Notify Cloud v5.11

1. Withdrawal of Support for Android Version 6 and Below

To provide the best possible experience for our customers, from 31st March 2022 both the Notify IM and Notify A&I mobile apps are withdrawing support for Android v6 and below, requiring users to be on Android OS 7.0 or higher.

Why is Notify making this change? – Android 6.0 was released in 2015 and we are ending support to provide the latest and greatest features in our apps using the more recent Android versions. As of September 2019, Google no longer supports Android 6.0 and are no longer providing security updates.

What action do I need to take? – You should upgrade Android OS to 7.0 or later if possible. Any devices using Android 6.0 or below will no longer be able to upgrade or do a fresh install of the app. If the app is already installed, you can continue using it, but you should be advised to plan an upgrade, due to the OS no longer receiving security updates from Google.

2. Manage My Company Settings

We have introduced the ability to manage your own Company Settings in Notify Cloud.

Note: Only users with the ‘Company Settings Administrator’ permission group can access this via Settings > My Company Settings.

You will be able to self-manage the following settings:

Security and General Settings

• Enabling 2 Factor Authentication
• Add and manage your Company Logo
• Include Company Privacy Notice URL
• Set your Financial Year Date to assist with Accident Frequency Rates

Incident Settings

• Enable Incident QR Codes
• Manage QR Code Poster Settings

Action Settings

Within the Action Settings area, you can enable, disable, and manage the following settings:

• Standards and Clauses on Actions
• Action Category and supporting Global List
• Action Root Causation and supporting Global List
• Action Internal Business Standards and supporting Global List
• Overriding Action Priorities and Action Priority Due Dates

3. Action Tracker – Enhancements

a. Confidential Actions

We have enhanced our Action Tracker to include the ability to flag business sensitive Actions as “Confidential Actions” so that only authorised Notify users with the correct permissions can view or manage the Action.

Note: Only Department Action Managers and Action Managers can flag an Action as Confidential. As well as the new Confidential Action Manager permission group.

Once an Action is flagged as Confidential, a user who does not have access to the detail of the Action will see the following.

Confidential Actions Confidential Action Type Filter

To help filter your Action List we have added Confidential Actions as a selection from the Action Type filter.

Confidential Actions – Action CSV Export

Confidential Action information will only be visible in the CSV Export for Action data if you have the right permissions. So, for example:

• Where a user has permission to view all Confidential Actions, then they will be able to see all data in the CSV Export
• Where a user only has permissions to view only one Confidential Action, then will only be able to see the sensitive data for the Confidential Actions they have access to in the CSV Export
• Where the user has no permissions to view Confidential Action all sensitive and confidential data will be replaced by “Confidential” in the CSV Export

b. Action Root Causation and Business Standards

We have enhanced Action Tracking by enabling you to manage (via My Company Settings) Action Root Causation and categorising your actions against your own Internal Business Standards.

Note: You can define your own Action Root Causation and Internal Business Standards via your own manageable Global Lists.

When you are editing the Action a new Action – Analysis section will appear allowing you to manage and update the relevant Business Standard, Action Root Causation and Steps taken to avoid reoccurrence.

Note: these fields will be included in your Action CSV Export.

c. Customise and Override Action Priorities

We recognise one size does not fit all, and to help provide more flexibility to how you administer and manage actions, we’ve included the ability to Customise and Override Action Priorities via My Company Settings.

• We have added two new default priorities- Critical and Lowest
• You can choose which priorities want to be used when prioritising Actions

• You can override the Action Priority descriptions to something more suitable for your business needs
• You can also provide supporting Tooltip Text to help provide better guidance

Actions Tracker > Priority Led Due Dates

We have enhanced Action prioritisation by enabling you to configure your own Action Priority Due Dates via My Company Settings. You can define a specific action service level due date based on the priority. For example, Critical (or P1) as 1 Day, High (or P2) as 3 Days etc.

Therefore, once an Action is created, you will be able to see that the Action created on 28th February 2022, with Service Level or 1 Day, will be automatically set as 1st March 2022.

Note: You will be able to change the Due Date, but we have created the concept of Service Level Due Date which is Read Only and can be used as a reference point. Both fields are available in with Action CSV Export to aid with further analysis.

4. Security Enhancements – 2 Factor Authentication

We have enhanced Notify Clouds security capabilities with 2 Factor Authentication. Once enabled, this additional layer of security will require all users logging in to Notify Web and Notify A&I Mobile apps to enter a 6-digit security code that is automatically emailed to their username’s emails address.

Enabling 2 Factor Authentication

To enable 2 Factor Authentication, navigate to Settings > My Company Settings and in the Security Settings section set the Enable 2 Factor Authentication to ON.

Logging into Notify Cloud with 2 Factor Authentication Enabled

Once 2 Factor Authentication is enabled, when logging into Notify Cloud, you will still be prompted to enter your Username and Password. Once you have clicked the Login button, you will then be prompted to enter the 6-digit security code that has been emailed to you.

