Actions: Module Pages

Actions Home Page
Actions Groups Page
Actions Templates Page
Actions Supervisor Page
Actions Settings Page: Bulk Edit Tab
Actions Settings Page: Workflows Tab
Actions Settings Page: Budget Approvers Tab
Actions Settings Page: Module Levels Tab

Actions Home Page

The Actions Module Home Page, the Actions Page, lists all open actions associated with a user account. If you have no open actions under the filter conditions applied, the system will state you have no open actions.

Hovering the cursor over the page icon to the right of the Actions header opens a context menu with quick link options to navigate the module. An explanation of the Actions Module Home Page Context Menu is included in the table below. Both New Actions and New Action Groups can be created on the Actions Home Page through the use of the context menu.

How To: Create a New Action

To create a new action from the Actions Home Page, hover your cursor over the page icon opening the home page context menu.

A new action can also be created from the context menu on the Groups Page via the three-dot icon, as well as the Bulk Edit Tab on the Actions Settings Page.

Select “New Action” opening the New Action Modal.

The fields in the New Action Modal are explained in the table below.

New Action Modal Field Explanations
Field	Explanation
Group	Input the Title of the Action Group this action should be associated with. If the Action Group the action is to be associated with has already been created, it will be available on the Group dropdown menu. If the action group has not been created, see notes on how to add one below.
Action Number	Action Numbers are used to differentiate each task in a chronological order. Actions within the same Action Group cannot have the same Action Number. You can leave the field blank. You can also input text if you wish to use the alphabet as a way to categorize actions.
Title	Input the title of the action.
Description	Input the description for the action.
Tags	Open, Permissive, and Restrictive Tags can be applied to individual actions.
Source	The Source field is intended to serve as an input for the source of the action. Source is a free text field, allowing you to input any desired response. Customer, Internal Request, a user’s name, role or department are all examples of potential Source field categories.
Due Date	Input the date the action must be completed by. Relevant due dates cannot be imported. That feature is specific to Action Group Templates.
Workflow	Select a default workflow (basic, basic with approval, complex) or a customized workflow specific to your organization. How To: Create New Workflow To create a new workflow, select Settings under the Action Module on the Main Menu. Open the Workflows tab. Click the “New Workflow” button opening the New Workflow Title Modal. Input the title of the new workflow and select the “Save” button. The new workflow is now visible in the Workflow Title Table. Click the three dot icon to the right of the new workflow opening the Workflow Context Menu. Select “View Statuses” opening the Manage Statuses Page for your workflow. Click the “New Status” button opening the New Status Modal. Input a title and description for the new workflow status. The Special Status dropdown menu displays: Close, Close and Repeat, and Opened. Select which if it applies and select the “Save” button. The status now shows on the Manage Status Page. Repeat the process to create the next stage of your workflow. The New Status Modal will now require you to repeat the process, now requiring you to select which step this status is to follow. Repeat the process until your customized workflow has been completed.
Status	The status of the action is based on the workflow selected. Basic: Open, Closed Basic with Approval: Open, Pending Approval, Completed Complex with Approval: Open, Scheduled, In Progress, Pending Approval, Completed, Cancelled Actions can be imported with any status and not just the first status of the workflow.
Action Approvers	Input the users (by username or First and Last Name) that can approve an action. Only individual users can be added to this field. Multiple users can be designated as an action approver. When importing, use a semicolon to separate individuals assigned to an action.
Interested Parties	Input the users (by username or First and Last Name) or Certification Roles that are identified as Interested Parties. Multiple users or roles can be designated as an Identified Party. When importing, use a semicolon to separate users/roles.
Assigned To	Input the users (by username or First and Last Name) that you want to assign the action to. Actions cannot be assigned to roles or access levels. An Action can be assigned to multiple people. When importing, use a semicolon to separate individuals assigned to an action.
Due Date	Input the date the action must be completed by. Action Group Templates allow additional control over due dates in the Relative Due Dates section when creating or editing a template.
Warn Before (Days)	Input a numerical value for the number of days ahead of the due date you want users to get a system email alert reminder of the outstanding action (converting from blue to yellow status).
Action Response	The information input into the Action Response field will add a comment to the action task when imported, prefaced with “The following response was imported.”

If the action group the action is to be associated with has not been created, select “New Group…” from the Group dropdown menu

This expands the New Action Modal, allowing you to input the New Group Name.

After inputting all relevant information for the new action, select save. A green confirmation modal will appear, confirming the new action.

The action will only appear on the Actions Home Page if it applies to the currently applied filter.

The newly created action group can be edited to customize the action group preferences, or additional actions can be added.

How To: Edit An Action Group

To edit a specific action group, you can click the edit icon next to the group's title on the Actions Home Page, or select the Groups Page on the Main Menu, opening the Manage Action Groups Page. Then click the three-dot icon to the right of the action group to open the Action Group Context Menu.

Select “Action Group Properties” from the context menu opening the Action Group Properties Modal.

Make the desired changes to the action group. Use the Actions Group Field Input Explanations Table for information about individual field inputs.

Action Group Field Input Explanations
Field	Explanation
Title	Input the title for the new action group.
Status	An action group can be assigned a status of Active, Needs Attention, Canceled, or Archived. Select the appropriate status from the Status dropdown menu on the modal. The status of an action group is manually applied and edited. How To: Edit an Action Group Status Action groups are manually assigned a group status than can be manually edited as needed for the action group. Default Group Status include Active, Needs Attention, Cancelled, and Archived. To change the action group status, select the Groups Page on the Main Menu, opening the Manage Action Groups Page. Clicking the three-dot icon to the right of the action group opens the Action Group Context Menu. Select “Edit Action Group” from the context menu opening the Edit Action Group Modal. Select the appropriate action group status from the dropdown menu provided, and select “Save”.
Workflow	The workflow dropdown menu will offer the system default workflows (Basic, Basic with Approval, Complex with Approval), as well as any workflows that have been created by your organization.
Default Warn Before	Input a numerical value for the number of days a default warning will be sent. This input determines when action within the action group will turn from blue (the action is outstanding) to yellow (the action is nearing its due date).
Date	The Action Group Date is flexible in concept and can be used as bet fit by your organization.
Description	Input a description for the action group.
Tags	Include any open, permissive, or restrictive tags as desired.
Budget ($)	Leave this blank if you do not want to generate a new budget in the Finance Module for the Action Group. Input a dollar amount to create the budget.
Budget Alerts	Click "Add Alert" in the Budget Alerts Section to create a budget alert to be associated with the action group budget. This will expand the modal displaying budget alert preferences. How To: Add a Budget Alert for an Action Group To add a budget alert for an action group, edit the group from the Groups Page, or go to the Actions Home Page and click the title of the action group you wish to create a budget alert for. This opens the specific action group page. The second icon to the right of the action group header is the edit action group icon. Select the Action Group Properties Icon, opening the Action Group Properties Modal. Select the clickable “Add Alert” link, expanding the modal to include new fields. The alert can be triggered by the amount remaining in the budget falling below a specified amount, or if the percentage remaining falls before a specified percentage. Budget alerts can be sent to users or roles. Input the preferred alert specifics and select add. The newly saved budget alert will show as saved in the modal. Multiple budget alerts can be customized within the action group.
Budget Approvers	Select the desired budget approver group from the dropdown menu. Budget approval groups at the Action Group level must be created on the Settings Page: Budget Approvers Tab.
Send an Inactivity alert after # of days	An Action Group inactivity alert will be sent to the designated users / roles after a specified number of days of inactivity. Input a numerical value telling the system to send a notice after the specified days of inactivity. Within an action group, a workflow status change, creating or completing an action, a file upload, or action comment will reset the inactivity alert. Permission for comments to reset the inactivity alert is a customizable preference.
Send the inactivity alert to	Input the users and roles you wish to receive the inactivity alert.
Admins	Input the users who are to be identified as Admins for the Action Groups.
Users / Roles who can view this group	Select the Users / Roles who can view this action group. The users / roles selected will have view only permissions for every action within the action group.
Users / Roles who can edit their own actions	Select the Users / Roles who can edit their own actions. The users / roles selected will have the ability to edit any actions they created or are assigned to in the action group.
Focal Point User For this Group	Identify the focal point user of the group. A group focal point will be able to see actions on the Action Group Summary page. Viewing an actions detail page will be dependent on their permissions. Organization can utilize this field to identify a key contact for an action group. If this action group is being utilized for certification or training processes, using the relevant individual’s name as the focal point provides a database reference that enables reports and organizational capabilities. Only one user can be designated as the focal point.
Assigned User Permissions Section The permissions established in this section will be applied to all users in the group by default.
Edit All Fields	Selecting the "Edit All Fields" checkbox will remove all other checkboxes from the modal and will give all users in the action group the ability to edit action status, add comments, delete own comments, and upload files.
Edit Action Status	Selecting the "Edit Action Status" checkbox will give all assigned users in the action group the ability to edit the action status.
Add Comments	Selecting the "Add Comments" checkbox will give all users in the action group the ability to add comments to an action.
Delete Own Comments	Selecting the "Delete Own Comments" checkbox will give all users in the action group the ability to delete their own comments made regarding an action.
Upload Files	Selecting the "Upload Files" checkbox will give all users in the action group the ability to upload files to an action.

