Actions Module Overview

What is the Actions Module for?

Use the Actions module to effectively manage tasks across your organization. It helps track everything from compliance duties and corrective actions stemming from incidents or inspections, to general tasks assigned during meetings. Actions ensure accountability and provide a clear record of work planned and completed.

Key Concepts & Capabilities:

• Creating Actions: You can create actions directly here, or generate them automatically from other records (like an Incident), ensuring clear traceability back to the source via the 'Linked Records' field.
• Assigning Responsibility: Clearly define who is 'Accountable' for ensuring the action is completed and who it is 'Assigned to' for carrying out the work.
• Setting Deadlines: Use the mandatory 'Due Date' to set clear completion targets. You can also set priorities and optional reminder dates.
• Tracking Progress (Workflow): Actions move through distinct stages:
  • Draft: Your initial working state before the action is formally assigned.
  • Open: The action is active and assigned. This is the standard state for ongoing work.
  • Overdue: Actions automatically become Overdue if their 'Due Date' passes while they are still Open.
  • Closed: The final state for completed or cancelled actions. Closed actions are effectively archived – hidden from standard views but kept for historical reporting.
• Automatic Notifications: Stay informed! The system can automatically send email alerts (if configured) when actions are assigned, nearing their reminder date, become overdue, are updated, or closed.
• Keeping Others Informed: Use the 'Subscribed to Updates' field to select colleagues who should receive notifications about changes to this specific action, even if they aren't directly assigned.
• Maintaining Records: Add notes, updates, and conversation logs to the 'History' field. Attach relevant documents or photos as evidence using the standard Attachments feature.
• Duplicating Actions: Use the 'Clone Action' function to quickly create a copy of an existing action, useful for recurring tasks or similar follow-ups.
• Organization: Actions are categorized using your organization's Hierarchy (like Site or Department), helping you filter, report, and manage tasks relevant to specific areas.