Submitted Reports
View and manage your Quality Safety Security reports submitted through the system.
1 What's on this page
The Submitted Reports page displays all Quality Safety Security (QSS) reports you've submitted to the system. Reports are organised into three tabs—Active, Closed, and Cancelled—making it easy to track the current status of each report throughout the investigation and resolution process.
What you see here
- Three status tabs: Toggle between Active, Closed, and Cancelled reports to focus on the reports most relevant to you
- Report table: Searchable and filterable list showing key details of each report including subject, code, type, and status
- Search and filters: Tools to quickly find specific reports by code, subject, hazard, or investigation team
- Submit new report button: Quick access to create Safety, Security, Dangerous Goods, or Ad Hoc reports
- Report actions: Edit draft reports, view report details, add follow-up submissions, and delete unwanted drafts
Key concepts
- Report code: Unique identifier assigned to each submitted report (e.g., "REP202507.16" for reports)
- Draft reports: Incomplete reports saved for later completion before final submission
- Report types: Categories include Safety, Security, Dangerous Goods, and Ad Hoc reports
- Investigation team: Staff members assigned to investigate and resolve the reported issue
- Follow-up submissions: Additional information you can provide after initial report submission
- Report statuses: Progress indicators showing where your report is in the investigation lifecycle
Confidential reporting: Some report types allow anonymous submission to encourage open reporting without fear of reprisal. When viewing your own reports, you'll see your name even if the report was submitted anonymously to investigators.
Stay informed: You'll receive notifications when your report progresses through investigation stages, when the investigation team requests additional information, or when your report is closed. Check this page regularly to stay updated on your submitted reports.
2 Understanding report tabs
The page organises your reports into three tabs based on their current state. Click any tab to switch between views and focus on reports in that status category.
Active reports
Active tab shows reports currently in progress through the investigation and resolution process. This includes:
- Draft reports: Reports you've started but not yet submitted
- Submitted reports: Reports under investigation by the assigned team
- Reports awaiting actions: Reports with corrective actions being implemented
- Reports pending closure: Reports awaiting final review and sign-off
Closed reports
Closed tab displays reports that have completed the full investigation lifecycle. These reports:
- Have been thoroughly investigated by the assigned team
- Had corrective actions completed and verified (if required)
- Received final sign-off from the responsible person
- Are archived for historical reference and trend analysis
Cancelled reports
Cancelled tab shows reports that were not processed to completion. Common reasons include:
- Duplicate reports (issue already reported elsewhere)
- Reports submitted in error or requiring reclassification
- Issues resolved before investigation commenced
- Reports withdrawn at the reportee's request
Note: Each cancelled report includes a cancellation reason explaining why it wasn't investigated further.
3 Submit a new report
To report a safety concern, security incident, dangerous goods issue, or other operational matter, use the "Submit new report" dropdown button. The button appears on the Active tab only, as this is where new submissions are managed.
Steps to submit a new report
- Click "Submit new report": A dropdown menu appears showing the four report categories available
- Select report type: Choose Safety, Security, Dangerous Goods, or Ad Hoc based on the nature of your concern
- Complete report details: A window opens where you provide information about the incident or issue
- Save as draft or submit: You can save incomplete reports as drafts to finish later, or submit completed reports immediately
Safety reports
Use for reporting:
- Flight safety incidents or near misses
- Aircraft defects or maintenance concerns
- Ground operations hazards or unsafe conditions
- Crew fatigue or flight duty violations
- Weather-related safety events
- Air traffic control incidents
Security reports
Use for reporting:
- Security breaches or unauthorised access
- Suspicious behaviour or potential threats
- Lost or stolen security credentials
- Lapses in security procedures
- Cybersecurity incidents
- Passenger or baggage screening issues
Dangerous Goods reports
Use for reporting:
- Undeclared dangerous goods discovered
- Improper packaging or labelling of hazardous materials
- Dangerous goods spillage or leakage
- Non-compliance with dangerous goods regulations
- Crew or ground staff training gaps on dangerous goods
Ad Hoc reports
Use for reporting:
- Quality issues not covered by other categories
- Process improvement suggestions
- Documentation errors or gaps
- Training needs or deficiencies
- General operational concerns
- Customer service issues
- PIC Discretion Reports (operational reports)
- Duty Violation Reports (operational reports)
Note: Ad Hoc reports include these kinds of operational reports such as PIC Discretion Reports and Duty Violation Reports.