Select the Save button when done making field changes, and the action group is now edited.

How To: Import Bulk Actions

To import new actions in bulk using a CSV file, go to the Actions Module Home Page and hover your cursor over the page icon opening the home page context menu.

Click “New Bulk Action Upload” opening the Import Actions Page.

Clicking the “Download Template” clickable link will automatically download a CSV file to your personal device, with the fields to be filled in for each action, designated by the column headers. The table below explains each of the field inputs.

Import Actions Template Field Explanations
Field	Explanation
Group	If importing actions from the Actions Home Page, input the Title of the Action Group this action should be associated with. If importing actions from within a group (by clicking on the group name), this cell can be left blank because the actions will automatically be added to the group you're uploading to.
Group Date	The action group date is flexible and can be utilized by your organization as best fit. When action groups are duplicated or created from a template, the action group date can be used as the distinguishing feature.
Action Number	Action Numbers are used to differentiate each task in a chronological order. Actions within the same Action Group cannot have the same Action Number. You can leave the field blank. You can also input text if you wish to use the alphabet as way to categorize actions.
Title	Input the title of the action.
Description	Input the description for the action.
Source	The Source field is intended to serve as an input for the source of the action. Source is a free text field, allowing you to input any desired response. Customer, Internal Request, a user’s name, role or department are all examples of potential Source field categories.
Due Date	Input the date the action must be completed by. Action Group Templates allow additional control regarding due dates in the Relative Due Dates section when creating or editing a template.
Workflow	Select a default workflow (basic, basic with approval, complex) or a customized workflow specific to your organization. How To: Create New Workflow To create a new workflow, select Settings under the Action Module on the Main Menu. Open the Workflows tab. Click the “New Workflow” button opening the New Workflow Title Modal. Input the title of the new workflow and select the “Save” button. The new workflow is now visible in the Workflow Title Table. Click the three dot icon to the right of the new workflow opening the Workflow Context Menu. Select “View Statuses” opening the Manage Statuses Page for your workflow. Click the “New Status” button opening the New Status Modal. Input a title and description for the new workflow status. The Special Status dropdown menu displays: Close, Close and Repeat, and Opened. Select which if it applies and select the “Save” button. The status now shows on the Manage Status Page. Repeat the process to create the next stage of your workflow. The New Status Modal will now require you to repeat the process, now requiring you to select which step this status is to follow. Repeat the process until your customized workflow has been completed.
Status	The status of the action is based on the workflow selected. Basic: Open, Closed Basic with Approval: Open, Pending Approval, Completed Complex with Approval: Open, Scheduled, In Progress, Pending Approval, Completed, Cancelled Actions can be imported with any status and not just the first status of the workflow.
Date Complete	This field should be blank unless the task is already complete. If the action is already completed, include the completion date here.
Warn (Days)	Input a numerical value for the number of days ahead of the due date you want users to get a system email alert reminder of the outstanding action (converting from blue to yellow status).
Assigned To	Input the users (by username or First and Last Name) that you want to assign the action to. Actions cannot be assigned to roles or access levels. An Action can be assigned to multiple people. Use a semicolon to separate individuals assigned to an action.
Action Approvers	Input the users (by username or First and Last Name) that can approve an action. Action Approvers cannot be assigned to roles or access levels. Multiple users can be designated as an action approver. Use a semicolon to separate individuals assigned to an action.
Interested Parties	Input the users (by username or First and Last Name) or Certification Roles that are identified as Interested Parties. Multiple users or roles can be designated as an Identified Party. Use a semicolon to separate users/roles.
Action Response	The information input into the Action Response field will add a comment to the action task when imported, prefaced with “The following response was imported.”

Before importing your bulk actions, save the file as a UTF 8.

Select the “Choose Files” button and select the saved UTF 8 CSV file to be imported.

Click the “Next Step >” button and confirm that your column headers match the new action form fields and complete the import.

How To: Create a New Actions Group

New Action Groups can be created from both the Home Actions Page as well as the Groups Page, both accessible from the Main Menu.

To create a new action group from the Actions Home Page, hover your icon over the page icon to the right of the Actions page header, displaying the Home Page Context Menu. Click “New Action Group” to open the New Action Group Modal.

To create a new action group from the Groups Page, select Groups on the Main Menu opening the Manage Action Groups Page.

Select the “New Group” button to open the New Action Group Modal.

The Action Group Field Input Explanation Table below explains the fields on the New Action Group Modal so that you can customize the action group.

Action Group Field Input Explanations
Field	Explanation
Title	Input the title for the new action group.
Status	An action group can be assigned a status of Active, Needs Attention, Canceled, or Archived. Select the appropriate status from the Status dropdown menu on the modal. The status of an action group is manually applied and can be edited. How To: Edit an Action Group Status Action groups are manually assigned a group status that can be manually edited as needed for the action group. The default Group Statuses include Active, Needs Attention, Cancelled, and Archived. To change the action group status, click the edit icon next to the group's title on the Actions Home Page, or select the Groups Page on the Main Menu, opening the Manage Action Groups Page. Then click the three-dot icon to the right of the action group to open the Action Group Context Menu. Select “Action Group Properties” from the context menu opening the Action Group Properties Modal. Select the appropriate action group status from the dropdown menu provided and select “Save”.
Workflow	The workflow dropdown menu will offer the system default workflows (Basic, Basic with Approval, Complex with Approval), as well as any workflows that have been created by your organization.
Default Warn Before	To send a warning prior to the due date, input a numerical value for the default number of days. This input determines when the action within the action group will turn from blue (the action is outstanding) to yellow (the action is nearing its due date).
Date	The Action Group Date is flexible in concept and can be used as bet fit by your organization.
Description	Input a description for the action group.
Tags	Include any open, permissive, or restrictive tags as desired.
Budget ($)	Leave this blank if you do not want to generate a new budget in the Finance Module for the Action Group. Input a dollar amount to create the budget.
Budget Alerts	Click "Add Alert" in the Budget Alerts Section to create a budget alert to be associated with the action group budget. This will expand the modal displaying budget alert preferences. How To: Add A Budget Alert for an Action Group To add a budget alert for an action group, edit the group from the Groups Page, or go to the Actions Home Page and click the title of the action group you wish to create a budget alert for. This opens the specific action group page. The second icon to the right of the action group header is the edit action group icon. Select the Action Group Properties Icon, opening the Action Group Properties Modal. Select the clickable “Add Alert” link, expanding the modal to include new fields. The alert can be triggered by the amount remaining in the budget falling below a specified amount, or if the percentage remaining falls before a specified percentage. Budget alerts can be sent to users or roles. Input the preferred alert specifics and select add. The newly saved budget alert will show as saved in the modal. Multiple budget alerts can be customized within the action group.
Budget Approvers	Select the desired budget approver group from the dropdown menu. Note: Budget approval groups at the Action Group level must be created on the Settings Page: Budget Approvers Tab.
Send an Inactivity alert after # of days	An Action Group inactivity alert will be sent to the designated users / roles after a specified number of days of inactivity. Input a numerical value telling the system to send a notice after the specified days of inactivity. Within an action group, a status change, creating or completing an action, a file upload, or action comment will reset inactivity. Permission for comments to reset the inactivity alert is a customizable preference.
Send the inactivity alert to	Input the users and roles you wish to receive the inactivity alert.
Admins	Input the users who are to be identified as Admins for the Action Groups. Establishing a user as an Action Group Admin grants the ability to edit the group, plus view, and edit actions in the action group. Action Group Admins also have the ability to delete files associated with action in the action group.
Users / Roles who can view this group	Select the Users / Roles who can view this action group. The users / roles selected will have view-only permissions for every action within the action group.
Users / Roles who can edit their own actions	Select the Users / Roles who can edit their own actions. The users / roles selected will have the ability to edit any actions they are assigned to in the action group.
Focal Point User For this Group	Identify the focal point user of the group. This field is purely informational. There are no permissions associated with the focal point designation. Organization can utilize this field to identify a key contact for an action group. If this action group is being utilized for certification or training processes, using the relevant individual’s name as the focal point provides a database reference that enables reports and organizational capabilities. Only one user can be designated as the focal point.
Assigned User Permissions Section The permissions established in this section will be applied to all assigned users in the group by default.
Edit All Fields	Selecting the "Edit All Fields" checkbox will remove all other checkboxes from the modal and will give all assigned users in the action group the ability to edit action status, add comments, delete own comments, and upload files.
Edit Action Status	Selecting the "Edit Action Status" checkbox will give all assigned users in the action group the ability to edit the action status.
Add Comments	Selecting the "Add Comments" checkbox will give all users in the action group the ability to add comments to an action.
Delete Own Comments	Selecting the "Delete Own Comments" checkbox will give all users in the action group the ability to delete their own comments made regarding an action.
Upload Files	Selecting the "Upload Files" checkbox will give all users in the action group the ability to upload files to an action.

