General

With incidents you can report abnormal events and accidents and suggest procedures that could be done. You can assign them to your GISGRO organisation users. When you open the Incidents panel you can filter them by category, tags, status, supervisor, observers or time range. You can find more filtering options under Advanced options.

The icon color indicates the status of an incident.

Report incident

You can report an incident by right-clicking on the map, and choosing Report incident. To be able to add the incident, give a description and set the date & time when the incident took place. You can also add more details like title, observers, category, tags, immediate and suggested actions and attachments. Note that if you don’t add the title, this field will be automatically filled with the description text! If you have preset supervisors for the tags the supervisor get’s added automatically based on the tag/tags selected at this point! Read more here. If you want to add the incident also as a defect you can choose the Report also as defect option. It will then add a defect with the same description as the incident when you click Add.

You can also link incidents and defects after reporting! Read more about it below.




The second phase will open options to add a root cause, update status, assign the supervisor if there isn’t one yet and add more information such as more attachments or comments. The attachments can be organised with folders, read more here! The root cause can also be analysed later on and filled into the open field for example by the supervisor! You can also delete, archive or export the incident by clicking the three lines icon and choosing the wanted action.

Link to defects

If you have a defect that has already been reported and you would like to link it to an incident, you can report a new incident or choose one already added and open the Related defects tab from the info panel of the incident. Choose a defect from the drop down menu and click Save. If you want to remove the related defect you can just click the x icon after the defect’s title on the Related defects tab.

Supervisor

You can choose supervisors for incidents manually by selecting from the drop down menu or preset them via the issue tags so they get automatically assigned to incidents with the tag. A supervisor is a GISGRO user who will process the incident accordingly and make sure the needed actions are taken. Supervisor is optional so you can save an incident also without one. Supervisor gets an email when there is a new incident assigned to them!

Observers

You can select the user/users who noticed and reported the incident from the drop down menu. The author of the incident get’s saved automatically and can be checked from the History tab!

Manage incidents

Manage & search your incidents easily with Issue tags and Incident categories. You can choose if you want the search results to match ALL or ANY of the selected tags. You can change this setting by clicking on the blue circle in front of the Tag search field. You can add, edit or delete these categories and tags via Organisation settings under Issue management. Open Incident categories or tags to access the list view and search by name to find a specific one. Click on the +button on the upper right corner to add new ones or open one already added from the list to edit or delete it. Note that issue tags are used with both incidents and defects (feature of Maintenance) but the Incident categories are only for incidents! You can add as many tags to an incident as you want but there can only be one category. To manage the tags the user needs permission to Issue tags but to manage the Incident categories Admin rights are required. Read more about adding permissions here.

Set email notifications

As an Admin user you can select which users get email notifications of new incidents based on the incident category. Open a category from the list and choose users to receive notifications from the drop down menu and Save. The notification gets send out also if an incident reported without category is assigned to one later on!

The related users (supervisor, observers, author) get email notifications about the incident also without being selected to receive notifications from incident categories

Set reminders

With reminders you can remind yourself or a user group of important events or actions related to incidents. Choose an incident and set a reminder via the Reminders tab by cliking the + button. You can add the reminder for yourself or choose a user group as recipient from the drop down menu. Write a message and select date and time to add the reminder. You can choose the Remind also with email option if you want an email to go out in addition to a notification in GISGRO once the time is up. The added reminder will appear under Upcoming reminders of the incident. Reminders become active when the set time comes up and can then be viewed on the Dashboard. When you click on the active reminder on the dashboard it opens the incident that it’s related to. You can set an active reminder to be done by clicking the blue bell icon or delete it from the trash can icon.

If you select a user group as recipient of the reminder you can also choose if you want all the users in the group to set the reminder as noticed before it disappears.

Disable editing

Open General tab under Issue management to disable editing incidents for non-supervisors when processing. This way only the assigned supervisor can change the incident details when the status is Ongoing.

Preset supervisors

When adding a new tag or editing one already made, you can set a default supervisor from the users in the account. When a new issue gets reported and that tag is then selected the preset supervisor get’s assigned automatically. If there are multiple tags selected for the issue with different preset supervisors, the tag that is added first defines the supervisor. Only exception is if one of the preset supervisors is an admin user! In this case the admin rights surpass the order of selected tags and the admin user becomes the supervisor.

You can group your tags by color for example to determine severity level.

Download PDF report

You can gather all the details of an incident into a report which can be downloaded or printed out. Open the actions from the incident menu button and click View report to open a preview on the screen. Click the Export button to download the report as a PDF or to print out straight away!

The organisation name will be included in the header and the date of the export in the footer along with page number

Updated on: 04/02/2025