Use this guide to report what happened on site, add injury, near-miss, property-damage, and environmental records, close the incident, and configure the forms your project captures. It covers desktop web, mobile web, and the native app.
Start here
- I report what happened: Report an incident → Review records and attachments.
- I close the record: Close or reopen an incident.
- I set up the forms: Configure incident settings.
- Something is missing or blocked: Start with Troubleshooting Incidents.
Common task recipes
- Log a near miss before the end of the shift: Open Incidents, select New Incident, fill Title and Occurred, pick Near Miss under What happened?, then select Create Incident.
- Add a second record later: Open the incident, select Add Record, and choose another type such as Property Damage.
- Shape the form for this job: Open Incident Settings, pick Incident details or a record type under Forms, then Add Field or Add Section.
Understand access and workflow
Understand how Incidents work
Incidents under Field Tools is the project's safety log: one incident for the event, then one or more records for what actually happened. It is not the same tool as a list whose type is Incidents under Lists — that list still uses punch-item assignment and review. See Understand Lists and list types.
Report → records for what happened → attachments and custom fields → Open → Closed
- Open is the working record. Anyone with write access can keep editing it.
- Closed is the finished safety record. Closing needs Close and reopen incidents.
- Draft is only the in-progress create form. Drafts do not appear on the Incidents index.
Every new project starts with an incident type named General and four record types: Injury/Illness, Near Miss, Property Damage, and Environmental. You pick the types that apply when you report, and you can add more records after the incident exists.
Permissions, visibility, and platform availability
Incidents splits access four ways, and holding some without the others is normal.
- View incidents opens Incidents and the records themselves.
- Report incidents, make changes to existing incidents covers New Incident, editing overview fields, adding records, attachments, custom field values, and Delete.
- Close and reopen incidents is what turns the status control into Mark as Closed or Mark as Open. Without it, status is a disabled label.
- Manage incident settings, including incident types opens Incident Settings and the form editor. List custom fields still use Configure custom field definitions; incident forms do not.
Administrators, managers, and employees receive view and write by default. Close/reopen and settings default to administrators and managers. Subcontractor, consultant, and owner roles do not receive Incidents by default.
Once you can view incidents, the index, an open incident, and reporting work on desktop web, mobile web, and the app.
- On web, Incident Settings and New Incident sit in the Incidents header.
- In the app, New Incident is the + button in the header. Form setup stays on web under Incident Settings.
Troubleshooting Incidents
Most surprises here are a permission, a filter, or mixing this tool up with a Lists Incidents list. Find your symptom and work through the checks in order.
Incidents is missing from Field Tools
Your role needs View incidents. Ask an administrator to check Incidents in Project Settings → Roles and Permissions. A Lists shortcut named Incidents is a punch list, not this tool.
New Incident is missing
Confirm Report incidents, make changes to existing incidents. View access opens the log but does not create records.
Incident Settings is missing
That control is on the web Incidents header and needs Manage incident settings, including incident types. It is not in the app header.
An incident I just started isn't in the list
The create form saves a Draft titled Draft until you select Create Incident. Drafts stay off the index. Open New Incident again and the form resumes your latest draft.
I can't close an incident
Closing needs Close and reopen incidents. Write access lets you edit the record; it does not change Open / Closed.
Custom fields I expected aren't on the form
Open Incident Settings and check Incident details plus the record type you picked. Fields live on those forms, not on Lists → Custom Fields. Record types turned Off do not appear under What happened?.
Report and review
Report an incident
Get the event on the log while the facts are still in front of you. The form asks for what happened and when; you can add another record later if the first pass missed a type.
- Open Incidents under Field Tools.
- Select New Incident. In the app, use the + button in the header.
- Enter a Title. That's required.
- Set Occurred. It defaults to now.
- Optionally pick a Location, write a Description, and add Attachments. You can pull in project photos you've already uploaded.
- Under What happened?, pick every record type that applies — Injury/Illness, Near Miss, Property Damage, Environmental. The hint reads Pick everything that applies. You can add more later.
- Fill in any custom fields on the incident form and on each selected record type.
- Select Create Incident.
Title and Occurred are the only required built-in fields. Required custom fields also block save. While attachments are still uploading, the button reads Uploading attachments....