After making the appropriate selections in the New Action Group Modal, click the “Save” button to complete new group creation. The group is now created and has been added to the Groups Table on Groups Page.

Clicking on the group title will display the action group page which displays the associated actions in the action group in list format.

Actions Home Page Context Menu Option Explanation

Option

Explanation

New Action

Selecting "New Action" from the context menu will open the New Action Modal allowing for the creation of a New Action.

How To: Create a New Action

To create a new action from the Actions Home Page, hover your cursor over the page icon opening the home page context menu.

A new action can also be created from the context menu on the Groups Page via the three-dot icon, as well as the Bulk Edit Tab on the Actions Settings Page.

Select “New Action” opening the New Action Modal.

The fields in the New Action Modal are explained in the table below.

New Action Modal Field Explanations
Field	Explanation
Group	Input the Title of the Action Group this action should be associated with. If the Action Group the action is to be associated with has already been created, it will be available on the Group dropdown menu. If the action group has not been created, see notes on how to add one below.
Action Number	Action Numbers are used to differentiate each task in a chronological order. Actions within the same Action Group cannot have the same Action Number. You can leave the field blank. You can also input text if you wish to use the alphabet as a way to categorize actions.
Title	Input the title of the action.
Description	Input the description for the action.
Tags	Open, Permissive, and Restrictive Tags can be applied to individual actions.
Source	The Source field is intended to serve as an input for the source of the action. Source is a free text field, allowing you to input any desired response. Customer, Internal Request, a user’s name, role or department are all examples of potential Source field categories.
Due Date	Input the date the action must be completed by. Relevant due dates cannot be imported. That feature is specific to Action Group Templates.
Workflow	Select a default workflow (basic, basic with approval, complex) or a customized workflow specific to your organization. How To: Create New Workflow To create a new workflow, select Settings under the Action Module on the Main Menu. Open the Workflows tab. Click the “New Workflow” button opening the New Workflow Title Modal. Input the title of the new workflow and select the “Save” button. The new workflow is now visible in the Workflow Title Table. Click the three dot icon to the right of the new workflow opening the Workflow Context Menu. Select “View Statuses” opening the Manage Statuses Page for your workflow. Click the “New Status” button opening the New Status Modal. Input a title and description for the new workflow status. The Special Status dropdown menu displays: Close, Close and Repeat, and Opened. Select which if it applies and select the “Save” button. The status now shows on the Manage Status Page. Repeat the process to create the next stage of your workflow. The New Status Modal will now require you to repeat the process, now requiring you to select which step this status is to follow. Repeat the process until your customized workflow has been completed.
Status	The status of the action is based on the workflow selected. Basic: Open, Closed Basic with Approval: Open, Pending Approval, Completed Complex with Approval: Open, Scheduled, In Progress, Pending Approval, Completed, Cancelled Actions can be imported with any status and not just the first status of the workflow.
Action Approvers	Input the users (by username or First and Last Name) that can approve an action. Only individual users can be added to this field. Multiple users can be designated as an action approver. When importing, use a semicolon to separate individuals assigned to an action.
Interested Parties	Input the users (by username or First and Last Name) or Certification Roles that are identified as Interested Parties. Multiple users or roles can be designated as an Identified Party. When importing, use a semicolon to separate users/roles.
Assigned To	Input the users (by username or First and Last Name) that you want to assign the action to. Actions cannot be assigned to roles or access levels. An Action can be assigned to multiple people. When importing, use a semicolon to separate individuals assigned to an action.
Due Date	Input the date the action must be completed by. Action Group Templates allow additional control over due dates in the Relative Due Dates section when creating or editing a template.
Warn Before (Days)	Input a numerical value for the number of days ahead of the due date you want users to get a system email alert reminder of the outstanding action (converting from blue to yellow status).
Action Response	The information input into the Action Response field will add a comment to the action task when imported, prefaced with “The following response was imported.”

If the action group the action is to be associated with has not been created, select “New Group…” from the Group dropdown menu

This expands the New Action Modal, allowing you to input the New Group Name.

After inputting all relevant information for the new action, select save. A green confirmation modal will appear, confirming the new action.

The action will only appear on the Actions Home Page if it applies to the currently applied filter.

The newly created action group can be edited to customize the action group preferences, or additional actions can be added.

How To: Edit An Action Group

Select “Action Group Properties” from the context menu opening the Action Group Properties Modal.

Make the desired changes to the action group. Use the Actions Group Field Input Explanations Table for information about individual field inputs.

Action Group Field Input Explanations
Field	Explanation
Title	Input the title for the new action group.
Status	An action group can be assigned a status of Active, Needs Attention, Canceled, or Archived. Select the appropriate status from the Status dropdown menu on the modal. The status of an action group is manually applied and edited. How To: Edit an Action Group Status Action groups are manually assigned a group status than can be manually edited as needed for the action group. Default Group Status include Active, Needs Attention, Cancelled, and Archived. To change the action group status, select the Groups Page on the Main Menu, opening the Manage Action Groups Page. Clicking the three-dot icon to the right of the action group opens the Action Group Context Menu. Select “Edit Action Group” from the context menu opening the Edit Action Group Modal. Select the appropriate action group status from the dropdown menu provided, and select “Save”.
Workflow	The workflow dropdown menu will offer the system default workflows (Basic, Basic with Approval, Complex with Approval), as well as any workflows that have been created by your organization.
Default Warn Before	Input a numerical value for the number of days a default warning will be sent. This input determines when action within the action group will turn from blue (the action is outstanding) to yellow (the action is nearing its due date).
Date	The Action Group Date is flexible in concept and can be used as bet fit by your organization.
Description	Input a description for the action group.
Tags	Include any open, permissive, or restrictive tags as desired.
Budget ($)	Leave this blank if you do not want to generate a new budget in the Finance Module for the Action Group. Input a dollar amount to create the budget.
Budget Alerts	Click "Add Alert" in the Budget Alerts Section to create a budget alert to be associated with the action group budget. This will expand the modal displaying budget alert preferences. How To: Add a Budget Alert for an Action Group To add a budget alert for an action group, edit the group from the Groups Page, or go to the Actions Home Page and click the title of the action group you wish to create a budget alert for. This opens the specific action group page. The second icon to the right of the action group header is the edit action group icon. Select the Action Group Properties Icon, opening the Action Group Properties Modal. Select the clickable “Add Alert” link, expanding the modal to include new fields. The alert can be triggered by the amount remaining in the budget falling below a specified amount, or if the percentage remaining falls before a specified percentage. Budget alerts can be sent to users or roles. Input the preferred alert specifics and select add. The newly saved budget alert will show as saved in the modal. Multiple budget alerts can be customized within the action group.
Budget Approvers	Select the desired budget approver group from the dropdown menu. Budget approval groups at the Action Group level must be created on the Settings Page: Budget Approvers Tab.
Send an Inactivity alert after # of days	An Action Group inactivity alert will be sent to the designated users / roles after a specified number of days of inactivity. Input a numerical value telling the system to send a notice after the specified days of inactivity. Within an action group, a workflow status change, creating or completing an action, a file upload, or action comment will reset the inactivity alert. Permission for comments to reset the inactivity alert is a customizable preference.
Send the inactivity alert to	Input the users and roles you wish to receive the inactivity alert.
Admins	Input the users who are to be identified as Admins for the Action Groups.
Users / Roles who can view this group	Select the Users / Roles who can view this action group. The users / roles selected will have view only permissions for every action within the action group.
Users / Roles who can edit their own actions	Select the Users / Roles who can edit their own actions. The users / roles selected will have the ability to edit any actions they created or are assigned to in the action group.
Focal Point User For this Group	Identify the focal point user of the group. A group focal point will be able to see actions on the Action Group Summary page. Viewing an actions detail page will be dependent on their permissions. Organization can utilize this field to identify a key contact for an action group. If this action group is being utilized for certification or training processes, using the relevant individual’s name as the focal point provides a database reference that enables reports and organizational capabilities. Only one user can be designated as the focal point.
Assigned User Permissions Section The permissions established in this section will be applied to all users in the group by default.
Edit All Fields	Selecting the "Edit All Fields" checkbox will remove all other checkboxes from the modal and will give all users in the action group the ability to edit action status, add comments, delete own comments, and upload files.
Edit Action Status	Selecting the "Edit Action Status" checkbox will give all assigned users in the action group the ability to edit the action status.
Add Comments	Selecting the "Add Comments" checkbox will give all users in the action group the ability to add comments to an action.
Delete Own Comments	Selecting the "Delete Own Comments" checkbox will give all users in the action group the ability to delete their own comments made regarding an action.
Upload Files	Selecting the "Upload Files" checkbox will give all users in the action group the ability to upload files to an action.

