Incident report automation and follow-up tracking

Purpose

1.1. Enable accurate, timely creation and submission of incident reports for apartment buildings at the corporate level.
1.2. Automate assignment and escalation of follow-up tasks triggered by incidents, ensuring regulatory compliance.
1.3. Centralize tracking, reminders, and analytics for all reported incidents in the residential apartment units sector.
1.4. Maintain audit trails for investigation and compliance review.
1.5. Integrate with internal systems and external authorities for seamless incident reporting and resolution coordination.

Trigger Conditions

2.1. Submission of new incident report via web/mobile form.
2.2. Receipt of incident-related email or SMS to designated inbox/number.
2.3. Threshold exceeded in IoT sensor data (e.g., smoke, water leak).
2.4. API call from on-site security software.
2.5. Update status or notes in compliance management system.

Platform Variants

3.1. Microsoft Power Automate
• Feature: "Create Item" for SharePoint incident logs; "Send Email" for notifications.
• API: Connectors for SharePoint and Outlook, configured to trigger flows on form submission.
3.2. Zapier
• Feature: "Webhook" to receive form data; "Gmail Integration" to send reports.
• Setting: Map webhook fields to Gmail draft and define escalation rules.
3.3. Google Apps Script
• Feature: Scripted triggers on Google Form submission.
• Setting: Use onFormSubmit() event to post to Sheets and send to Google Chat.
3.4. Twilio
• Feature: SMS API for incident alerts; voice-call escalation.
• Setting: Configure SMS trigger to notify facility manager and respond with incident link.
3.5. Slack
• Feature: Incoming Webhook to post new incidents; Workflow Builder for follow-up.
• Setting: Map form fields to incident channel, auto-assign "@user" for action.
3.6. ServiceNow
• Feature: Incident Table; Workflow Editor for automation.
• API: Use REST API to create and update incident records.
3.7. Salesforce
• Feature: Case Management; Process Builder for escalation.
• Setting: Auto-create case from web form, trigger Chatter notification.
3.8. SendGrid
• Feature: Transactional Email API for confirmations.
• Setting: Email confirmation to reporter with incident ID.
3.9. Jira
• Feature: Issue Creation via API; Jira Automation for reminders.
• Setting: Map incident form fields to custom Jira issue type.
3.10. Monday.com
• Feature: Item Creation via API; Automations for reminders and status change.
• Setting: Push incident details to board, set updates for deadlines.
3.11. HubSpot
• Feature: Ticketing API; Workflows for alerting.
• Setting: Create ticket from web hook, notify compliance officer.
3.12. Airtable
• Feature: Forms for incident input; Automations for assignments.
• Setting: Create record per submission, auto-email assignee.
3.13. Asana
• Feature: Task API; Rules to set due dates and assign.
• Setting: Generate task after form intake, configure escalation path.
3.14. Trello
• Feature: Cards via API; Butler Automation for follow-up.
• Setting: Create card per incident, auto-label for priority.
3.15. DocuSign
• Feature: Envelope API for digital incident affirmations.
• Setting: Route incident summary for e-signature to compliance lead.
3.16. Okta
• Feature: Event Hooks for login/incident interactions.
• Setting: Log incident activity tied to user authentication events.
3.17. Notion
• Feature: Database API for incident logging.
• Setting: Append to workspace, trigger notifications.
3.18. Dropbox
• Feature: API to auto-save incident evidence.
• Setting: Upload images/files from report to incident folder.
3.19. Freshdesk
• Feature: Ticket API, Automations for priority cases.
• Setting: Create ticket, set SLAs, alert based on urgency.
3.20. Intercom
• Feature: Messaging API; Bots to gather initial incident details.
• Setting: Trigger bot conversation for intake, escalate to human if severe.
3.21. AWS SNS
• Feature: Publish notifications across SMS, email, push.
• Setting: Dynamic incident alerts for different stakeholder groups.
3.22. PagerDuty
• Feature: Event API for incident escalation.
• Setting: Trigger on incident severity, escalate per rotation schedule.

Benefits

4.1. Ensures timely, standardized incident reporting for all apartment units.
4.2. Reduces manual overhead and compliance risk.
4.3. Provides clear audit trails for investigation and regulatory review.
4.4. Enables real-time, multi-channel collaboration between corporate, legal, and on-site personnel.
4.5. Supports automated data gathering, evidence storage, escalation, and follow-up tracking end-to-end.
4.6. Scalable across portfolio; custom, rules-based actions ensure regulatory and corporate policy alignment.