Important: If you're reporting an immediate safety or security threat requiring urgent action, contact your supervisor, operations control, or emergency services immediately by phone. Don't rely solely on the online reporting system for time-critical situations.
4 Work with draft reports
Draft reports allow you to save incomplete submissions and return later to finish them. This is useful when you don't have all the information immediately available or need time to gather supporting documents.
Working with drafts
- Save as draft: When filling out a report, click "Save as draft" instead of "Submit" to save your progress without finalising the report
- Edit draft button: Draft reports show an edit (pencil) button in the leftmost column of the Active reports table
- Complete and submit: Open a draft report, complete the remaining fields, and click "Submit" to send it to the investigation team
- Delete draft button: If you no longer need a draft report, click the delete (ban) icon in the rightmost column to remove it permanently
Draft visibility: Draft reports are only visible to you. They won't be assigned to an investigation team or appear in the system's active reports register until you submit them. Take your time to provide accurate and complete information before submitting.
Draft report indicators
The table layout changes when draft reports are present on the Active tab. Two additional columns appear:
- Edit Draft column (leftmost): Shows an edit button for drafts; "N/A" for submitted reports
- Delete column (rightmost): Shows a delete button for drafts; "N/A" for submitted reports
5 View report details
To see comprehensive information about any of your submitted reports, click the report code button in the "Report" column. A read-only window opens showing all details, investigation progress, and outcomes.
What you'll see in the report details window
Report information
- Report code and type: Unique identifier and category
- Subject and description: Summary and detailed account of the issue
- Date and location: When and where the incident occurred
- Hazard and event: Classification of the risk and event type
- Attached documents: Photos, forms, or supporting files you uploaded
Investigation details
- Investigation team: Names and roles of assigned investigators
- Opening remarks: Initial assessment from the investigation team
- Risk assessment: Pre-control and post-control risk ratings (if available)
- Findings: Root causes and contributing factors identified
- Corrective actions: Steps taken to prevent recurrence
- Investigation timeline: Key dates and status changes
Note: The information visible to you depends on how the investigation team has configured report sharing. Some sensitive investigation details may be restricted to investigators only to protect the integrity of the investigation process.
6 Add follow-up submissions
After submitting a report, you can provide additional information if new details emerge or if the investigation team requests clarification. Use the "Add submission" button to submit follow-up information without creating a new report.
How to add a follow-up submission
- Locate your report: Find the report in the Active reports table
- Click the submission button: In the "Add submission" column, click the document icon button
- Provide additional information: A window opens where you can add text and attach new documents
- Submit: Click "Submit" to send your follow-up information to the investigation team
Button indicator: The submission button icon changes appearance if you've already submitted follow-up information. A filled document icon indicates one or more previous submissions exist, while an empty document icon indicates no follow-ups have been added yet.
When to submit follow-up information
- New information emerges: You remember additional details or discover new evidence related to the incident
- Investigator requests: The investigation team asks for clarification or additional documentation
- Related incidents occur: Similar issues happen that may be connected to your original report
- Correction needed: You need to correct or clarify information in your original submission
7 Search and filter reports
Use the search bar and filter options to quickly locate specific reports when you have many submissions. The search and filters work together to narrow down the list efficiently.
Search bar
The search box at the top-left allows you to search across multiple report attributes:
- Report code: Type the report identifier (e.g., "REP202507.16")
- Subject: Search for keywords in the report subject line
- Hazard name: Search by the hazard classification assigned to the report
Hover over the information icon next to the search box to see the complete list of searchable fields. The search updates automatically as you type, with a brief delay to avoid excessive filtering while you're still typing.