Select the Save button when done making field changes, and the action group is now edited.

How To: Import Bulk Actions

To import new actions in bulk using a CSV file, go to the Actions Module Home Page and hover your cursor over the page icon opening the home page context menu.

Click “New Bulk Action Upload” opening the Import Actions Page.

Import Actions Template Field Explanations
Field	Explanation
Group	If importing actions from the Actions Home Page, input the Title of the Action Group this action should be associated with. If importing actions from within a group (by clicking on the group name), this cell can be left blank because the actions will automatically be added to the group you're uploading to.
Group Date	The action group date is flexible and can be utilized by your organization as best fit. When action groups are duplicated or created from a template, the action group date can be used as the distinguishing feature.
Action Number	Action Numbers are used to differentiate each task in a chronological order. Actions within the same Action Group cannot have the same Action Number. You can leave the field blank. You can also input text if you wish to use the alphabet as way to categorize actions.
Title	Input the title of the action.
Description	Input the description for the action.
Source	The Source field is intended to serve as an input for the source of the action. Source is a free text field, allowing you to input any desired response. Customer, Internal Request, a user’s name, role or department are all examples of potential Source field categories.
Due Date	Input the date the action must be completed by. Action Group Templates allow additional control regarding due dates in the Relative Due Dates section when creating or editing a template.
Workflow	Select a default workflow (basic, basic with approval, complex) or a customized workflow specific to your organization. How To: Create New Workflow To create a new workflow, select Settings under the Action Module on the Main Menu. Open the Workflows tab. Click the “New Workflow” button opening the New Workflow Title Modal. Input the title of the new workflow and select the “Save” button. The new workflow is now visible in the Workflow Title Table. Click the three dot icon to the right of the new workflow opening the Workflow Context Menu. Select “View Statuses” opening the Manage Statuses Page for your workflow. Click the “New Status” button opening the New Status Modal. Input a title and description for the new workflow status. The Special Status dropdown menu displays: Close, Close and Repeat, and Opened. Select which if it applies and select the “Save” button. The status now shows on the Manage Status Page. Repeat the process to create the next stage of your workflow. The New Status Modal will now require you to repeat the process, now requiring you to select which step this status is to follow. Repeat the process until your customized workflow has been completed.
Status	The status of the action is based on the workflow selected. Basic: Open, Closed Basic with Approval: Open, Pending Approval, Completed Complex with Approval: Open, Scheduled, In Progress, Pending Approval, Completed, Cancelled Actions can be imported with any status and not just the first status of the workflow.
Date Complete	This field should be blank unless the task is already complete. If the action is already completed, include the completion date here.
Warn (Days)	Input a numerical value for the number of days ahead of the due date you want users to get a system email alert reminder of the outstanding action (converting from blue to yellow status).
Assigned To	Input the users (by username or First and Last Name) that you want to assign the action to. Actions cannot be assigned to roles or access levels. An Action can be assigned to multiple people. Use a semicolon to separate individuals assigned to an action.
Action Approvers	Input the users (by username or First and Last Name) that can approve an action. Action Approvers cannot be assigned to roles or access levels. Multiple users can be designated as an action approver. Use a semicolon to separate individuals assigned to an action.
Interested Parties	Input the users (by username or First and Last Name) or Certification Roles that are identified as Interested Parties. Multiple users or roles can be designated as an Identified Party. Use a semicolon to separate users/roles.
Action Response	The information input into the Action Response field will add a comment to the action task when imported, prefaced with “The following response was imported.”

Before importing your bulk actions, save the file as a UTF 8.

Select the “Choose Files” button and select the saved UTF 8 CSV file to be imported.

Click the “Next Step >” button and confirm that your column headers match the new action form fields and complete the import.

New Bulk Action Upload

Selecting "New Bulk Action Upload" opens the Import Actions Page which allows bulk actions to be imported into KAStrack via .csv file.

How To: Import Bulk Actions

To import new actions in bulk using a CSV file, go to the Actions Module Home Page and hover your cursor over the page icon opening the home page context menu.

Click “New Bulk Action Upload” opening the Import Actions Page.

Import Actions Template Field Explanations
Field	Explanation
Group	If importing actions from the Actions Home Page, input the Title of the Action Group this action should be associated with. If importing actions from within a group (by clicking on the group name), this cell can be left blank because the actions will automatically be added to the group you're uploading to.
Group Date	The action group date is flexible and can be utilized by your organization as best fit. When action groups are duplicated or created from a template, the action group date can be used as the distinguishing feature.
Action Number	Action Numbers are used to differentiate each task in a chronological order. Actions within the same Action Group cannot have the same Action Number. You can leave the field blank. You can also input text if you wish to use the alphabet as way to categorize actions.
Title	Input the title of the action.
Description	Input the description for the action.
Source	The Source field is intended to serve as an input for the source of the action. Source is a free text field, allowing you to input any desired response. Customer, Internal Request, a user’s name, role or department are all examples of potential Source field categories.
Due Date	Input the date the action must be completed by. Action Group Templates allow additional control regarding due dates in the Relative Due Dates section when creating or editing a template.
Workflow	Select a default workflow (basic, basic with approval, complex) or a customized workflow specific to your organization. How To: Create New Workflow To create a new workflow, select Settings under the Action Module on the Main Menu. Open the Workflows tab. Click the “New Workflow” button opening the New Workflow Title Modal. Input the title of the new workflow and select the “Save” button. The new workflow is now visible in the Workflow Title Table. Click the three dot icon to the right of the new workflow opening the Workflow Context Menu. Select “View Statuses” opening the Manage Statuses Page for your workflow. Click the “New Status” button opening the New Status Modal. Input a title and description for the new workflow status. The Special Status dropdown menu displays: Close, Close and Repeat, and Opened. Select which if it applies and select the “Save” button. The status now shows on the Manage Status Page. Repeat the process to create the next stage of your workflow. The New Status Modal will now require you to repeat the process, now requiring you to select which step this status is to follow. Repeat the process until your customized workflow has been completed.
Status	The status of the action is based on the workflow selected. Basic: Open, Closed Basic with Approval: Open, Pending Approval, Completed Complex with Approval: Open, Scheduled, In Progress, Pending Approval, Completed, Cancelled Actions can be imported with any status and not just the first status of the workflow.
Date Complete	This field should be blank unless the task is already complete. If the action is already completed, include the completion date here.
Warn (Days)	Input a numerical value for the number of days ahead of the due date you want users to get a system email alert reminder of the outstanding action (converting from blue to yellow status).
Assigned To	Input the users (by username or First and Last Name) that you want to assign the action to. Actions cannot be assigned to roles or access levels. An Action can be assigned to multiple people. Use a semicolon to separate individuals assigned to an action.
Action Approvers	Input the users (by username or First and Last Name) that can approve an action. Action Approvers cannot be assigned to roles or access levels. Multiple users can be designated as an action approver. Use a semicolon to separate individuals assigned to an action.
Interested Parties	Input the users (by username or First and Last Name) or Certification Roles that are identified as Interested Parties. Multiple users or roles can be designated as an Identified Party. Use a semicolon to separate users/roles.
Action Response	The information input into the Action Response field will add a comment to the action task when imported, prefaced with “The following response was imported.”

Before importing your bulk actions, save the file as a UTF 8.

Select the “Choose Files” button and select the saved UTF 8 CSV file to be imported.

Click the “Next Step >” button and confirm that your column headers match the new action form fields and complete the import.

New Action Group

Selecting “New Action Group” opens the New Action Group Modal that create a new action group.

How To: Create a New Action Group

New Action Groups can be created from both the Home Actions Page as well as the Groups Page, both accessible from the Main Menu.

To create a new action group from the Groups Page, select Groups on the Main Menu opening the Manage Action Groups Page.

Select the “New Group” button to open the New Action Group Modal.

The Action Group Field Input Explanation Table below explains the fields on the New Action Group Modal so that you can customize the action group.

