Send a report correction or shift notice

Understand the outcome

Members answer from a personal email link, and reminders go out automatically.

Corrections lets officers return a report for correction or send a shift notice to one member or a whole crew. Each member responds through a personal link in their email, with no login needed. Reminders go out automatically, the sender is alerted when someone still has not answered, and the department sees who was told, who answered, and what is outstanding. Corrections is not a disciplinary record; those belong in HR Info.

Before you begin

Make the decision before changing the screen. Record the current configuration when the department already uses this feature, and use a test record or test account when the change can affect active members.

• Check member email addresses.
• Review case types and reason templates.
• Set reminder timing in Settings.

Where to work and what access you need

Start from the portal destination named in the procedure. Administrators normally need permission to view Corrections plus the specific create, edit, manage, approve, report, or all-record action used by the task. Visibility alone does not grant management access.

• Corrections dashboard/officer-hub/corrections
• Cases/officer-hub/corrections/cases
• Case detail/officer-hub/corrections/cases/:id
• My corrections/officer-hub/corrections/my
• Case Types/officer-hub/corrections/types
• Reason Templates/officer-hub/corrections/templates
• Analytics/officer-hub/corrections/analytics
• Settings/officer-hub/corrections/settings
• Email response page/corrections/respond/:token

Required foundation

• Core must be enabled and correctly configured before this workflow can operate reliably.

If your department uses custom roles, test the procedure with that role—not only with a full administrator account. This confirms the people responsible for daily operations can complete the workflow without receiving unrelated access.

Complete the task

1. Step 1Start a case

   Open Corrections and create a new case.

2. Step 2Choose type and reason

   Pick Report Correction or Shift Notice (or your own type) and a reason.

3. Step 3Add details

   Add the report number or shift date and a short summary.

4. Step 4Choose recipients

   Pick one member or a whole crew, then send.

5. Step 5Track

   Watch delivery, opened, and response status; use Remind if needed.

6. Step 6Close

   Review re-review requests, return again with a note if needed, and close the case.

Operational safeguards

Apply these module-level controls while completing the procedure. They prevent a technically saved configuration from becoming an operational or access problem later.

• Control point
  Review the starter types and reasons and reword emails to fit your department.
• Control point
  Set reminder timing that matches your expectations.
• Control point
  Make sure member email addresses are current in Personnel.
• Control point
  Decide who may send cases.
• Control point
  Check compliance alerts for undeliverable addresses.
• Control point
  Keep disciplinary matters in HR Info.

Verify the result

Do not consider the setup complete merely because the save action succeeded. Confirm the behavior from the user-facing or operational view, then retain evidence of the test when department policy requires it.

• Each recipient shows delivery status.
• Responses appear on the case.
• History shows every step.

If any verification fails, return to the source configuration and correct it there. Do not edit a report or downstream record to conceal an incorrect setup.

Troubleshooting

Email undeliverable

Fix the member’s email and resend.

I need to change a sent case

Sent cases can’t be edited in the portal; close it and send a new one.

Member didn’t respond

Reminders continue up to the cap, and you are alerted after the third.

Related Corrections capabilities

This task sits inside a larger module workflow. These related capabilities may affect the result or provide the next administrative step:

• Case types with prefixes, response modes, custom fields, and email wording
• Reason templates
• Personal email links to acknowledge, respond, or request a re-review without logging in
• Automatic reminders every 24 hours by default, with a cap and a manual Remind button
• Sender escalation alert
• Compliance alerts for undeliverable, ignored, unopened, and overdue recipients
• Delivery, link-opened, and response times recorded per recipient
• Append-only case history from sent to closed
• Response-rate, time-to-close, and delivery analytics with CSV export

Use the module hub to open the dedicated procedure associated with any capability listed here.

Connected modules and downstream effects

A change here can alter what members see, what data appears in reports, or how another module completes its workflow. Review the connected areas below before making a department-wide change.

• HR InfoConfidential performance plans, discipline, leave, and coaching records.

After deployment, test one complete workflow from the originating module through every connected destination your department uses. Document the final configuration so another administrator can audit or reproduce it later.

Continue in Corrections

Return to the Corrections module guide for connected workflows, dependencies, portal destinations, and additional procedures.