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CompliSpace Integration

Learn how to automatically push Incident reports to CompliSpace

Note: This feature is only accessible to IT Admins. Only IT Admins can enable the configuration and modify the field mappings in the templates.

After reporting an incident, the incident report can be automatically pushed to CompliSpace. This is achieved through a one-way sync of incident reports to a third-party API.

Why is it useful?

Here are some of the main benefits that the CompliSpace Integration provides:

  • All incident reports are automatically pushed to your CompliSpace Portal.

  • No double-handling or duplication of incident data.

  • All incidents are recorded, and the school will meet the legal and ethical duty of care for its students.
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Where is the Integration visible on Clipboard? :

  1. In Incidents, you will find a column called Integration. It will show the status of a successful or unsuccessful push to the Complispace for each incident reported (see the first image).

  2. In the Incident Report itself, the push status to Complispace will also be visible (see the second image).
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How does it work?

Here is a video showing a basic run-through of the integration once it has been set up.

  • After reporting an incident in a Session, a user submits this to Clipboard. This is visible on our Incidents page in Clipboard.

  • This is then automatically pushed into CompliSpace via the CompliSpace Assurance API.

  • This simple submit (the incident report) to push to CompliSpace only occurs once your set up is complete.

  • The API only knows what to push from Clipboard to Assurance by establishing a mapping between the Incident Report template in Clipboard to the template in Assurance. This is configured during your set up process, where you must match fields. For instance, if you have a "Time occurred" field in your Assurance template, you need to make sure you set up a Clipboard-to-Assurance mapping of your time field in your Clipboard Incident Report Template to the "Time occurred" field in Assurance (identical spelling).

  • Clipboard only knows which the API to push to, by entering the api key, tenant name.

  • And Clipboard only knows that you are ready for the push to CompliSpace once the enabled status toggle is on.

How to set up the CompliSpace Integration

There are two options when setting up the CompliSpace Integration:
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​Option 1: Clipboard's CompliSpace template import feature allows you to directly import Incident Report Templates from your CompliSpace Assurance account into Clipboard. Follow the steps in this support article here.

Watch our step-by-step guide: How to Export Your Incident Template from your CompliSpace/Assurance site.
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​Once you have imported your incident template file:

  1. Assign the new incident template to all of the Departments. You can do this at this link here.

  2. Turn on the integration and set your Tenant name and API key here

  3. Click into the relevant incident template and add your CompliSpace template ID.

  4. Test the integration! You can push an existing incident or create a test/dummy incident on the Incidents page in Clipboard.
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Option 2: Below is the method to manually set up your CompliSpace integration.

Here is a video showing the steps to set up and debug the integration.


First - Adjust your Incident Report Template


Before you begin your CompliSpace Integration setup, you will need to make some adjustments to your Incident Report Template in Settings.

Why?

When you get to step 3 below (mapping your integrations) it is easier to have your Incident Report Template exactly the same as your Assurance fields. This means you will need to edit or create your Incident Template again.

How to match your Assurance fields to your Incident Report Template?


1. Please open Assurance and go to fields. Do this by going to: Home/Administration/Register Templates/[Template Name] and select the Fields tab of the page. See the image below of Assurance.
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Alternatively, you could look at a Report already submitted in Assurance to notate exactly what you need from your Incident Report Template.
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2. Now that you have an idea of what fields you need to flow into Assurance from Clipboard, you need to edit or create your Clipboard Incident Report Template to look similar to your Assurance fields.
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​Please note, some of Clipboard fields won't let you edit the names ie. 'Date of Incident' won't let you make it 'Incident date' - not to worry, there is a solution coming.
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​Basic example:

Maybe Assurance has: Incident location

Clipboard has: Location of Incident
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Please change this name to match!
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More complex example:
Maybe Assurance has: Severity (as a single select)
Clipboard has: nothing or 'potential concussion'
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You can change this in Clipboard to match by creating a single select drop down field:
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Utilising the Text and drop down fields in the Incident Report Template, you can create the Incident Reports to have all fields that you are already familiar with in Assurance.
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Now that you have completed your preliminary step of adjusting your Incident Report Template you can now Configure your CompliSpace Integration.

Second - Configure and Map the CompliSpace integration

  1. Go to the integration page and click the Configure button in the CompliSpace row to redirect to the configuration page. See the image below.


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  2. On the configuration page, enter the api key, tenant name, and enabled status of the integration, then click save. See the image below.

    1. Note: To get a ComSlispace API key, integrations must be turned on in your CompliSpace site. You must contact CompliSpace's helpdesk to do so.