Action Group Field Input Explanations
Field	Explanation
Title	Input the title for the new action group.
Status	An action group can be assigned a status of Active, Needs Attention, Canceled, or Archived. Select the appropriate status from the Status dropdown menu on the modal. The status of an action group is manually applied and can be edited. How To: Edit an Action Group Status Action groups are manually assigned a group status that can be manually edited as needed for the action group. The default Group Statuses include Active, Needs Attention, Cancelled, and Archived. To change the action group status, click the edit icon next to the group's title on the Actions Home Page, or select the Groups Page on the Main Menu, opening the Manage Action Groups Page. Then click the three-dot icon to the right of the action group to open the Action Group Context Menu. Select “Action Group Properties” from the context menu opening the Action Group Properties Modal. Select the appropriate action group status from the dropdown menu provided and select “Save”.
Workflow	The workflow dropdown menu will offer the system default workflows (Basic, Basic with Approval, Complex with Approval), as well as any workflows that have been created by your organization.
Default Warn Before	To send a warning prior to the due date, input a numerical value for the default number of days. This input determines when the action within the action group will turn from blue (the action is outstanding) to yellow (the action is nearing its due date).
Date	The Action Group Date is flexible in concept and can be used as bet fit by your organization.
Description	Input a description for the action group.
Tags	Include any open, permissive, or restrictive tags as desired.
Budget ($)	Leave this blank if you do not want to generate a new budget in the Finance Module for the Action Group. Input a dollar amount to create the budget.
Budget Alerts	Click "Add Alert" in the Budget Alerts Section to create a budget alert to be associated with the action group budget. This will expand the modal displaying budget alert preferences. How To: Add A Budget Alert for an Action Group To add a budget alert for an action group, edit the group from the Groups Page, or go to the Actions Home Page and click the title of the action group you wish to create a budget alert for. This opens the specific action group page. The second icon to the right of the action group header is the edit action group icon. Select the Action Group Properties Icon, opening the Action Group Properties Modal. Select the clickable “Add Alert” link, expanding the modal to include new fields. The alert can be triggered by the amount remaining in the budget falling below a specified amount, or if the percentage remaining falls before a specified percentage. Budget alerts can be sent to users or roles. Input the preferred alert specifics and select add. The newly saved budget alert will show as saved in the modal. Multiple budget alerts can be customized within the action group.
Budget Approvers	Select the desired budget approver group from the dropdown menu. Note: Budget approval groups at the Action Group level must be created on the Settings Page: Budget Approvers Tab.
Send an Inactivity alert after # of days	An Action Group inactivity alert will be sent to the designated users / roles after a specified number of days of inactivity. Input a numerical value telling the system to send a notice after the specified days of inactivity. Within an action group, a status change, creating or completing an action, a file upload, or action comment will reset inactivity. Permission for comments to reset the inactivity alert is a customizable preference.
Send the inactivity alert to	Input the users and roles you wish to receive the inactivity alert.
Admins	Input the users who are to be identified as Admins for the Action Groups. Establishing a user as an Action Group Admin grants the ability to edit the group, plus view, and edit actions in the action group. Action Group Admins also have the ability to delete files associated with action in the action group.
Users / Roles who can view this group	Select the Users / Roles who can view this action group. The users / roles selected will have view-only permissions for every action within the action group.
Users / Roles who can edit their own actions	Select the Users / Roles who can edit their own actions. The users / roles selected will have the ability to edit any actions they are assigned to in the action group.
Focal Point User For this Group	Identify the focal point user of the group. This field is purely informational. There are no permissions associated with the focal point designation. Organization can utilize this field to identify a key contact for an action group. If this action group is being utilized for certification or training processes, using the relevant individual’s name as the focal point provides a database reference that enables reports and organizational capabilities. Only one user can be designated as the focal point.
Assigned User Permissions Section The permissions established in this section will be applied to all assigned users in the group by default.
Edit All Fields	Selecting the "Edit All Fields" checkbox will remove all other checkboxes from the modal and will give all assigned users in the action group the ability to edit action status, add comments, delete own comments, and upload files.
Edit Action Status	Selecting the "Edit Action Status" checkbox will give all assigned users in the action group the ability to edit the action status.
Add Comments	Selecting the "Add Comments" checkbox will give all users in the action group the ability to add comments to an action.
Delete Own Comments	Selecting the "Delete Own Comments" checkbox will give all users in the action group the ability to delete their own comments made regarding an action.
Upload Files	Selecting the "Upload Files" checkbox will give all users in the action group the ability to upload files to an action.

Clicking on the group title will display the action group page which displays the associated actions in the action group in list format.

New Actions from Template

Selecting "New Actions from Template" opens the New Group from Template Modal that allows the creation of pre-defined actions in the new action group.

How To: Create a New Action Group Template

To create a New Action Group Template, select Templates from the Actions Module Main Menu, opening the Manage Templates Page.

Select the “New Template” button, opening the New Template Modal.

There are several fields associated with the creation of an action group template.

Action Group Field Input Explanations
Field	Explanation
Title	Input the title for the new action group.
Status	An action group can be assigned a status of Active, Needs Attention, Canceled, or Archived. Select the appropriate status from the Status dropdown menu on the modal. The status of an action group is manually applied and edited. How To: Edit an Action Group Status Action groups are manually assigned a group status that can be manually edited as needed for the action group. The default Group Statuses include Active, Needs Attention, Cancelled, and Archived. To change the action group status, click the edit icon next to the group's title on the Actions Home Page, or select the Groups Page on the Main Menu, opening the Manage Action Groups Page. Then click the three-dot icon to the right of the action group to open the Action Group Context Menu. Select “Action Group Properties” from the context menu opening the Action Group Properties Modal. Select the appropriate action group status from the dropdown menu provided and select “Save”.
Workflow	The workflow dropdown menu will offer the system default workflows (Basic, Basic with Approval, Complex with Approval), as well as any workflows that have been created by your organization.
Default Warn Before	Input a numerical value for the number of days a default warning will be sent. This input determines when action within the action group will turn from blue (the action is outstanding) to yellow (the action is nearing its due date).
Date	The Action Group Date is flexible in concept and can be used as bet fit by your organization.
Description	Input a description for the action group.
Tags	Include any open, permissive, or restrictive tags as desired.
Budget ($)	Leave this blank if you do not want to generate a new budget in the Finance Module for the Action Group. Input a dollar amount to create the budget.
Budget Alerts	Click "Add Alert" in the Budget Alerts Section to create a budget alert to be associated with the action group budget. This will expand the modal displaying budget alert preferences. How To: Add A Budget Alert for an Action Group To add a budget alert for an action group, edit the group from the Groups Page, or go to the Actions Home Page and click the title of the action group you wish to create a budget alert for. This opens the specific action group page. The second icon to the right of the action group header is the edit action group icon. Select the Action Group Properties Icon, opening the Action Group Properties Modal. Select the clickable “Add Alert” link, expanding the modal to include new fields. The alert can be triggered by the amount remaining in the budget falling below a specified amount, or if the percentage remaining falls before a specified percentage. Budget alerts can be sent to users or roles. Input the preferred alert specifics and select add. The newly saved budget alert will show as saved in the modal. Multiple budget alerts can be customized within the action group.
Budget Approvers	Select the desired budget approver group from the dropdown menu. Note: Budget approval groups at the Action Group level must be created on the Settings Page: Budget Approvers Tab.
Send an Inactivity alert after # of days	An Action Group inactivity alert will be sent to the designated users / roles after a specified number of days of inactivity. Input a numerical value telling the system to send a notice after the specified days of inactivity. Within an action group, a workflow status change, creating or completing an action, a file upload, or action comment will reset the inactivity alert. Permission for comments to reset the inactivity alert is a customizable preference.
Send the inactivity alert to	Input the users and roles you wish to receive the inactivity alert.
Admins	Input the users who are to be identified as Admins for the Action Groups.
Users / Roles who can view this group	Select the Users / Roles who can view this action group. The users / roles selected will have view only permissions for every action within the action group.
Users / Roles who can edit their own actions	Select the Users / Roles who can edit their own actions. The users / roles selected will have the ability to edit any actions they created or are assigned to in the action group.
Focal Point User For this Group	Identify the focal point user of the group. This field is purely informational. There are no permissions associated with the focal point designation. Organization can utilize this field to identify a key contact for an action group. If this action group is being utilized for certification or training processes, using the relevant individual’s name as the focal point provides a database reference that enables reports and organizational capabilities. Only one user can be designated as the focal point.
Assigned User Permissions Section The permissions established in this section will be applied to all users in the group by default.
Edit All Fields	Selecting the "Edit All Fields" checkbox will remove all other checkboxes from the modal and will give all users in the action group the ability to edit action status, add comments, delete own comments, and upload files.
Edit Action Status	Selecting the "Edit Action Status" checkbox will give all assigned users in the action group the ability to edit the action status.
Add Comments	Selecting the "Add Comments" checkbox will give all users in the action group the ability to add comments to an action.
Delete Own Comments	Selecting the "Delete Own Comments" checkbox will give all users in the action group the ability to delete their own comments made regarding an action.
Upload Files	Selecting the "Upload Files" checkbox will give all users in the action group the ability to upload files to an action.

After inputting the appropriate information into the modal, select “Save”.

The new Action Group Template will be displayed on the Templates Page in the Action Group Templates Table.

The Home Page displays open actions associated with a user. A filter allows a user to customize the view of open actions.

The Actions Module Home Page Filter Options are explained in the table below.

