Easily copy multiple activity risk assessments across teams in one go

Released 9 October | Assure Action Management

View the change history for your actions for improved recordkeeping

Released 9 October | Assure OSHA reporting

Increased character length of EIN, SIC and NAICS fields to support OSHA reporting

September 2023

Released 25 September 2023 | Assure Record Navigation

Submit and archive records directly from the supporting items views

Released 25 September 2023 | Assure and AssureGO+

Identity Server Upgrade

Released 4 September 2023 | Assure Risk GHS SDS Management

Expanded fields in SDS management will allow you to document information from your safety datasheets in Assure

August 2023

Released 21 August 2023 | AssureGO+

Set a default language for the AssureGO+ app to better engage with frontline workers in their preferred language

Released 21 August 2023 | Assure Contractor

Link your contractors directly to any of your contractor management activities for more accurate reporting and analysis

Released 21 August 2023 | Assure Workflow Rules

Manage workflow rules easier by changing the order of rules

Released 21 August 2023 | Assure Configuration

Update picklists more easily by deleting multiple items in one go

Released 7 August 2023 | Assure User Management

Users can now create their own password

Released 7 August 2023 | Assure Form Navigation

Access your Approvals, Reviews and Policies & Guidance directly in the form

Released 7 August 2023 | Assure Form Navigation

Submit or approve records more quickly with new dialog box

Released 7 August 2023 | Assure Form Navigation

'Submit and Approve' records easily in one step

Released 7 August 2023 | Assure Risk & SDS Management

Hazard and Precautionary statements updated to latest global standard

July 2023

Released 24 July 2023 | Assure Audit

Last updated
5 January 2024