Creating and Managing Actions

Creating a New Action

1. From the Actions module, select New Record.
2. Fill in the essential details:
   • Confirm the Hierarchy (e.g., Site, Department) is correct.
   • Assign responsibility using 'Accountable' and 'Assigned to'.
   • Set the 'Due Date' (required).
   • Provide a clear 'Brief Description' (required).
   • Select an appropriate 'Action Type' and 'Priority'.
   • Optionally, set a 'Send Reminder' date.
   • Add any initial comments to 'History' or upload Attachments.
   • To notify others of updates, add them to 'Subscribed to Updates'.
3. Choose how to proceed:
   • Save: Click Save to keep the action as a Draft. It won't be formally assigned or trigger notifications yet. The form stays open for further edits.
   • Assign: Click the Assign button. This moves the action to the Open state, triggers "Action Assigned" notifications (if set up), and closes the record. Ensure all required fields are filled first.

Managing Existing Actions

• Making Changes (Editing): Open the action record. You can usually edit details directly if the action is in Draft, Open, or Overdue state. Click Edit at the top if needed.
• Re-assigning: Simply edit the action and change the person selected in the 'Assigned to' field. Save your changes.
• Updating Subscribers: Edit the action and add or remove people from the 'Subscribed to Updates' field to manage who gets notified about changes.
• Adding Updates: Edit the action to add progress notes to 'History' or upload new Attachments.

Handling Overdue Actions

Actions automatically switch to Overdue status if the 'Due Date' passes. To resolve this:

• Complete the Action: Follow the steps below to 'Close Out' the action.
• Extend the Deadline: Edit the action, update the 'Due Date' to a future date, and Save. The status should revert to 'Open'.
• Mark as Open: If the action is no longer considered overdue for other reasons, click the Mark as Open workflow button (requires confirmation).

Closing an Action (Completing/Archiving)

1. Open the 'Open' or 'Overdue' action.
2. Ensure any necessary completion details (like 'Date Completed' or final 'History' notes) are added.
3. Click the Close Out workflow button at the bottom of the form.
4. Confirm Yes when prompted.
5. The action moves to the Closed (archived) state, notifications may be sent, and the record closes.

Reopening a Closed Action

1. Find the Closed action (you might need to change your search filters to see archived records).
2. Open the record.
3. Click the Reopen workflow button.
4. Confirm Yes. The action returns to the Open state.