Actions Module Filter Option Explanations
Field	Options	Explanation
Actions that (dropdown menu)	are relevant to you	Selecting "are relevant to you" will show a list of all actions that are relevant to you.
	are assigned to you	Selecting "Are Assigned to You" will show a list of all actions that are assigned to you.
	you are an approver for	Selecting "You are an Approver For" will show a list of all actions that you are identified as an approver for.
	you are interested party for	Selecting "You are an Interested Party For" will show a list of all actions that you have been identified as an interested party for.
	show all actions	Selecting "Shows all Actions" will show a list of all actions.
View (dropdown menu)	As Placed	Selecting "View As Placed" will show a list of all actions organized by Action Groups.
	By Due Date	Selecting "View by Due Date" will show a list of all actions organized by Overdue, 15-30 days, and No Due Date.
	By User	Selecting "View by User" will organize alphabetically by the first assigned user. All unassigned actions will show at the bottom of the action list.
Show Completed Action (checkbox)	Selecting the "Show Completed Actions" checkbox will include completed actions in the list on the filtered view.
Show groups that are (dropdown menu)	Active	Selecting "Active" will only show actions associated with Active status Action Groups on the filtered list.
	In Need of Attention	Selecting "In Need of Attention" will only show actions associated with In Need of Attention status Action Groups on the filtered list.
	Cancelled	Selecting "Cancelled" will only show actions associated with Cancelled status Action Groups on the filtered list.
	Archived	Selecting "Archived" will only show actions associated with Archived status Action Groups on the filtered list.
	Show All Groups	Selecting "Show All Groups" will show all actions associated with any Action Groups on the filtered list.

Actions can be edited from the Actions Home Page by hovering the cursor over the action and clicking the edit action icon. Both icons show for an action group and the edit icon shows for an action.

How To: Create a New Action

To create a new action from the Actions Home Page, hover your cursor over the page icon opening the home page context menu.

A new action can also be created from the context menu on the Groups Page via the three-dot icon, as well as the Bulk Edit Tab on the Actions Settings Page.

Select “New Action” opening the New Action Modal.

The fields in the New Action Modal are explained in the table below.

New Action Modal Field Explanations
Field	Explanation
Group	Input the Title of the Action Group this action should be associated with. If the Action Group the action is to be associated with has already been created, it will be available on the Group dropdown menu. If the action group has not been created, see notes on how to add one below.
Action Number	Action Numbers are used to differentiate each task in a chronological order. Actions within the same Action Group cannot have the same Action Number. You can leave the field blank. You can also input text if you wish to use the alphabet as a way to categorize actions.
Title	Input the title of the action.
Description	Input the description for the action.
Tags	Open, Permissive, and Restrictive Tags can be applied to individual actions.
Source	The Source field is intended to serve as an input for the source of the action. Source is a free text field, allowing you to input any desired response. Customer, Internal Request, a user’s name, role or department are all examples of potential Source field categories.
Due Date	Input the date the action must be completed by. Relevant due dates cannot be imported. That feature is specific to Action Group Templates.
Workflow	Select a default workflow (basic, basic with approval, complex) or a customized workflow specific to your organization. How To: Create New Workflow To create a new workflow, select Settings under the Action Module on the Main Menu. Open the Workflows tab. Click the “New Workflow” button opening the New Workflow Title Modal. Input the title of the new workflow and select the “Save” button. The new workflow is now visible in the Workflow Title Table. Click the three dot icon to the right of the new workflow opening the Workflow Context Menu. Select “View Statuses” opening the Manage Statuses Page for your workflow. Click the “New Status” button opening the New Status Modal. Input a title and description for the new workflow status. The Special Status dropdown menu displays: Close, Close and Repeat, and Opened. Select which if it applies and select the “Save” button. The status now shows on the Manage Status Page. Repeat the process to create the next stage of your workflow. The New Status Modal will now require you to repeat the process, now requiring you to select which step this status is to follow. Repeat the process until your customized workflow has been completed.
Status	The status of the action is based on the workflow selected. Basic: Open, Closed Basic with Approval: Open, Pending Approval, Completed Complex with Approval: Open, Scheduled, In Progress, Pending Approval, Completed, Cancelled Actions can be imported with any status and not just the first status of the workflow.
Action Approvers	Input the users (by username or First and Last Name) that can approve an action. Only individual users can be added to this field. Multiple users can be designated as an action approver. When importing, use a semicolon to separate individuals assigned to an action.
Interested Parties	Input the users (by username or First and Last Name) or Certification Roles that are identified as Interested Parties. Multiple users or roles can be designated as an Identified Party. When importing, use a semicolon to separate users/roles.
Assigned To	Input the users (by username or First and Last Name) that you want to assign the action to. Actions cannot be assigned to roles or access levels. An Action can be assigned to multiple people. When importing, use a semicolon to separate individuals assigned to an action.
Due Date	Input the date the action must be completed by. Action Group Templates allow additional control over due dates in the Relative Due Dates section when creating or editing a template.
Warn Before (Days)	Input a numerical value for the number of days ahead of the due date you want users to get a system email alert reminder of the outstanding action (converting from blue to yellow status).
Action Response	The information input into the Action Response field will add a comment to the action task when imported, prefaced with “The following response was imported.”

If the action group the action is to be associated with has not been created, select “New Group…” from the Group dropdown menu

This expands the New Action Modal, allowing you to input the New Group Name.

After inputting all relevant information for the new action, select save. A green confirmation modal will appear, confirming the new action.

The action will only appear on the Actions Home Page if it applies to the currently applied filter.

The newly created action group can be edited to customize the action group preferences, or additional actions can be added.

How To: Edit An Action Group

Select “Action Group Properties” from the context menu opening the Action Group Properties Modal.

Make the desired changes to the action group. Use the Actions Group Field Input Explanations Table for information about individual field inputs.

Action Group Field Input Explanations
Field	Explanation
Title	Input the title for the new action group.
Status	An action group can be assigned a status of Active, Needs Attention, Canceled, or Archived. Select the appropriate status from the Status dropdown menu on the modal. The status of an action group is manually applied and edited. How To: Edit an Action Group Status Action groups are manually assigned a group status than can be manually edited as needed for the action group. Default Group Status include Active, Needs Attention, Cancelled, and Archived. To change the action group status, select the Groups Page on the Main Menu, opening the Manage Action Groups Page. Clicking the three-dot icon to the right of the action group opens the Action Group Context Menu. Select “Edit Action Group” from the context menu opening the Edit Action Group Modal. Select the appropriate action group status from the dropdown menu provided, and select “Save”.
Workflow	The workflow dropdown menu will offer the system default workflows (Basic, Basic with Approval, Complex with Approval), as well as any workflows that have been created by your organization.
Default Warn Before	Input a numerical value for the number of days a default warning will be sent. This input determines when action within the action group will turn from blue (the action is outstanding) to yellow (the action is nearing its due date).
Date	The Action Group Date is flexible in concept and can be used as bet fit by your organization.
Description	Input a description for the action group.
Tags	Include any open, permissive, or restrictive tags as desired.
Budget ($)	Leave this blank if you do not want to generate a new budget in the Finance Module for the Action Group. Input a dollar amount to create the budget.
Budget Alerts	Click "Add Alert" in the Budget Alerts Section to create a budget alert to be associated with the action group budget. This will expand the modal displaying budget alert preferences. How To: Add a Budget Alert for an Action Group To add a budget alert for an action group, edit the group from the Groups Page, or go to the Actions Home Page and click the title of the action group you wish to create a budget alert for. This opens the specific action group page. The second icon to the right of the action group header is the edit action group icon. Select the Action Group Properties Icon, opening the Action Group Properties Modal. Select the clickable “Add Alert” link, expanding the modal to include new fields. The alert can be triggered by the amount remaining in the budget falling below a specified amount, or if the percentage remaining falls before a specified percentage. Budget alerts can be sent to users or roles. Input the preferred alert specifics and select add. The newly saved budget alert will show as saved in the modal. Multiple budget alerts can be customized within the action group.
Budget Approvers	Select the desired budget approver group from the dropdown menu. Budget approval groups at the Action Group level must be created on the Settings Page: Budget Approvers Tab.
Send an Inactivity alert after # of days	An Action Group inactivity alert will be sent to the designated users / roles after a specified number of days of inactivity. Input a numerical value telling the system to send a notice after the specified days of inactivity. Within an action group, a workflow status change, creating or completing an action, a file upload, or action comment will reset the inactivity alert. Permission for comments to reset the inactivity alert is a customizable preference.
Send the inactivity alert to	Input the users and roles you wish to receive the inactivity alert.
Admins	Input the users who are to be identified as Admins for the Action Groups.
Users / Roles who can view this group	Select the Users / Roles who can view this action group. The users / roles selected will have view only permissions for every action within the action group.
Users / Roles who can edit their own actions	Select the Users / Roles who can edit their own actions. The users / roles selected will have the ability to edit any actions they created or are assigned to in the action group.
Focal Point User For this Group	Identify the focal point user of the group. A group focal point will be able to see actions on the Action Group Summary page. Viewing an actions detail page will be dependent on their permissions. Organization can utilize this field to identify a key contact for an action group. If this action group is being utilized for certification or training processes, using the relevant individual’s name as the focal point provides a database reference that enables reports and organizational capabilities. Only one user can be designated as the focal point.
Assigned User Permissions Section The permissions established in this section will be applied to all users in the group by default.
Edit All Fields	Selecting the "Edit All Fields" checkbox will remove all other checkboxes from the modal and will give all users in the action group the ability to edit action status, add comments, delete own comments, and upload files.
Edit Action Status	Selecting the "Edit Action Status" checkbox will give all assigned users in the action group the ability to edit the action status.
Add Comments	Selecting the "Add Comments" checkbox will give all users in the action group the ability to add comments to an action.
Delete Own Comments	Selecting the "Delete Own Comments" checkbox will give all users in the action group the ability to delete their own comments made regarding an action.
Upload Files	Selecting the "Upload Files" checkbox will give all users in the action group the ability to upload files to an action.