    2. Once you've contacted CompliSpace's helpdesk and got integrations turned on in CompliSpace, you create the API key from within your site's administration settings (again, contact CompliSpace's helpdesk for assistance).
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  3. To edit the mapping for a specific template, locate the Incident template* (see note below) in the list and click Edit Mapping. This will redirect to the CompliSpace mapping page. See the image below.
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    *Note: This should be the same Incident Template that we adjusted in the earlier steps. It is not recommended to use the default template, as this will most likely be too simple for your assurance mapping set-up.
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The CompliSpace Template ID field refers to which CompliSpace template this incident report will map to. All CompliSpace fields are optional, however if a value is provided, that value must map exactly to a field name present in the selected CompliSpace template - otherwise, syncing the incident will fail.


​Side note: If a mapping is provided for the Clipboard Incident URL, ensure the mapped field in CompliSpace has the data type set to URL

Tips:


​Please be aware that the image above (mapping fields) is only an example, not all fields are required to be filled out in the CompliSpace field section, and yours may look a little different depending on your Assurance fields.
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​eg. Activity and Session can be left blank, you may have more fields to fill out, your fields can be called different names.

Now CompliSpace is set up and enabled. Any new incidents created will automatically attempt to push to CompliSpace using its associated incident template.

To manually push an existing incident to CompliSpace:

Go to the incident report and click the button Push to CompliSpace.
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The status of the push will be displayed at the bottom of the incident page. The details of this sync will be included in the updates section of the incident page. Which can be helpful for defining the mapping fields in the incident templates.
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What if the sync fails?

If the sync fails, the user is presented with a ‘push to compliSpace’ button to attempt the sync again. When clicking this button, you will be redirected to the CompliSpace configuration page for this incident template. Here you can update the mappings along with log messages in the updates section.
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How do I see the error message for why the Incident Report failed to push to CompliSpace?

To find the Error message please do the following:
1. Go to incidents

2. Select the Incident report that failed
3. Scroll down to Updates. Here you can see a message similar to the one below.
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Review the example image below for a clear error message. The first issue is the lowercase 'y' in 'your Name' (CompliSpace requires 'Your Name'). Additionally, 'Activity in progresss' has an extra 's'; CompliSpace uses 'Activity in progress.' Resolve these issues, then retry pushing the incident report.
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Upon updating the field mappings to the correct value, the sync can be attempted again, this time succeeding. See the successful Complispace message in the image below.
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If you are unsure about any Error messages received in your Incident reports when attempting to push to CompliSpace, please reach out to support.
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Need help mapping?

We highly recommend watching this video to get a better idea of your configuration and mapping

Uploading Your Incident Template into Clipboard

Upon request, Clipboard can now import incident templates exported from your CompliSpace/Assurance site. ensuring consistent configuration and eliminating manual setup.

Watch our step-by-step guide: How to Export Your Incident Template from your CompliSpace/Assurance site.
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After exporting your template, contact Clipboard Support to have it imported into your account.
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FAQ

How can I change the title of my Clipboard Incident Report as it appears in CompliSpace?

To customise the title of your Clipboard Incident Report in CompliSpace, follow these steps:

  1. Navigate to the Integration page.

  2. Click on the "Configure" button for CompliSpace.

  3. Locate the Incident Report template that requires a title change.

  4. Click the "Edit" button next to the selected template.

  5. In the CompliSpace title field, enter free text that you want to appear as the Incident Report title in CompliSpace.

  6. Optionally, use curly braces to dynamically pull fields from Clipboard based on the incident details. For instance, you can create a title format like "Clipboard Incident: {Student - full name} for {Activity}" to display as "Clipboard Incident: Lillie Abbet for Basketball."

  7. Save your changes after customising the title to ensure that it reflects accurately in CompliSpace.

How do I set up a dropdown field with a Conditional free text field?

Follow these steps to create a dropdown field that triggers a free text field when users select an option requiring further specification:

  1. Navigate to Settings:

  2. Edit or Create a Template:

    • Choose to edit an existing Incident Report Template or create a new one.

  3. Add a New Dropdown Field:

    • Select the option to add a new field. Selecting the dropdown field.

  4. Configure the Dropdown Field:

    • Add a field label and options. For example, label the field ‘Incident Type’ with options such as ‘Injury’, ‘Behavioral Incident’, and ‘Other - Please Specify’.

  5. Enable Conditional Logic:

    • Toggle the Advanced Options - Enable Additional Field
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    • This will allow you to nominate one or more of your choices.

    • Following the above example, we will select 'Other - Please Specify'.

  6. Save and Test:

    • Click ‘Save’ to apply your changes. Test the template to ensure that the sub free text field functions correctly and appears when ‘Other’ is selected.

By following these steps, you will effectively set up a dropdown field with a conditional free text field that allows users to provide more details when they select ‘Other - Please Specify’ in your Incident Report Template.

For a visual guide on customising the incident report title, refer to the recording below:

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