How do I set up and use a register (continuous improvement, complaints, risk)?

Key Points

A register is a standard Form that your organisation uses to keep a running list of one type of information, such as complaints or risks. It isn't a special type of Form. Each entry is a record, and the entries show as a list you can sort and filter.
Because a register is an ordinary Form, everything else works the same as any other Form: permissions, reports, automations and table columns.
Every FlowLogic system has standard register Forms: Incidents, Feedback and Complaints, Continuous Improvement, Conflict of Interest, Work Health and Safety (WHS), Risk and Restrictive Practice.
To add a new register, admins build a Form and a Section in the usual way, or ask our Support team to add a standard one.
To close an entry, change its Status field, for example from Open to Closed. You need edit access to the entry.

Is a register a special type of Form?

No. In FlowLogic, a register is just a standard Form used for one purpose: keeping a list of one type of information that's added to over time. Any Form that can be entered more than once works this way. When this article says register, it means a Form your organisation uses as a register, so all the usual Form and Section steps apply.

Where are our registers?

Most registers are Sections on the left-hand menu, such as Incidents, Feedback and Complaints or Continuous Improvement. Your organisation may have named them differently or grouped some together.

If you can't see a register, you may not have access to it. Ask your FlowLogic admin to check your Groups' permissions on that Section.

How do I set up a new register?

A new register is a new Form, set up the same way as any other. You have two options:

Ask for a standard register: contact our Support team to add one of the standard register Forms.
Build your own: admins create a Form, then create a Section with that Form as its Main Form.

To build your own:

Create the Form with the fields you need, including a Status field such as a dropdown with Open and Closed. See How do I create a new Form?
Go to System Menu > Sections and select Add New Section.
Enter the Name, choose your Form as the Main form, pick an Icon and set the Order, then select Save.
Set which Groups can read, add and edit entries.

A Section's Main Form can't be swapped later, so finish the Form first. See What is a Section and how do I control access to it?

Existing records on a client's or staff member's profile, such as risk assessments, can't be moved into a new register. Enter them again, or export them with a report and bulk import them with Mass Add. See How do I bulk import records with Mass Add?

How do I close an entry?

Open the entry, change its Status field, for example from Open to Closed, and save. Only people with edit access to the entry can do this. If someone can't close an entry, check their Groups have Edit access to the register's Form.

Who can see, add or edit entries?

Access to a register works the same as any other Form: it's set by Group on its Section and Form. For example, you can let all staff add complaints but only managers read and edit them.

To set access for the whole register, see How do I set permissions on Sections and Forms?
To hide part of an entry, such as a management-only section, use field permissions.
To give or block one person's access to a single entry, see How do I give or block a user's access to a single record?

For incident registers, see How do I control who can view and edit incident reports?

How do I link continuous improvement entries to incidents or complaints?

Use a Record Table on the incident or complaint Form and a Record field on the continuous improvement Form that points back to it. The continuous improvement entries then show inside the incident or complaint. The table only shows once the incident or complaint has been saved.

See How do I add a record table field to a Form?

How do I show register entries on a person's profile?

Use a virtual form. An entry then shows in the register and on the profile of the client or staff member it's about, without entering it twice. See What is a virtual form?

How do I get notified when an entry is added?

Set up a record automation on the register's Form to email a user or Group when a new entry is saved. See How do I create a record automation?

How do I choose the columns in the register list?

Go to System Menu > Forms, click Edit on the register's Form and open the Table Config tab. See How do I choose which columns show in table view?

Who shows in the Restrictive Practice register's list of people?

It depends on how your Restrictive Practice Form is set up. To change who shows in the list, contact our Support team.

How do I print or export a register for an audit?

One entry: open it and download it as a PDF.
The whole register: build a report on the register's Form, filter it by date or status, and export it to PDF, Excel or CSV. Keep the report to the columns you need. See How do I create a report? and How do I filter, group and export report results?