Select the Save button when done making field changes, and the action group is now edited.

How To: Import Bulk Actions

To import new actions in bulk using a CSV file, go to the Actions Module Home Page and hover your cursor over the page icon opening the home page context menu.

Click “New Bulk Action Upload” opening the Import Actions Page.

Import Actions Template Field Explanations
Field	Explanation
Group	If importing actions from the Actions Home Page, input the Title of the Action Group this action should be associated with. If importing actions from within a group (by clicking on the group name), this cell can be left blank because the actions will automatically be added to the group you're uploading to.
Group Date	The action group date is flexible and can be utilized by your organization as best fit. When action groups are duplicated or created from a template, the action group date can be used as the distinguishing feature.
Action Number	Action Numbers are used to differentiate each task in a chronological order. Actions within the same Action Group cannot have the same Action Number. You can leave the field blank. You can also input text if you wish to use the alphabet as way to categorize actions.
Title	Input the title of the action.
Description	Input the description for the action.
Source	The Source field is intended to serve as an input for the source of the action. Source is a free text field, allowing you to input any desired response. Customer, Internal Request, a user’s name, role or department are all examples of potential Source field categories.
Due Date	Input the date the action must be completed by. Action Group Templates allow additional control regarding due dates in the Relative Due Dates section when creating or editing a template.
Workflow	Select a default workflow (basic, basic with approval, complex) or a customized workflow specific to your organization. How To: Create New Workflow To create a new workflow, select Settings under the Action Module on the Main Menu. Open the Workflows tab. Click the “New Workflow” button opening the New Workflow Title Modal. Input the title of the new workflow and select the “Save” button. The new workflow is now visible in the Workflow Title Table. Click the three dot icon to the right of the new workflow opening the Workflow Context Menu. Select “View Statuses” opening the Manage Statuses Page for your workflow. Click the “New Status” button opening the New Status Modal. Input a title and description for the new workflow status. The Special Status dropdown menu displays: Close, Close and Repeat, and Opened. Select which if it applies and select the “Save” button. The status now shows on the Manage Status Page. Repeat the process to create the next stage of your workflow. The New Status Modal will now require you to repeat the process, now requiring you to select which step this status is to follow. Repeat the process until your customized workflow has been completed.
Status	The status of the action is based on the workflow selected. Basic: Open, Closed Basic with Approval: Open, Pending Approval, Completed Complex with Approval: Open, Scheduled, In Progress, Pending Approval, Completed, Cancelled Actions can be imported with any status and not just the first status of the workflow.
Date Complete	This field should be blank unless the task is already complete. If the action is already completed, include the completion date here.
Warn (Days)	Input a numerical value for the number of days ahead of the due date you want users to get a system email alert reminder of the outstanding action (converting from blue to yellow status).
Assigned To	Input the users (by username or First and Last Name) that you want to assign the action to. Actions cannot be assigned to roles or access levels. An Action can be assigned to multiple people. Use a semicolon to separate individuals assigned to an action.
Action Approvers	Input the users (by username or First and Last Name) that can approve an action. Action Approvers cannot be assigned to roles or access levels. Multiple users can be designated as an action approver. Use a semicolon to separate individuals assigned to an action.
Interested Parties	Input the users (by username or First and Last Name) or Certification Roles that are identified as Interested Parties. Multiple users or roles can be designated as an Identified Party. Use a semicolon to separate users/roles.
Action Response	The information input into the Action Response field will add a comment to the action task when imported, prefaced with “The following response was imported.”

Before importing your bulk actions, save the file as a UTF 8.

Select the “Choose Files” button and select the saved UTF 8 CSV file to be imported.

Click the “Next Step >” button and confirm that your column headers match the new action form fields and complete the import.

How To: Edit an Existing Action

An Action can be edited through the Edit Action Modal or the specified action’s detail page.

To Edit Through the Edit Action Modal

Alter the filter on the Actions Module Action Home Page to see the action you wish to edit. If the actions are displayed by group or due date, expand the section containing the action. Hover your cursor over the individual action you wish to edit displaying the edit action icon to the right of the Action Title.

Click the edit action icon opening the Edit Action Modal.

Make the necessary changes to the action and select save.

To Edit Through an Individual Action Page

Clicking the Action Title will open the individual action’s Action Page.

The action can be edited by selecting the edit icon to the right of the action title.

Action Home Page Icon Explanation
Icon	Explanation
	Selecting the Page Icon will open the Actions Context Menu that displays options for quick action management.
	Selecting the Edit Icon will open the Edit Action Group or Edit Action Modal.

The colored dot before each action or action group indicates information about the action/action group, explained in the table below.

Action Module Legend - Actions Color Coding
Icon	Explanation
	The color green indicates that the action has been completed.
	The color sky blue indicates that the action is outstanding with no due date.
	The color blue indicates that the action is outstanding.
	The color yellow indicates that the action is nearing its due date.
	The color red indicates that the action is overdue.

The Action Group Line shows a doughnut chart that highlights the percentage of actions that are completed. When you hover the icon over the doughnut chart, a modal will show the number of action completed and the total number of actions, will stat the percent complete, and will indicate if there are any overdue items.

The Action Group Title follows, along with the action group date and the number of items associated with the action group. If a purple dot follows the Action Group information, it is indicating that the action group is past the number of days of inactivity that was established for the Action Group.

Next to the action title, key information about the action is indicated.

The action status will be shown first, highlighted in grey. The Action Date follows, highlighted in yellow. Finally, the user or role assigned the action will be indicated by green highlight. If no one was assigned the action, Unassigned will be highlighted in red.

The highlighting behind key action information is only for visual clarity and is not representative of any meaning.

Actions Groups Page

Action Groups can be defined as the overarching goal/event/task that is brought to fruition through the completion of the associated actions. Each action must be associated with a specific action group. Action Groups organize actions and defines like settings between its associated tasks.

Selecting Groups from the Main Menu will open the Manage Action Groups Page that houses the Action Group Table. New Action Groups can be created, edited, and managed on this page.

To create a new action group, select the green “New group” button located underneath the page header. A “New Action Group” dialogue box will appear.

How To: Create a New Actions Group

New Action Groups can be created from both the Home Actions Page as well as the Groups Page, both accessible from the Main Menu.

To create a new action group from the Groups Page, select Groups on the Main Menu opening the Manage Action Groups Page.

Select the “New Group” button to open the New Action Group Modal.

The Action Group Field Input Explanation Table below explains the fields on the New Action Group Modal so that you can customize the action group.

