SOP: Create and Configure a Custom Digital Register in Worx Safety Portal

Objective

This SOP explains how to create, customise, and manage a digital register in the Worx Safety Portal. It ensures the register is configured correctly before use so team members can capture the required information accurately and consistently.

Key Steps

 1. Navigate to the Registers area 0:00

• Open the Worx Safety Portal.

• Go to Forms > Registers.

• Review the available registers before making changes or creating a new one.

2. Decide whether to edit an existing register or create a new one 0:11

• Use the system’s predetermined digital registers if one already fits your needs.

• If needed, amend and customise an existing register.

• Alternatively, create your own digital register from scratch to match your requirements.

3. Set the register permissions and requirements 0:33

• Configure the register’s access settings, including:

  • Review permissions

  • Submit permissions

  • Change permissions

• Define the parameters and requirements for how the register will be used.

• Confirm the register is set up to capture the correct information for your process.

4. Finalise changes before any entries are made 0:50

• Review the register carefully before it is used.

• Make any needed edits before the first entry is submitted.

• Once entries exist in the register, changes may no longer be editable without support assistance.

5. Contact support if changes are needed after use 1:00

• If the register already contains entries and needs to be changed, submit a support ticket.

• Request the support team to amend the register structure or settings.

• Do not attempt to force changes after data has already been captured.

6. Configure the register fields and layout 1:11

• Open the register in format view or table view.

• Add, rename, or adjust the columns/fields to match the information you want to collect.

• Set up the questions or data fields required for the digital register.

7. Choose the correct field types for each column 1:42

• Rename each column to reflect the information being captured.

• Select the appropriate field type, such as:

  • Radio button

  • Drop-down

  • Signature

  • Date field

  • Audit date

• Ensure each field type matches the data you need to collect.

8. Configure date and audit date behavior 2:00

• If using a standard date field, it will capture the date the entry is completed.

• If using an audit date, select the date manually as required.

• Use audit dates when you need a system notification tied to the register entry.

9. Set mandatory fields appropriately 2:38

• Check the Data required tick box for fields that must be completed.

• Untick the box if the field should be optional.

• Confirm mandatory settings align with your workflow so users are not blocked unnecessarily.

10. Save and use the completed register 3:14

• Save the completed register configuration.

• Begin capturing entries such as:

  • Worker details

  • Asset details

  • Photos

  • Supporting information

  • Audit-related data

• Verify the register is logging information correctly and is ready for operational use.

Cautionary Notes

• Do not edit a register after entries have already been submitted unless support has made the change for you.

• Ensure field names and field types are correct before publishing the register.

• Only mark fields as mandatory when the information is truly required.

• Audit date fields may trigger notifications, so confirm this is intended before enabling them.

Tips for Efficiency

• Start with a system-provided register and customize it instead of building from scratch when possible.

• Plan the required fields first to avoid rework later.

• Use clear, descriptive column names so users know exactly what to enter.

• Test the register with a sample entry before rolling it out to the team.

• Keep mandatory fields to a minimum to make completion faster and easier.