---
title: "Procedures"
url: "https://docs.4hse.com/guides/prevention-actions/procedure-management"
description: "Management of prevention procedures: creation, recipients, reports, and attachments."
---

# Procedures

The section dedicated to procedures is located within the **Prevention Actions** area of each project **office**.

From **Actions**, select the **Procedures menu**, which is structured on two levels:

-   **Procedures**: define the **complete set of procedures** for the office.
-   **Reports**: define the **planning of renewals or reviews** of procedures by creating **reports**.

Within the **Procedures** section, you can also:

-   **Register an existing certificate** (e.g., to monitor the expiration of an existing procedure or one that you don’t want to schedule).
-   **Schedule a report**.
-   **Register the result of a report** and generate a revision certificate.
-   **Generate a certificate** or upload an external one.

## Add a new procedure

[Section titled “Add a new procedure”](#add-a-new-procedure)

1.  Click **New** at the top left to choose the **type of procedure** to add. You can either **copy** an existing procedure or create a **new procedure**, which can be configured freely through a dedicated interface. In this example, we will add a **new environmental assessment procedure for physical or chemical agents**.
    
2.  Click **Save**.
    

![Add a new procedure](/_astro/procedure-management-1.D9evaL3G_Z1PfDSN.webp)

The **new row** corresponding to the procedure will now appear in the window, with all indicators set to **zero**. (If no changes are visible, just click **Refresh** in the toolbar).

![Procedure details](/_astro/procedure-management-2.BgQ9BU6b_ZfvtYw.webp)

Double-clicking the row or the **link icon** opens the **procedure detail page**, where you can **view and manage** all related information: recipients, reports, and more.

![Procedure detail](/_astro/procedure-management-3.Bs4-nc43_Z2bVa9L.webp)

## Manage a procedure

[Section titled “Manage a procedure”](#manage-a-procedure)

Procedures can be managed both from the **Details tab** and the **Procedure detail page**.

-   The **Details** tab shows key information:
-   **Name**
-   **Description**
-   **Validity**: the interval between one review and the next.
-   **Expiring**: number of days before the expiration when the procedure is marked as “expiring”.
-   Assignment of **Responsible**, **Assigned**, and **Observer** roles.

Use the **”+” button** to choose between **People**, **Users**, and **Roles** defined in the office’s “Safety Organization Chart”. Multiple users or roles can be assigned to the same task. These assignments are **automatically inherited by reports** scheduled for this procedure.

-   The **Recipients** tab shows the people and items involved in the procedure.
-   The **Reports** tab lists all revisions of the procedure in reverse chronological order.
-   The **Requested by** tab lists items whose risks are mitigated by the procedure’s validity.
-   In the **Attachments** tab, you can:
-   **Link an existing file** from “Files”
-   **Upload a new file**

## Add recipients to a procedure

[Section titled “Add recipients to a procedure”](#add-recipients-to-a-procedure)

**Recipients** are the resources (workers, environments, equipment, etc.) for which the procedure applies.

For each procedure, in the **Recipients** section, you must associate either:

-   The relevant **work phases**, or
-   The **office**, if one assessment covers all environments.

This association is required for certified assessment of the procedure.

> Recipients can be selected based on:
> 
> -   **Job roles**
> -   **Operational areas or departments**
> -   **Equipment**
> -   Specific **work phases**

1.  Click **Recipients**
    
2.  Click **New**
    
3.  Select the recipient(s) using the available categories (hold Shift for multi-selection), then click **Save** (e.g., all environments subject to environmental assessments).
    
4.  You can add recipients from multiple categories if needed.
    
5.  All associated recipients will now be visible with their **certificate status**:
    

-   **“New”** until managed
-   **“Valid”** or **“Expired”** depending on the recorded certificate dates
-   **“Expiring”** if near expiration (based on the **Expiring** field of the course)

![New recipient for a procedure](/_astro/procedure-management-4.CKxKtbKe_Z21QjL5.webp)

## Associate resources

[Section titled “Associate resources”](#associate-resources)

From the **Requested by** menu of a procedure, you can indicate which **company resources** require the procedure.

