Take 5 Workflow and Notifications

Understanding the Take 5 Process (Workflow)

The Take 5 module follows a defined process to manage assessments from creation to completion.

Workflow Stages

1. Draft:

   • Your Take 5 begins in "Draft" when you start filling it out.
   • You can edit the information as needed.
   • When you submit the form:
     • If critical questions (e.g., regarding your understanding, hazard controls, or risk level) indicate potential issues or high risk, the Take 5 will move to "Review".
     • Otherwise, if all checks are positive and risks are low, it may move directly to "Complete".

2. Review:

   • This stage is for supervisor attention if the assessment flagged higher risks or unresolved safety concerns.
   • Supervisors will typically add Review Comments here.
   • After review, the supervisor can move the Take 5 to "Complete".

3. Complete:

   • The Take 5 assessment is finalized and usually becomes read-only.

Automated Email Notifications

The system sends emails to keep relevant people informed:

1. Supervisor Review Notification

• When: Sent when a Take 5 assessment is submitted and requires supervisor review.
• To Whom: The person listed in the "Supervisor" field.
• Purpose: To alert the supervisor that a Take 5 needs their attention due to identified risks or issues. The email includes key details and a link to the assessment.

2. Review Complete Notification

• When: Sent when a supervisor finishes their review and marks the Take 5 as complete.
• To Whom: The person who initially reported/created the Take 5 (the "Reporting Person").
• Purpose: To inform the reporting person that the review is done. The email usually includes any review comments and a link to the finalized assessment.