Filter panel
Below the search bar, a filter panel provides dropdown filters to refine your report list:
- Investigation Team filter: Show only reports assigned to specific investigators
- Hazard filter: Filter by hazard category to focus on specific risk types
Combining search and filters
Search and filters work together to provide precise results. For example, you can search for "engine" and filter by "Maintenance" hazard to find all reports about engine-related maintenance issues. Clear individual filters or the search box to broaden your results again.
8 Understand report table columns
The reports table shows key information in columns, allowing you to quickly scan your submissions and understand their current status. The columns displayed depend on which tab you're viewing and whether any draft reports exist.
Standard columns (all tabs)
| Column | Meaning | Notes |
|---|---|---|
| Subject | Brief description of the reported issue or incident | Sortable by clicking the column header. Text wraps on Active tab for readability. |
| Report | Unique report code assigned by the system | Click the button to view full report details. Sortable by clicking column header. |
| Type | Report category: Safety, Security, Dangerous Goods, or Ad Hoc | Helps you quickly identify the nature of each report. |
| Date submitted | Date when the report was submitted to the system | Displayed in "dd MMM yyyy" format. Sortable by clicking column header. |
| Team | Number of investigators assigned to this report | Shown as a badge with user icon. Hover to see team member names. |
| Hazard | Hazard classification assigned to this report | Shows the hazard name or "-" if no hazard assigned. Sortable by clicking column header. |
| Status | Current investigation status of the report | Shows colour-coded badges indicating progress through the investigation lifecycle. |
Additional columns (Active tab only)
| Column | Meaning | Notes |
|---|---|---|
| Edit Draft | Button to edit draft reports | Only appears when draft reports exist. Shows edit button for drafts, "N/A" for submitted reports. |
| Add submission | Button to add follow-up information | Empty icon for no submissions, filled icon if submissions exist. Disabled for draft reports. |
| Delete | Button to permanently delete draft reports | Only appears when draft reports exist. Shows delete button for drafts, "N/A" for submitted reports. |
Cancelled tab special column
On the Cancelled tab, the Status column includes an additional information icon next to the status badge. Hover over this icon to see the cancellation reason explaining why the report wasn't investigated further.
Sorting the table
Click any column header with a sort icon to sort the table by that column. Click again to reverse the sort order. Sortable columns include Subject, Report (code), Date submitted, and Hazard. The active sort column and direction are indicated by an arrow icon next to the column name.
9 Report status indicators
Report statuses help you understand where your report is in the investigation and resolution process. Each status is displayed as a colour-coded badge in the Status column of the reports table.
Initial investigation statuses
- Unopened: Report has been submitted but investigation hasn't started yet. The report is in the queue awaiting assignment or initial review.
- Investigation opened: Investigation team has been assigned and has commenced investigating the reported issue.
Active investigation statuses
- Awaiting actions (on time): Corrective actions have been identified and are being implemented within the expected timeframes.
- Awaiting actions (overdue): Corrective actions are being implemented but some deadlines have been missed. Investigation team is monitoring closely.
- Pending action review: Actions have been completed and are awaiting verification by the investigation team.
Closure statuses
- Awaiting investigator close out: Investigation is complete and lead investigator is preparing final documentation for closure.
- Close out rejected: Closure documentation was submitted but rejected by the reviewing authority. Investigation team must address feedback.
- Awaiting close-out review: Closure documentation submitted and awaiting final approval from the responsible person.
Final status
- Closed: Investigation fully complete, all actions implemented and verified, and report signed off. Report moves to the Closed tab and is archived for reference.
Status transitions: Reports typically progress through these statuses sequentially, though not all reports go through every status. For example, simple reports requiring no corrective actions may move directly from "Investigation opened" to "Awaiting investigator close out". Complex investigations may cycle between action and review statuses multiple times.
10 Understanding the investigation process
When you submit a report, it enters a structured investigation process managed by the Quality Safety Security team. Understanding this process helps you know what to expect and when you might be contacted for additional information.
