Set up Tell Your Story for Your Organisation

Get your Tell Your Story settings sorted so they reflect what you do in your organisation. It means your team will have options that form part of the story telling process that are instantly recognisable and make sense to them when telling their story. 

There are five keys settings; Places, Activity Types, Full Story Statuses, StoryAnywhere Statuses  and Product Types. We also suggest you include Gear types,  ( which are found in Gear Settings) as they also form part of the Tell Your Story process. 

We have already pre-populated some of these settings with information and data that is common to many organisations. You can add new settings, edit or delete these settings. We recommend you delete any settings that are not relevant at the outset as the option to delete won't be available once you start using PeopleSafe and these places or gear etc  have records associated with them.

In the article:

Find your Settings 

The Settings area is where you'll go to customise the information that appears in the Tell Your Story Process.

  1. Click on your Organisation Name in the top left of the screen.
  2. Click Settings. 
  3. The Tell Your Story Settings appear first. You can view the pre-populated Settings by clicking on View All next to each category. Then you can decide what you want to Add, Edit or Delete.

Customise Places

Places, gives you a picture of the places where your stories are happening. Eg car park, shop floor.  Most organisations would have no more than 10 -15 places in their list. You can edit the details of a place, delete a place that is not relevant to your organisation or add a new place that's particular to your organisation and not already included. If you wish to add a new Place always do this by using the Add New Button. Don't change an existing Place to something else. If it's not relevant, always delete it or deactivate it. 

Add a Place  

  1.  In the Places row, click Add New.
  2.  Enter the details of the new place and any notes or attachments.
  3.  Click Save to complete. 

Note: You can click the Show All button on the top right to check what's been added. Repeat these steps to add more places.

Delete a Place

Note: Remember the delete Option won't be available once Stories are recorded and the Place  is part of a story record.

  1. Click Places.
  2. Click View on the Place you want to delete.
  3. Click the Options menu, in the top right of the Place screen.
  4. Click Deactivate.
  5. A pop-up box will appear, click OK if you're sure.
  6. The Place will no longer be seen.

Customise Activity Types  

Activities are used to give a headline description of “what were you doing at the time”?  Most businesses have up to 20 main activities that they categorise their work into. If you wish to add a new activity type always do this by using the Add New Button. Don't change an existing activity type to something else. If it's not relevant, always delete it or deactivate it. 

Add an Activity Type

  1.  In the Activity Types row, click Add New.
  2.  Enter the details of the Activity.
  3.  Click Save to complete. 

Note: You can click the Show All button on the top right to check what's been added. Repeat these steps to add more Activities.

Delete an Activity Type

Note: Remember the Option to delete won't be available once Stories are recorded and the Activity Type is part of a story record. If it's not, you can deactivate non relevant activities.

  1. Click Activity Types.
  2. Click View on the Activity you want to delete.
  3. Click the Options menu, in the top right of the screen.
  4. Click Deactivate.
  5. A pop-up box will appear, click OK if you're sure.
  6. The Activity Type will no longer be seen.

Full Story Statuses

Full Story statuses are added from Settings and  can be included once a Story Review has been completed.  It is an additional way to allow you to sort your stories to suit different internal business workflows. 

Add a Full Story Status

  1. In the Full Story Statuses row, click Add New.
  2. Give the status a Name and add a Description (optional) 
  3. Click Save 

Once you've added a status , it's immediately available for selection from the drop-down list in the Reviewed Story #  screen when in edit mode. Some examples of a status could be 'Under Worksafe Investigation '  or  'Awaiting funding'.

View your Reviewed Story Statuses

You can check your Full Story statuses from the Stories Dashboard . Click the Full Stories tile, then use the filters as needed to find the story/s.

  1. Click Display Columns in the filter area,  select Full Story Status in the drop-down menu.
  2. The Full Story Status column will appear and  show any statuses added. If you're looking for a particular status, use the search box under Full Story Status.

StoryAnywhere Statuses

StoryAnywhere statuses are helpful as an easy reference to know what was done or needs to be done to complete a StoryAnywhere task. They can only be added to the StoryAnywhere task before you've clicked Complete in the task record or told a Full Story.  

Go to Tell Your Story Settings, from there you can add new, view all, edit or import statuses.   

Add a StoryAnywhere Status

  1. In the StoryAnywhere Statuses row, click Add New.
  2. Give the status a Name and add a Description (optional).
  3. Click Save. The status is now available in the drop-down list when a StoryAnywhere task is in edit mode.

Some examples of a statuses could be ' Resolved'  or  'Needs Story Told'.     

View your StoryAnywhere Tasks' Statuses

You can check the status of your StoryAnywhere tasks from the Stories Dashboard. The status that you have chosen for your StoryAnywhere will appear in the Completion Status column when looking at a list view of your StoryAnywhere tasks.

  1. Click the StoryAnywhere Tasks tile. Use the filters to get to the detail you want to see in the Story Anywhere ( All) All screen.
  2. Your statuses will show in the Completion Status column. If this column isn't showing, go to Display Columns near the top of the screen and select Completion Status in the drop-down list.  Any statuses you've added will now be visible. You can click on View or in the task row to see the full detail.

Product Type

Product types are used in the food safety section of the Tell Your Story process.  It is best to leave these blank unless you are selling or preparing food for sale.

  1. To add a new Product Type, repeat the steps for Places or Activity types, click on Product Types.

Gear Type

Gear Types is the broad category name given to the types of gear you use in your organisation. For example: Company cars, ladders, trucks, Computers. Click here for more information on gear.

Gear Types have two purposes.  One, to help you keep track of what checks and certification is needed for your different types of gear, the other to choose the main gear involved with a story that is being told. Gear types  allows you to group the required gear checks under that gear type. eg 12 months checks, certification. 

More about Tell Your Story Settings

  • You can also create reports on all the key settings, which means you'll be able to monitor the different perspectives on your safety stories. If stories keep happening in the same place for example, it will help you to know where to focus to make work safer. Don't forget you can continue to update these settings in the future.
  • How do you delete the default places you don't want in your places  list? 
    You will only be able to delete default places ( or any settings)  if they have no record associated with them. eg If you want to delete car park and someone has told a story which includes car park, your only option  is to deactivate carpark. The delete option will no longer appear in the record screen.
  • When you're in the record, eg car park, select Options on the top right and click Deactivate. When you deactivate a place, gear type etc, it will show in the actual story record but it will no longer appear in your reports.  It will  go into 'Uncatagorised'.  
  • If you want to add something new, go through the Add New steps. Never change an existing place, activity etc with a new place, activity etc.
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