User instructions

Build and import toolbox forms

Keep reusable forms separate from recorded meetings

1. In Admin → Toolbox talks, open Toolbox Builder. Enter the form name, optional document code and purpose.
2. Add discussion prompts one per line. An optional group prefix uses a vertical bar, for example LOTO | Electrical. Prompts are discussed/not-marked ticks, not checklist completion results.
3. Add Yes/No understanding questions and the supervisor instruction. All questions must ultimately be Yes before a meeting can be acknowledged or finalised.
4. Enter the declaration attendees must read. Review the form, then save an unpublished draft.
5. Open Templates / publish, preview the form and its source, then deliberately publish the reviewed form with a change summary. A published form can be revised without changing earlier talk records.

Use a prepared source form

Import form accepts a prepared .ajtoolbox file. It creates a draft, retains source attribution and does not copy names, signatures, discussion ticks or completed answers. Review and publish locally before use. Uploading the original Word form to Original documents is a separate way to preserve the source; it does not build a talk automatically.

Export form saves the reusable definition and attribution without meeting history or acknowledgements. Archive hides a form from new talks, while previous talks keep their own revision. Full project backups and full-history transfers retain templates, meeting records and acknowledgement history.

Drafts and reports

Save native form edits before closing. Operational browser briefing forms can retain typed changes in Local forms; Keep draft & close does not submit them. Reopen and Save to hub when connected. This does not apply to browser definition authoring: that editor is online and in memory, and published-form proposals have no parallel saved hub draft. See Browser toolbox-talk form authoring.

A toolbox PDF includes site/project/JSA details, event time, work description, all discussion prompts, understanding answers, project-user acknowledgements and a separate table of guest names, typed acknowledgements and witnesses. Open or cancelled records are clearly identified. Source authorship and revision are not the same as the account importing or publishing a form.

First publication records the reviewing administrator and time without asking for a reason for changing a form that has not been published before. Confirm the source and form review. Later publications still require a change summary.

For a saved project handover across all current workspaces, use Projects → Export — choose contents… and choose Complete project or a supported selection. The preview lists current workspaces and required dependencies. Read Export and import project workspaces before sharing; original-file and private-history permissions are not a filter on the exported database.

Browser definition authoring is also available to named project administrators in Administration → Templates & routines. Source import/review remains in native Admin. See the separate browser toolbox authoring topic; its online drafts differ from operational briefing Local forms.