If you already have a draft of your own, New Incident reopens it instead of starting a second one. Cancel on a draft deletes it and returns you to the index — that draft never becomes an Open incident.
You now have an Open incident on the log, numbered, with whatever records you selected.
Do I have to pick a record type now?
No. You can create the incident with only a title and time, then use Add Record on the incident. Pick the types you already know so the right fields show up on the way in.
Why does New Incident reopen something called Draft?
Leaving the form mid-way keeps a draft so you don't lose the attachments you already started. Finish it with Create Incident, or Cancel to throw the draft away.
Review an incident and add records
Open an incident when you need the overview, the records underneath it, or the activity of who changed what. The index is the place to find it; the incident page is where the story lives.
On Incidents, filter Open, Closed, or All, and search with Search by number, title, or location. The grid shows Number, Title, Occurred, Location, Status, Reported By, and Records. Drafts never appear here.
Select a row to open the incident. You'll see:
- Overview — title, occurred time, location, and reported-by
- Custom fields from Incident details
- Description
- Records, with Add Record
- Attachments
- Activity Log, including custom field edits
To add another record after create, select Add Record and choose a type that's turned on. Empty copy reads No records yet. If every type is off, the picker reads No record types are turned on.
Delete on a record asks Delete record? — that record is gone from the incident. Deleting a record needs write access.
You now have the event, the records, and the files in one place the safety team can close.
What's the difference between the incident and a record?
The incident is the event — when and where, plus the overall description. A record is one kind of outcome: someone was hurt, a near miss, damaged property, or an environmental release. One incident can hold several.
Close or reopen an incident
Close the incident when the record is complete enough to leave the open list. Reopen it when a fact still needs to change.
On web, the status control next to the title shows Open or Closed. With Close and reopen incidents, open it and choose Mark as Closed or Mark as Open. Without that permission, the same control is a disabled button showing the current status.
In the app, those same Mark as actions sit in the incident's actions menu.
Closing does not lock the fields. Write access can still edit an Open or Closed incident; status is a separate permission from editing.
The index Open filter hides Closed incidents, which is usually what you want once the record is finished. Use All when you need history.
Delete an incident
Delete an incident that should not stay on the log — a duplicate, or a draft you meant to abandon from the incident page rather than Cancel.
- Open the incident.
- Select Delete.
- Confirm Delete incident?.
The incident leaves the Incidents list. There's no restore on this screen. Deleting a draft from the create form with Cancel does the same thing before the incident is ever Open, and that delete does not write an activity event.
Configure forms
Configure incident settings and forms
The built-in title, time, location, and description cover the event. When your process needs a witness name, an OSHA category, or a repeating list of injured parties, put those fields on the incident form or on a record type.
- Open Incidents.
- Select Incident Settings in the header.
- Under Forms, choose Incident details or a record type in Records.
- Select Add Field or Add Section. Empty copy reads Capture the details your team needs, with Fields and Sections cards explaining the difference.
- Enter a Name and choose a Type: Text, Rich Text, Number, Date, Date and Time, Checkbox, Single Select, Multi Select, User, Company, or Attachment.
- Turn on Required when the incident or record shouldn't save without a value.
- For Single Select or Multi Select, add Options. For User or Company, set Choose from to the project team or the directory, and Allow multiple when more than one value is allowed.
- Turn on Has many entries on a section when people should fill it out more than once — one entry per injured person, one per material involved.
Each record type in Records can be turned on or off. Off hides it from What happened? and Add Record. Reorder record type changes the order in those pickers.
Filling in the values still uses Report incidents, make changes to existing incidents. Building the form uses Manage incident settings, including incident types.
A project created from a template copies the incident type, which record types are on, and the form layouts. It does not copy incident records.
Set the forms once and every report on the project asks for the same details.
Should this go on Incident details or on a record type?
Put facts about the event — weather, shift, who reported it beyond Reported By — on Incident details. Put facts that belong to one outcome — body part on Injury/Illness, substance on Environmental — on that record type so they only appear when that type is selected.
Why isn't this the same Custom Fields page as Lists?
Lists configure fields per list with Configure custom field definitions. Incidents configure fields per incident type and record type here. The editor looks the same; the permission and the page are different.