1.  Select resources from:

-   Role
-   Equipment
-   Environment
-   Substance
-   PPE
-   Job role
-   Work phase
-   Homogeneous group
-   Supplier

2.  Click **Next** to select from existing items
3.  Select the resources and click **Confirm**, then **Finish**

![Associate resources to the procedure](/_astro/procedure-management-5.DfchvFoa_ZBPXHX.webp)

## Schedule a report

[Section titled “Schedule a report”](#schedule-a-report)

Once recipients are linked to a procedure, you can schedule a report.

1.  From the **Reports** menu, click **New**
2.  Select the **Procedure** using **“Select”** (All available procedures for the office will be listed. If not listed, you must create the procedure first.)
3.  Confirm the **procedure validity**
4.  Set the **date**
5.  The **Responsible**, **Assigned**, and **Observer** roles are inherited from the procedure but can be edited. If they are users, they will receive **notifications** for this activity.
6.  Click **Save**

## Enroll recipients in a report

[Section titled “Enroll recipients in a report”](#enroll-recipients-in-a-report)

1.  Select the **Report**
2.  Click **Recipients**, then **New** Only previously assigned procedure recipients will be listed. If none were added to the procedure, no options will be available.
3.  Select the recipients and click **Save**

Initial **report status** will be **To be completed**.

## Linked Modules Management

[Section titled “Linked Modules Management”](#linked-modules-management)

The **Linked Modules** tab allows you to create and manage structured modules associated with procedures. This feature enables the integration of technical checklists or operational reports directly into the procedure workflow, automatically attaching the generated documentation to the issued report.

Through this section, it is possible to define which data templates must be completed during the execution of a procedure.

The complete guide for configuring and filling out modules is available in the [Linked Modules to Procedures](/guides/action-forms/action-forms) section.

## Register the result of a report

[Section titled “Register the result of a report”](#register-the-result-of-a-report)

Results can be recorded **individually** or in **bulk**.

### Individual mode

[Section titled “Individual mode”](#individual-mode)

1.  Open the report detail by **double-clicking the recipient row**
2.  Select the **result**: `Passed` or `Failed`
3.  Click **Save**

### Bulk mode

[Section titled “Bulk mode”](#bulk-mode)

1.  From the report toolbar, click **Wizards** > **Bulk edit**
2.  The list of report recipients will appear
3.  Click the **status badge** to update it
4.  (Optional) Check the **“W” (warning)** box to flag the entry with a visual icon
5.  Click **Confirm** to save changes

![Bulk edit report](/_astro/procedure-management-6.brG2SQ0Q_Z4bc9d.webp)

## Generate a certificate

[Section titled “Generate a certificate”](#generate-a-certificate)

After registering a `Passed` result, you can issue the certificates.

### 1\. Bulk creation via wizard

[Section titled “1. Bulk creation via wizard”](#1-bulk-creation-via-wizard)

-   Click **Wizards** in the toolbar
-   Select **Bulk certificate creation**
-   The list of report recipients will appear
-   Select the recipients
-   Click **Confirm**

### 2\. From report details

[Section titled “2. From report details”](#2-from-report-details)

-   Open the report detail (double-click the row or click the
    
    icon)
-   Check the **start** and **end validity dates**
-   Click the **ribbon icon** to automatically issue a certificate

The certificate will now be **valid** and visible in the **calendar**.

![Issue certificate](/_astro/procedure-management-7.Dh75gCPr_12ubxn.webp)

## Manage a certificate

[Section titled “Manage a certificate”](#manage-a-certificate)

In the **Certificate** column of the “Recipients” tab, click the icon to open the **certificate detail page**, where you can:

-   **Print**
-   **Download**
-   **Attach a document**

1.  Click to open the **certificate detail page**
2.  It shows all report and result information, including notes and optional fields. Editable dates are for **issue** and **expiration**
3.  To export, click the **Print** icon
4.  Click **”…”** to browse available templates
5.  Select the **desired template**, click **Save**, then **Next** to preview
6.  Use **Print** to print locally or click **Next** to **export** or **archive** to “Files”

![Certificate detail and printing](/_astro/procedure-management-8.DEr3ZYfK_DEIwS.webp)

### Attachments

[Section titled “Attachments”](#attachments)

In the **Attachments** tab, you can:

-   Add a link to **existing files** in **“Files”**
-   Upload a **new file**

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