Investigation lifecycle
- Report submission: You submit a report with details about the incident or concern
- Assignment: The QSS team reviews incoming reports and assigns an investigation team with relevant expertise
- Initial assessment: Investigators review your submission and may contact you for clarification or additional information
- Investigation: The team gathers evidence, interviews witnesses, and identifies root causes and contributing factors
- Risk assessment: Investigators evaluate the severity and likelihood of the hazard both before and after controls are implemented
- Corrective actions: The team identifies and assigns actions to prevent recurrence, with responsible persons and deadlines
- Action implementation: Assigned personnel complete the corrective actions and provide evidence of completion
- Verification: Investigators verify that actions were completed effectively and the risk has been mitigated
- Closure: The responsible person reviews and approves the investigation closure, and the report is archived
Your involvement: In most cases, your main involvement is submitting the initial report and being available to answer questions if investigators need clarification. You're welcome to add follow-up submissions at any time if new information becomes relevant. You'll be notified of key milestones like when the investigation team is assigned and when the report is closed.
11 Rules and permissions
All authenticated users can access the Submitted Reports page and submit reports. Some features have specific operational rules that affect what actions you can perform.
Operational rules
- Draft reports: Only you can see and edit your draft reports. They're completely private until you submit them.
- Submitted reports: Once submitted, reports cannot be edited or deleted by the reportee. Contact the investigation team if corrections are needed.
- Follow-up submissions: You can only add follow-up submissions to Active reports, not to Closed or Cancelled reports.
- Draft deletion: You can only delete your own draft reports. Once submitted, reports enter the investigation process and cannot be deleted.
- Report types: The available report types (Safety, Security, Dangerous Goods, Ad Hoc) may vary based on your organisation's configuration.
Who can do what
| Action | Who can do it | Notes |
|---|---|---|
| Submit new reports | All authenticated users | Anyone logged into the system can submit reports in any category. |
| View own submitted reports | All authenticated users | You can always see reports you've submitted, even if anonymous. |
| Edit draft reports | Report creator only | Only while the report is still in draft status. |
| Delete draft reports | Report creator only | Permanent deletion; cannot be undone. |
| Add follow-up submissions | Report creator only | Only available for Active reports. |
| View full investigation details | Depends on report settings | Investigators control what information is shared with reportees. |
12 Troubleshooting and common questions
Why can't I see the "Submit new report" button?
The button only appears on the Active tab. If you're viewing the Closed or Cancelled tabs, switch back to the Active tab to access the submit button.
Why is the "Add submission" button disabled for my report?
The add submission button is disabled for draft reports because they haven't been submitted to the investigation team yet. Complete and submit your draft first, then you'll be able to add follow-up submissions. The button is also unavailable for Closed and Cancelled reports.
Why can't I edit or delete my submitted report?
Once a report is submitted (not a draft), it enters the formal investigation process and cannot be edited or deleted by the reportee. This preserves the integrity of the investigation record. If you need to correct information, add a follow-up submission explaining the correction, or contact the investigation team directly.
My report disappeared from the Active tab—where did it go?
If your report is no longer on the Active tab, check the Closed tab (if the investigation was completed) or the Cancelled tab (if the report was cancelled). Reports automatically move between tabs when their status changes. Use the search function to locate the report if you're unsure which tab it's on.
Why do some columns appear and disappear in the table?
The table layout adjusts dynamically based on what reports are present. The "Edit Draft" and "Delete" columns only appear when you have draft reports in your Active reports list. When no drafts exist, these columns are hidden to simplify the view. This is normal behaviour designed to reduce clutter.
Can I see reports submitted by others in my team?
No, the Submitted Reports page only shows reports you personally submitted. This protects confidentiality and encourages open reporting. If you're an investigator or quality manager, you'll use different pages in the QSS module to view and manage all reports across the organisation.
How do I know if the investigation team read my follow-up submission?
Follow-up submissions are immediately visible to the investigation team. While there's no read receipt, you can assume the team has reviewed your submission if the investigation status continues to progress or if they respond to the information you provided. If urgent, contact the investigation team directly.
Why is my report still showing "Unopened" after several days?
Investigation teams prioritise reports based on severity and available resources. Lower-risk reports may take several days or even weeks before investigation commences. If you believe your report is urgent or safety-critical, contact the Quality Safety Security manager directly to escalate.