Review the risk assessment

This article explains how to review a full risk assessment online, including installation details, assets, and control measures. It is intended for inspectors, engineers, and viewers involved in assessment review and completion.

Note

Required role: Inspector or Viewer

Understanding the Risk Assessment Overview

Begin by opening the risk assessment to see its scope, progress, and key data-collection and review stages.

1. Open a risk assessment from its location.

2. Read the header for the location name, assessment start date, control regime code, and completeness percentage shown with a circular progress ring.

3. Observe the main body, which is split into two groups:

   • Things to do holds four data-collection tiles: Location, Systems, Areas, and Assets; each tile displays its current state (Not Started, In Progress, To Review, or Done).
   • Things to Review holds Logbook & Activities, Control Schema, and Technical Recommendations.

4. In the header, use View Structures to open and inspect location structures, which are managed separately from the four data-collection phases.

5. Use the displayed completeness percentage to understand how much data has been collected across all in-scope objects.

Review the Assessment Scope

Check exactly which parts of the location the risk assessment covers.

1. On the risk assessment overview, locate the Select scope card and the Scope for analysis field showing the count of selected items.
2. Select the Scope for analysis field to open the Change scope picker.
3. Expand the tree and tick the Structures, Areas, Systems, and Assets to include. Ticking a parent cascades selection to its children.
4. Be aware that selecting more than 500 assets is blocked and asks you to narrow the selection.
5. Use the header Confirm button to save the scope once the selection loads fully.

Note: Items covered by another active risk assessment appear greyed out and cannot be selected until those assessments are finished or their scopes are adjusted. Also, all selected items must belong to the same control regime; items from a different regime appear greyed out with a note explaining they cannot be combined in one assessment.

Review Installation and Asset Details

Examine and validate compliance data recorded during the assessment on systems, areas, and assets.

Systems

1. From Things to do, select the Systems tile and choose a system.
2. Review and, if necessary, update the System Name, Operational Status, and Description in the General section.
3. Review regime-specific readings in the Parameters section.
4. Check the Linked Assets and Schematics sections for system relationships and documentation.
5. Ensure the system's Assessment toggle is set to Satisfactory or Unsatisfactory, then select Confirm assessment to save.
6. Use View Structures to edit physical structures since structure-level compliance is captured through their systems, areas, and assets.

Areas

1. Open the Areas tile from Things to do and select an area or room.
2. In the General section, confirm the Area Name (required), optionally add a Description, and for rooms set Occupancy to In Use or Vacant.
3. Review or override Facility Type and Control Regime, which are inherited from the parent structure.
4. Complete the Parameters section with compliance readings.
5. Check the Status section where the satisfactory state is automatically set once all fields are complete; manually toggle if professional judgement differs.
6. Select Save changes to store updates.

Assets

1. Open the Assets tile from Things to do and select an asset such as a tap or boiler.
2. In the General section, review photos, enter the required Asset Number, QR Code, and select its Network Position (Near source, Mid network, Far from source). The Location path is read-only.
3. Complete compliance Parameters manually or via connected sensors.
4. Optionally review Linked Systems, Sensors, Linked Assets, and Cases.
5. In the Assessment section, once parameters are saved and the asset is assessed automatically, toggle the satisfactory state manually if needed, then select Confirm assessment.

Note: The assessment toggle on assets is disabled until the first assessment completes and only users with assessment-edit permission can save.

Override Automatic Satisfactory States

If you disagree with the system's assessment, you can manually override the satisfactory (Satisfactory/Unsatisfactory) status with an audit trail.

1. Open the specific system, area, or asset.
2. Scroll to the Assessment or Status section.
3. Tap Satisfactory or Unsatisfactory to override the automatic calculation.
4. Save the change by selecting Confirm assessment (for assets and systems) or Save changes (for areas).

Once overridden, the manual status replaces the automatic one but cannot be cleared back to no-status. Only users with edit permission can perform this action.

Track Assessment Progress and Completeness

Monitor how much of the risk assessment is complete and what remains before conclusion.

