SWMS

Use the SWMS module to prepare, review, approve, and archive Safe Work Method Statements for higher-risk work or other controlled job activities.

The configured module supports both the main SWMS record and a linked set of step or hazard assessment rows. This lets you describe the job at a high level, document the hazards and controls for each step, assign supervisor oversight, and track the document through approval and archival states.

What you can record

Each SWMS can include:

• a Task Description
• an optional Client
• the work Location
• the SWMS No
• a Valid to date
• one or more Prepared By users
• relevant Legislation
• related Management Plans
• required Training
• Plant and Equipment
• required Permits
• relevant Stored Energy sources
• relevant Physical Movements
• Environmental Requirements
• Generic Job Controls
• a linked list of step or hazard assessments under Step
• the responsible Supervisor
• an Issue Date
• an optional Return Date

In the current configuration, the required fields for the main SWMS record are:

• Task Description
• Location
• SWMS No
• Valid to
• Prepared By
• Supervisor
• Issue Date

Prepared By defaults to the current user, and Supervisor defaults to the current user's manager when that relationship is available.

SWMS workflow

The main SWMS form uses these statuses:

• Draft: the SWMS is still being prepared
• Pending Approval: the SWMS has been submitted for supervisor review
• Approved: the SWMS is approved for use
• Pending Archival: the SWMS has passed its validity date and is waiting to be returned or archived
• Archived: the SWMS has been archived

The standard progression is:

1. Create the SWMS in Draft.
2. Complete the required details and add the linked step or hazard rows.
3. Use Submit for Approval to move it to Pending Approval.
4. Use Approve to move it to Approved.
5. When the Valid to date passes, the record can move automatically to Pending Archival.
6. From there, use Archive, or let the module archive it automatically after the Return Date has passed.

If a SWMS moves to Pending Archival because its validity date has passed, extending Valid to into the future can move it back to Approved.

Archived is configured as an archived workflow step, so archived SWMS records may be hidden from active working views while remaining available for history and reporting.

Creating a SWMS

To create a new SWMS:

1. Open the SWMS module.
2. Create a new record.
3. Enter the core document details such as Task Description, Location, SWMS No, Issue Date, and Valid to.
4. Confirm the Prepared By users and select the Supervisor.
5. Add any relevant legislation, management plans, training, permits, equipment, and control selections.
6. Add one or more linked rows in Step to document the work steps, hazards, controls, and accountable people.
7. Save the record in Draft while it is being prepared.
8. Use Submit for Approval when it is ready for review.

Step and hazard assessments

The Step field in the Assessment section links to a supporting Step-Hazard form inside the same module.

Each linked row can be created as either:

• Step (+ Hazard): for a work step with an associated hazard
• General Hazard: for a broader hazard that is not tied to a specific step

The linked step or hazard form supports:

• a step number in No.
• the work Step
• optional supporting Details
• the Potential Hazard
• IRR for the initial risk rating
• Controls
• RRR for the residual risk rating
• an optional Accountable person

This structure is the core of the SWMS assessment. Use it to break the job into clear steps, identify what could go wrong, describe the controls that must be in place, and show how the risk is reduced.

Key sections

Details

The Details section captures the main document information and broad planning context.

Common uses include:

• describing the activity in Task Description
• identifying the customer or job owner in Client
• recording where the work applies in Location
• managing the document identifier in SWMS No
• setting the review or expiry point in Valid to
• listing the workers who prepared the SWMS in Prepared By

Several multi-select fields support flexible planning. The current configuration includes selectable lists for legislation, management plans, training, plant and equipment, permits, stored energy, physical movements, environmental requirements, and generic job controls. These lists can also accept new values where the configured options do not fully cover the job.

Supervisor

Supervisor is required and is used as a key workflow and notification contact. In practice, this is the main review or oversight person for the SWMS.

Approval and sign-off

The current Approval and Sign-off section includes Issue Date, which is required and also drives the default record-list sorting for the module.

Other activities

The Other Activities section includes Export to Word, which is configured as a document-generation action for the SWMS record.

SWMS returned

Return Date is optional, but it becomes important once a SWMS is no longer current. The workflow configuration uses this date when automatically progressing records from Pending Archival to Archived.

Approvals and archival

Once the SWMS is complete:

• submit it for approval so the supervisor can review it
• approve it when it is ready for use
• monitor the Valid to date so expired SWMS records do not stay active by mistake
• set or update Return Date when the SWMS is being returned or retired
• archive records that are no longer needed

This setup makes the module useful for both controlled document preparation and ongoing review of whether a SWMS is still current.

Notifications and updates

The current configuration includes workflow email notifications for events such as:

• a SWMS being submitted for approval
• a SWMS moving from pending approval to approved
• a SWMS moving to pending archival
• a SWMS being archived

These notifications mainly involve the Supervisor and the Prepared By users, helping keep review and document-control responsibilities visible.

Lists and tracking

The configured record list surfaces key information such as:

• workflow status
• SWMS No
• Issue Date
• Valid to
• Return Date
• Task Description
• Supervisor
• document number
• attachments

This makes it easier to scan current SWMS records, identify documents that are close to expiry or pending archival, and find the right SWMS for a location or activity.

Tips for better SWMS records

• Write Task Description so the job is clear without opening the record.
• Keep SWMS No consistent with your document-control convention.
• Use the linked Step rows to separate steps, hazards, controls, and accountable people instead of compressing everything into one description.
• Keep Valid to current so expiry-driven workflow changes remain meaningful.
• Review Pending Archival records promptly so outdated SWMS documents do not remain in circulation.
• Use Export to Word when you need a generated document version for distribution or site use.