--- title: "Incident Reports With an Investigation Tab for Safety" description: "Build an incident report form in SharePoint: anyone reports with photos, and the safety team records root cause, corrective action, owner and due date." url: https://www.virtosoftware.com/use-cases/incident-report-form/ language: en-US last_modified: 2026-10-14T00:00:00+02:00 translations: de: https://www.virtosoftware.com/de/use-cases/incident-report-form/index.md --- # Incident Reports With an Investigation Tab for Safety A SharePoint list of safety incidents with a form in two tabs: the report anyone can file, with photos attached, and the investigation that the safety team completes. The reporter sees the corrective action but cannot change it. Built with Virto Forms Designer App. Available at: SharePoint Microsoft Teams Microsoft Azure Illustrative incident report form with the tabs Incident and Investigation, open on Investigation: Corrective action Paint a walkway in aisle 4, due 30 Oct 2026. Trusted by Industry Leaders Warner Bros. Disney Sony UC Berkeley Motorola Teck Resources US Treasury University of Pittsburgh NASA Stockholms Stad FedEx Zespri and over 8,000 businesses worldwide ## Report, Investigate, Follow Up The screens come from a test list on our own SharePoint site: one item per incident and a published Virto form with two layouts, one for the safety team and one for everyone else. The names are invented. Report ### Anyone can report what happened #### Photos with the report Attach File on the form's ribbon adds photos to the list item, and the form lists them under its tabs. #### Near misses count too The Type column separates injuries, near misses, damage and unsafe conditions, so a near miss is recorded rather than forgotten. ![Edit form of the Safety incidents list, built with Virto Forms Designer App, on the Incident tab: Incident Forklift reversed into a walkway, Type Near miss, Date and time 10/12/2026 2:40 PM, Location Warehouse B, aisle 4, Reported by Daniel Weber, What happened A forklift reversed while a picker was walking behind it. No one was hurt; one rack upright was bent., Action taken Aisle 4 closed and the rack marked out of use, and the attachment aisle-4-rack.jpg](https://www.virtosoftware.com/images/use-cases/incident-report-form/incident-tab.webp) The Incident tab: what, when, where, who reported it and the first action taken, with the photo listed under the form. Investigate ### The safety team records cause and action #### A layout for the safety team Members of the Safety team group open the incident in a layout where the Investigation tab is theirs. #### An owner and a date The corrective action has a person and a due date, ready for a reminder. ![The Investigation tab of the same incident as a member of the Safety team group sees it, editable: Severity High, Status Action in progress, Root cause The reversing alarm was switched off, and aisle 4 has no marked walkway., Corrective action Repair the alarm, paint a walkway in aisle 4 and brief all drivers., Action owner Sofia Marin, and Action due 10/30/2026](https://www.virtosoftware.com/images/use-cases/incident-report-form/investigation-safety-team.webp) The Investigation tab in the safety team layout: severity, status, root cause, corrective action, owner and due date. Follow up ### The reporter sees what is being done #### Reports lead somewhere The person who reported sees the cause and the fix in the same item, which makes the next report more likely. #### Visible, not editable The Investigation tab is read-only in the reporter's form. Who may change the data itself is still decided by the list's permissions. ![The Investigation tab of the same incident as the reporter sees it, greyed out: Severity High, Status Action in progress, the root cause, the corrective action, Action owner Sofia Marin and Action due 10/30/2026](https://www.virtosoftware.com/images/use-cases/incident-report-form/investigation-reporter.webp) The Investigation tab in the default layout, greyed out for everyone outside the safety team. ## Key benefits ### Your data stays in your list Every incident is a list item in your tenant, with your permissions, versions and views. ### No code for the layout Tabs, two columns and a layout for the safety team are set in a drag-and-drop designer. ### Every report gets an answer Reporters see the cause, the action and its owner in the item they filed. ### Every change on record Version history shows who changed the severity, the root cause or the due date, and when. ### Flows and alerts can react Because the incident is a list item, a Power Automate flow or a Virto alert can react to its severity or due date. ### A form, not a lock A read-only tab shapes the form. Who may change the data is still set by the list's permissions. ## What incident reporting needs, and what runs it | Real-life scenario | Best fit | Why it works | | --- | --- | --- | | An incident report and its investigation in a single record | Virto Forms Designer App | An Incident tab anyone can fill in and an Investigation tab for the safety team on one list item, with a layout for each, set up without code. | | Photos of the scene | Virto Forms Designer App | Attach File on the published form's ribbon adds photos to the item, and the form lists them under its tabs. The designer does not place an upload area inside a tab. | | Injury details shown only when the type is Injury — Body part and treatment appear for injuries, not for near misses. | Virto Forms Designer App | Possible with JavaScript in the form; the designer has no setting for showing a field by another field's value. | | A reminder to the action owner before the due date | Virto Alerts & Reminder App | A date-based reminder on the Action due column emails the person in the Action owner column a few days ahead. | | Start from Microsoft's ready-made list | Microsoft Lists, Incidents template | Microsoft's template gives you a ready list for incidents; if its default form is enough, it is all you need. | | Statutory reports, risk assessments and permits to work | An EHS system | When you must file reports with an authority, run risk assessments or issue permits to work, an environment, health and safety system is the answer. | ## Related products Explore how our set of productivity tools can transform your task management - [Virto Forms Designer App](https://www.virtosoftware.com/microsoft-365/virto-forms-designer-app/): Rebuild the New, Edit and Display forms of SharePoint lists in a drag-and-drop designer, no code. - [Virto Alerts & Reminder App](https://www.virtosoftware.com/microsoft-365/virto-alerts-and-reminders-app/): Email and Teams alerts when SharePoint list items change, and reminders before the dates they hold—one-off or recurring. - [Virto Form Designer](https://www.virtosoftware.com/sharepoint/sharepoint-forms-designer-web-part/): List forms for SharePoint Server 2013, 2016, 2019 and Subscription Edition: New, Edit and Display forms by drag and drop, with HTML, CSS and JavaScript editors. ## Related use cases Discover our range of use cases to take your planning and coordination to another level ![CAPA and Audit Findings in Microsoft 365](https://www.virtosoftware.com/images/use-cases/iso-audit-capa-microsoft-365.webp) ### CAPA and Audit Findings in Microsoft 365 One audit finding from the audit plan to a closed record in Microsoft 365: a calendar, a form, a board, an evidence folder and reminders for ISO 9001, 20000-1, 27001 and CMMI, without a separate QMS. ![Task Due Date & Overdue Reminders](https://www.virtosoftware.com/images/use-cases/task-deadline-reminders.webp) ### Task Due Date & Overdue Reminders Each assignee gets an email three days before a task is due, and the manager gets one table of everything overdue and still open every morning — from a SharePoint task list. ![IT Help Desk Ticket Form in SharePoint](https://www.virtosoftware.com/images/use-cases/it-help-desk-ticket-form.webp) ### IT Help Desk Ticket Form in SharePoint A SharePoint list of IT tickets with a short form for employees and a Triage tab that only the service desk edits, built with Virto Forms Designer App. ## Building SharePoint forms - [SharePoint Forms: How to Create, Customize and Add Approval](https://www.virtosoftware.com/tasks/sharepoint-forms/)