1. Review the overall completeness percentage shown in the assessment header.
2. Use Things to do and Things to Review lists to check progress on all seven stages: Location, Systems, Areas, Assets, Logbook & Activities, Control Schema, and Technical Recommendations.
3. Open each stage and mark it as done when complete.
4. Note the final Risk Conclusion stage unlocks only after all other stages are marked done.

Note: Completeness only reaches 100% when every in-scope object and stage is complete. Large locations may undercount objects due to a capped load of 200 items per type without warning.

Review and Write the Risk Conclusion

View the overall risk level and document the final assessment narrative and summaries.

1. Open the Risk Conclusion stage after all other stages are marked done.
2. On the right, observe the semicircular risk gauge indicating overall risk level, and on the left, expand each risk-group to see its score and regime-specific questions.
3. Expand General conclusion and enter your overall narrative in the Description field; entries auto-save.
4. For each risk group, fill in its Score and any narrative fields.
5. On the right, use the Executive Summary and Risk Summary fields to type your own text or select Generate to create a draft then Save.

Only users with assessment-edit access can change these fields. Generated summaries are drafts and must be reviewed and saved.

Generate and Obtain the Risk Assessment Report

Create the formal compliance report after the assessment data and conclusion are ready.

1. Open the risk assessment and navigate to the Generate Report section.
2. Review that Report Type, Site, and Risk Assessment fields are pre-filled and locked, following the location's regime (e.g. "PPCL — Plan de Prevención y Control de Legionella" or "PSL — Plan Sanitario de Legionella").
3. Optionally select a Report Preset, defaulting to "Default configuration".
4. Click Generate Report. The report status moves from "Processing" to "Ready".
5. To produce an updated copy after changes, select Regenerate.

Reports always cover the entire assessment scope as set on the assessment itself; there are no scope selectors at report time. The report can be generated before the assessment is marked finished.

Download or Share the Risk Assessment Report

Deliver the completed report to clients or colleagues after generation.

1. When the report status is "Ready", select Download to save the PDF locally.
2. Alternatively, open the report from the Documents page and select Share.
3. Add one or more recipients from your organisation's members, optionally add CC addresses, set the subject and message, then send.
4. Recipients receive an email with a secure download link valid for 24 hours.

Only active organisation members can be selected as recipients; external addresses are not allowed. Download links expire after 24 hours.

Review and Manage Technical Recommendations

Assess draft recommendations raised automatically or manually and manage their approval status.

Understanding Auto-Generated Draft Recommendations

1. Open an entity (e.g. asset) and go to its Technical Recommendations tab.
2. View drafts under the Drafts (auto-generated) section, marked with an 'Auto-generated' badge and status 'Needs Approval'.
3. Open a draft to see its Problem, Solution, Priority, and the Triggered by panel listing parameter values that crossed thresholds.
4. Remember drafts are proposals only and have no effect until approved.

Review, Approve, or Dismiss Draft Recommendations

1. Open the draft and launch the Review recommendation dialog.
2. Edit Problem, Solution, and Priority if needed.
3. Select one or more Suggested activities describing the corrective work.
4. Select Update & review or Approve to confirm; the status changes to 'Approved' with recorded approver and time.
5. To discard, select Dismiss, enter a reason (minimum 10 characters), and confirm; status changes to 'Dismissed'.

Approval requires at least one Suggested activity for non-structure drafts. Only users with edit access can approve or dismiss items. These actions are only available on the web app.

Verify Carried-Forward Recommendations in Follow-Up Assessments

1. During a new assessment, open an asset's Technical Recommendations tab.
2. Review recommendations completed since the last assessment under Completed since last assessment, inspecting 'Before' and 'After' photos and job results.
3. Recognize uncompleted recommendations shown as carried-forward with the previous assessment date, remaining in the 'Approved' state.

Finishing the Risk Assessment

Close out the assessment once all stages and the conclusion are complete.

1. Open the completed risk assessment and access the Risk Conclusion stage.
2. Select Finish assessment in the footer.
3. In the confirmation dialog, read the warning that this action cannot be undone, then confirm with Finish assessment.

The assessment is marked complete and no longer appears in the active list. Once finished, the assessment cannot be edited.