Incident Report

How to create an incident report from scratch

Incident reports not only excel in documentation, analysis, and prevention but also effectively streamline administrative tasks, saving you valuable time. Get ready to create your first incident report from scratch! 🤠

In this article, you will learn how to:

1. Create a new workflow

2. Customize your incident report

3. Add a Signature Request to your incident report (optional)

4. Add eSignature to your incident report

5. Turn on and test the automation

Create a new workflow

The first step is to create a new workflow by clicking the 'Add Workflow' button in the top right-hand corner:

Next, select a source document from Google Forms:

Then select a Google Form from your Google Drive:

After you have picked your Google Form, Portant will display the form responses. If there are no responses yet, Portant will not display anything in this section.

The next step is to select a template document. To connect a template, click the 'Connect' button on the right-hand side.

Then, select Google Docs as your template:

Customize your incident report

When you have selected your template document, Portant will open it, and you will be able to customize the document with the form responses:

At the upper-right corner of the page, you'll find a table that lists all the questions in your form (we call this the Source Table). To insert a form response into your document, simply click "Copy" and then paste the {{tag}} into your document:

Note: You can also add image tags to documents and presentations, and customize tags by clicking on the row.

When you have customized your template document, you can then format how each output document will be named and also place tags in the "Output Name: field here:

Beneath the "Output name" field, you'll find the option to save the documents in PDF format. Those documents will be saved in your output page:

If you have a free account, a Portant watermark will be added in the PDF footer. You can remove this watermark by upgrading to Pro or Teams

This is the final step to customize your document. Next, you can add a workflow block to request a signature from the recipients. Once the document is signed, each recipient will be sent a PDF copy of the signed document and a record of the signed document will be stored on your output page.

Add a Signature Request to your incident report (optional)

Click "Add" to add a signature request:

Next, select "Insert" to add the placeholders for the signature and date:

You can select the "Move with text" option when inserting the placeholder. This choice makes it more convenient to position it anywhere within the document as needed:

Note: Portant now allows you to insert placeholders for text fields and checkboxes

Then, customize your eSignature email request as you like. If you would like to learn more about this specific customisation, please refer to this article.

Open the email block, which was automatically created since you added the Signature Request block:

You can now customize your email in the same way as you did with your signature request email and share the signed document with each recipient:

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Turn on the workflow (and test)

When you have finished setting up your workflow, click the 'Automate' button in the top right corner and toggle the Auto-create button ON. This means that any form response that is submitted will be passed through the workflow and generate new documents:

In this section, you can also process old Form responses by using the 'Process Existing Responses feature. With this, you can process all the responses or a selection by choosing 'Custom range' from the drop-down.

After this, open your form and submit a response to check it is working correctly. If it is, documents should be created in your 'Outputs' tab:

That's so exciting! You've just created your first incident report workflow 🎉

Feedback and feature suggestions

We created Portant in 2021, and the feedback we have received since then has been very helpful and greatly appreciated. If you have any feedback, please feel free to send us an email at [e-mail]

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