Purpose
1. Automate the incident reporting workflow for workplace safety within council HR & Internal Operations, ensuring faster documentation, escalation, tracking, compliance, transparent auditing, real-time alerts, root-cause analysis, corrective actions, digital records, safety trend reporting, and regulatory adherence.
2. Automates initiation of incident reports, real-time notification and incident ticketing, directs HR and HSE teams, and centrally stores documentation for audit and review.
3. Ensures mandated procedures, from report submission to closure and resolution feedback, are fully automated and traceable.
Trigger Conditions
1. Automatedly triggered on submission of incident reporting web forms.
2. Automates on receipt of incident-related emails or attachments.
3. Triggered by specific phrases, tags, or keywords in staff communication channels.
4. Connected IoT sensors automating detection of workplace anomalies (e.g., fire, gas, environmental sensors).
5. Automates on incident flags raised in HR management platforms or compliance checklists.
Platform Variants
1. Microsoft Power Automate
- Feature/Setting: Automating SharePoint form submissions; Sample config: Trigger: "When a new item is created" in SharePoint list.
2. ServiceNow
- Feature/Setting: Incident Management REST API; Automates incident ticket creation; Use "Create Incident" endpoint.
3. Slack
- Feature/Setting: Workflow Builder event triggers; Automates reporting via channel keywords; Set trigger: "Keyword in channel."
4. Zendesk
- Feature/Setting: Tickets API; Automates incident ticket creation; Endpoint: POST /api/v2/tickets.json
5. Jira Service Management
- Feature/Setting: Automate Issue Create; Use "Create Issue" REST API; triggers for HR incident type.
6. Google Forms + Sheets
- Feature/Setting: On Form Submit, automates script to Google Sheets; Trigger: "On Form Submit."
7. Twilio SMS
- Feature/Setting: Incoming message webhook; Automates incident notification via SMS; Configure webhook URL for new SMS.
8. PagerDuty
- Feature/Setting: Events API v2; Automated incident trigger post via API; POST /v2/enqueue
9. IFTTT
- Feature/Setting: Applet triggered by email or webhook; automates personnel notification.
10. Zapier
- Feature/Setting: Multi-step Zap; Trigger on HR app action and automate follow-up steps.
11. ServiceDesk Plus
- Feature/Setting: New Request API; Automates incident registration; API: POST /api/v3/requests
12. Asana
- Feature/Setting: Task Automations; Automate new task per incident; API: POST /tasks endpoint.
13. Monday.com
- Feature/Setting: Automations center; Trigger: Form submitted, automate item creation in board.
14. Salesforce Service Cloud
- Feature/Setting: Case object creation; Automates via REST API: POST /services/data/vXX.X/sobjects/Case
15. HubSpot
- Feature/Setting: Workflow automation; Trigger on form fill; Automate create ticket in Service Hub.
16. Freshservice
- Feature/Setting: Automate ticket creation via API; Endpoint: POST /api/v2/tickets
17. Trello
- Feature/Setting: Power-Up automations; Trigger: Create card on incident form response.
18. Smartsheet
- Feature/Setting: Automated workflows; Trigger on new row for incident log; Automates notifications.
19. Workato
- Feature/Setting: Recipe automation; Automates actions from new Slack or email trigger.
20. Google Chat
- Feature/Setting: Webhook bot triggers; Automate incident channel notifications.
21. DocuSign
- Feature/Setting: Envelope sent webhook; Automate document sign-off for incident approval.
22. BambooHR
- Feature/Setting: Webhooks on incident update fields; Automate notifications and reporting.
Benefits
1. Automates error-proof reporting and escalation, reducing manual effort.
2. Real-time alerts automate compliance and safety response.
3. Seamless audit trails and automatable regulatory reporting increase transparency.
4. Automates repetitive tasks for staff, improving operational efficiency.
5. Data-driven automation of incident analysis enhances workplace safety culture.
HR & Internal Operations