Logging into Notify A&I Mobile app with 2 Factor Authentication Enabled

Once 2 Factor Authentication is enabled, when logging into the Notify A&I mobile app (IOS and Android), you will still be prompted to enter your Username and Password. Once you have tapped the Login button, you will then be prompted to enter the 6-digit security code that has been emailed to you.

5. eSignatures – Incidents and Audits

We have enhanced our Incident Investigation and Auditing capability to enable your team to capture digital signatures with our eSignature feature.

Form Template Management > eSignature Field Type

We have added a new eSignature Field type that can be added to your Form Template. So, for example, we have added a Section entitled “Report Completed by” with the question “Full Name and Job Title and configured this to automatically capture the date and time stamp and geo tag co-ordinates when the digital signature is taken.

Note: if you would like this feature enabled on your Incident Investigation Forms then please contact your Account Manager.

Capturing your eSignature on your Investigation Form or Audit on Notify Cloud

When you are completing the Incident Investigation or Audit on Notify Cloud using your Web Browser, you can select the Click to Sign button to then scribble your signature.

Capturing your eSignature on Notify A&I Mobile App (IOS and Android)

You can also capture the eSignature on the relevant Audit, Inspection or Checklist using the Notify A&I app.

6. QR Codes for Incidents

Incident QR Code Generator and Poster

It’s now possible for Notify to provide you with a QR Code and supporting Poster that you can use across the business, so that anyone with a mobile phone can use their camera to scan the code and be automatically taken to record an Incident (without needing to enter your company code or download and install the Notify IM mobile app).

To switch this on, navigate to Settings > My Company Settings and toggle the Enable Incident QR Code to ON. You can also enter a Title and Supporting Text to appear on the Incident QR Code Poster.

Once you have saved your company settings, you can either choose to Download QR Image to create your own supporting documentation, or alternatively Export Poster to PDF.

When the Incident QR Code Poster has been exported it may look something like this:

7. QR Codes for Audits, Inspection and Checklists

QR Codes – Form Template (Audits only) – Create Audits via QR Code

With the addition of QR Codes for Audits, you can via Form Template Manager – Report Preferences, switch Enable Audits QR Code to ON with a supporting Poster so that your auditor can use their mobile devices camera to scan the QR Code and automatically create the correct Audit, Inspection or Checklist.

You can either choose to Download QR Image to create your own supporting documentation, or alternatively Export Poster to PDF.

When the Audit QR Code Poster has been exported it may look something like this:

8. General Usability Enhancements

Incident Management > Incident by Location

We have enhanced the Incident Management Extended Dashboard to include Incidents by Location graph.

Incident Management > Subscribe to High Priority Incident Notifications

We have enhanced how you can be notified via email when an Incident has been flagged as High Priority. Navigate to My Profile and in the Email Settings you now can Subscribe to High Priority Incident Notifications.

Incident Management > Guidance text to ensure correct Date of Incident is Captured

We have included guidance to remind the person reporting an Incident to ensure that they record the correct date and time of when the event occurred.

Actions > Action CSV Export include type of Action

We have included the ‘Action Type’ in the Action CSV export to make it easier to determine the source of the Action and to help with analysis.

Form Templates > Floating Field Toolbar

We have improved the usability of Form Template Management, to ensure that the Form Fields toolbar is always visible when navigating up and down your Form Template.

Incidents, Audits and Risk Assessment PDF Output – Improved Rich Text Formatting

We have enhanced the formatting of Rich Text fields when outputting Incidents, Audits and Risk Assessments to PDF, including clickable Hyperlinks.

9. Recent Mobile App Enhancements

The following are recent Notify IM and Notify A&I Mobile App enhancements we would like to share with you.

Mobile App Version Checker (Notify IM and Notify A&I Apps)

To help keep your team up to date with the latest features, usability enhancements and fixes, whenever there is a newer version of the app available, on opening the app you will be presented with the following. Generally, we don’t stop the user from using the app and they can install later, but when Critical updates are available Notify may enforce the download and install of the updated app.

Notify A&I App – Completed Audits – Share PDF via Messaging Tools

You can now use your Notify A&I Mobile App to Share your completed Audits, Inspections or Checklists using different messaging tools such as Email, Teams, Skype, WhatsApp and more.

Notify A&I App – Completed Audits – Display Scores and Grade

We have enhanced the Notify A&I App to be able to display the Score and Grade of an Audit (based on your Audit Form Template Settings).

Note: the relevant Audit must be synchronised to Notify Cloud Web App for the score/grade to be generated.

Notify IM App – usability improvements for capturing Incidents Offline

We have improved the messaging in the Notify IM App when there is no Mobile Signal or Internet Connection available. Whilst also signposting that Incidents can still be reported and synchronised once a connection is available.