Action Group Field Input Explanations
Field	Explanation
Title	Input the title for the new action group.
Status	An action group can be assigned a status of Active, Needs Attention, Canceled, or Archived. Select the appropriate status from the Status dropdown menu on the modal. The status of an action group is manually applied and can be edited. How To: Edit an Action Group Status Action groups are manually assigned a group status that can be manually edited as needed for the action group. The default Group Statuses include Active, Needs Attention, Cancelled, and Archived. To change the action group status, click the edit icon next to the group's title on the Actions Home Page, or select the Groups Page on the Main Menu, opening the Manage Action Groups Page. Then click the three-dot icon to the right of the action group to open the Action Group Context Menu. Select “Action Group Properties” from the context menu opening the Action Group Properties Modal. Select the appropriate action group status from the dropdown menu provided and select “Save”.
Workflow	The workflow dropdown menu will offer the system default workflows (Basic, Basic with Approval, Complex with Approval), as well as any workflows that have been created by your organization.
Default Warn Before	To send a warning prior to the due date, input a numerical value for the default number of days. This input determines when the action within the action group will turn from blue (the action is outstanding) to yellow (the action is nearing its due date).
Date	The Action Group Date is flexible in concept and can be used as bet fit by your organization.
Description	Input a description for the action group.
Tags	Include any open, permissive, or restrictive tags as desired.
Budget ($)	Leave this blank if you do not want to generate a new budget in the Finance Module for the Action Group. Input a dollar amount to create the budget.
Budget Alerts	Click "Add Alert" in the Budget Alerts Section to create a budget alert to be associated with the action group budget. This will expand the modal displaying budget alert preferences. How To: Add A Budget Alert for an Action Group To add a budget alert for an action group, edit the group from the Groups Page, or go to the Actions Home Page and click the title of the action group you wish to create a budget alert for. This opens the specific action group page. The second icon to the right of the action group header is the edit action group icon. Select the Action Group Properties Icon, opening the Action Group Properties Modal. Select the clickable “Add Alert” link, expanding the modal to include new fields. The alert can be triggered by the amount remaining in the budget falling below a specified amount, or if the percentage remaining falls before a specified percentage. Budget alerts can be sent to users or roles. Input the preferred alert specifics and select add. The newly saved budget alert will show as saved in the modal. Multiple budget alerts can be customized within the action group.
Budget Approvers	Select the desired budget approver group from the dropdown menu. Note: Budget approval groups at the Action Group level must be created on the Settings Page: Budget Approvers Tab.
Send an Inactivity alert after # of days	An Action Group inactivity alert will be sent to the designated users / roles after a specified number of days of inactivity. Input a numerical value telling the system to send a notice after the specified days of inactivity. Within an action group, a status change, creating or completing an action, a file upload, or action comment will reset inactivity. Permission for comments to reset the inactivity alert is a customizable preference.
Send the inactivity alert to	Input the users and roles you wish to receive the inactivity alert.
Admins	Input the users who are to be identified as Admins for the Action Groups. Establishing a user as an Action Group Admin grants the ability to edit the group, plus view, and edit actions in the action group. Action Group Admins also have the ability to delete files associated with action in the action group.
Users / Roles who can view this group	Select the Users / Roles who can view this action group. The users / roles selected will have view-only permissions for every action within the action group.
Users / Roles who can edit their own actions	Select the Users / Roles who can edit their own actions. The users / roles selected will have the ability to edit any actions they are assigned to in the action group.
Focal Point User For this Group	Identify the focal point user of the group. This field is purely informational. There are no permissions associated with the focal point designation. Organization can utilize this field to identify a key contact for an action group. If this action group is being utilized for certification or training processes, using the relevant individual’s name as the focal point provides a database reference that enables reports and organizational capabilities. Only one user can be designated as the focal point.
Assigned User Permissions Section The permissions established in this section will be applied to all assigned users in the group by default.
Edit All Fields	Selecting the "Edit All Fields" checkbox will remove all other checkboxes from the modal and will give all assigned users in the action group the ability to edit action status, add comments, delete own comments, and upload files.
Edit Action Status	Selecting the "Edit Action Status" checkbox will give all assigned users in the action group the ability to edit the action status.
Add Comments	Selecting the "Add Comments" checkbox will give all users in the action group the ability to add comments to an action.
Delete Own Comments	Selecting the "Delete Own Comments" checkbox will give all users in the action group the ability to delete their own comments made regarding an action.
Upload Files	Selecting the "Upload Files" checkbox will give all users in the action group the ability to upload files to an action.

Clicking on the group title will display the action group page which displays the associated actions in the action group in list format.

The Action Groups Table will display any created Action Groups organized alphabetically according to title, showing the date, group status, and number of actions associated with the group.

Note: The action group date is flexible in its purpose. When Action Groups have the same title, the date can be used to distinguish between the action group it is referring to. How your organization chooses to use it can vary based on your needs.

Selecting the three-dot icon to the right of the action group title will open the Action Group Context Menu. An explanation of the context menu options are included in the table below.

Action Group Context Menu Option Explanation Table

Option

Explanation

View Action Group

Selecting "View Action Group" opens the View Action Group Modal which displays the action group status, days for default warning, Action Group title and tags, description, days for inactivity alert, and who to send the inactivity alert to.

Add Action to Group

Selecting "Add Action to Group" opens the New Action Modal, allowing for the creation of new actions within the action group.

Action Group Properties

Selecting "Action Group Properties" opens the Edit Action Group Modal that allows for changes to the parameters set for that specific action group.

How To: Edit An Action Group

Select “Action Group Properties” from the context menu opening the Action Group Properties Modal.

Make the desired changes to the action group. Use the Actions Group Field Input Explanations Table for information about individual field inputs.

Action Group Field Input Explanations
Field	Explanation
Title	Input the title for the new action group.
Status	An action group can be assigned a status of Active, Needs Attention, Canceled, or Archived. Select the appropriate status from the Status dropdown menu on the modal. The status of an action group is manually applied and edited. How To: Edit an Action Group Status Action groups are manually assigned a group status than can be manually edited as needed for the action group. Default Group Status include Active, Needs Attention, Cancelled, and Archived. To change the action group status, select the Groups Page on the Main Menu, opening the Manage Action Groups Page. Clicking the three-dot icon to the right of the action group opens the Action Group Context Menu. Select “Edit Action Group” from the context menu opening the Edit Action Group Modal. Select the appropriate action group status from the dropdown menu provided, and select “Save”.
Workflow	The workflow dropdown menu will offer the system default workflows (Basic, Basic with Approval, Complex with Approval), as well as any workflows that have been created by your organization.
Default Warn Before	Input a numerical value for the number of days a default warning will be sent. This input determines when action within the action group will turn from blue (the action is outstanding) to yellow (the action is nearing its due date).
Date	The Action Group Date is flexible in concept and can be used as bet fit by your organization.
Description	Input a description for the action group.
Tags	Include any open, permissive, or restrictive tags as desired.
Budget ($)	Leave this blank if you do not want to generate a new budget in the Finance Module for the Action Group. Input a dollar amount to create the budget.
Budget Alerts	Click "Add Alert" in the Budget Alerts Section to create a budget alert to be associated with the action group budget. This will expand the modal displaying budget alert preferences. How To: Add a Budget Alert for an Action Group To add a budget alert for an action group, edit the group from the Groups Page, or go to the Actions Home Page and click the title of the action group you wish to create a budget alert for. This opens the specific action group page. The second icon to the right of the action group header is the edit action group icon. Select the Action Group Properties Icon, opening the Action Group Properties Modal. Select the clickable “Add Alert” link, expanding the modal to include new fields. The alert can be triggered by the amount remaining in the budget falling below a specified amount, or if the percentage remaining falls before a specified percentage. Budget alerts can be sent to users or roles. Input the preferred alert specifics and select add. The newly saved budget alert will show as saved in the modal. Multiple budget alerts can be customized within the action group.
Budget Approvers	Select the desired budget approver group from the dropdown menu. Budget approval groups at the Action Group level must be created on the Settings Page: Budget Approvers Tab.
Send an Inactivity alert after # of days	An Action Group inactivity alert will be sent to the designated users / roles after a specified number of days of inactivity. Input a numerical value telling the system to send a notice after the specified days of inactivity. Within an action group, a workflow status change, creating or completing an action, a file upload, or action comment will reset the inactivity alert. Permission for comments to reset the inactivity alert is a customizable preference.
Send the inactivity alert to	Input the users and roles you wish to receive the inactivity alert.
Admins	Input the users who are to be identified as Admins for the Action Groups.
Users / Roles who can view this group	Select the Users / Roles who can view this action group. The users / roles selected will have view only permissions for every action within the action group.
Users / Roles who can edit their own actions	Select the Users / Roles who can edit their own actions. The users / roles selected will have the ability to edit any actions they created or are assigned to in the action group.
Focal Point User For this Group	Identify the focal point user of the group. A group focal point will be able to see actions on the Action Group Summary page. Viewing an actions detail page will be dependent on their permissions. Organization can utilize this field to identify a key contact for an action group. If this action group is being utilized for certification or training processes, using the relevant individual’s name as the focal point provides a database reference that enables reports and organizational capabilities. Only one user can be designated as the focal point.
Assigned User Permissions Section The permissions established in this section will be applied to all users in the group by default.
Edit All Fields	Selecting the "Edit All Fields" checkbox will remove all other checkboxes from the modal and will give all users in the action group the ability to edit action status, add comments, delete own comments, and upload files.
Edit Action Status	Selecting the "Edit Action Status" checkbox will give all assigned users in the action group the ability to edit the action status.
Add Comments	Selecting the "Add Comments" checkbox will give all users in the action group the ability to add comments to an action.
Delete Own Comments	Selecting the "Delete Own Comments" checkbox will give all users in the action group the ability to delete their own comments made regarding an action.
Upload Files	Selecting the "Upload Files" checkbox will give all users in the action group the ability to upload files to an action.

Select the Save button when done making field changes, and the action group is now edited.

Delete Action Group

Selecting "Delete Action Group" will open the deletion confirmation modal which states the title of the action group you are confirming will be deleted.

How To: Delete an Action Group

To delete an action group, select the Groups Page on the Main Menu, opening the Manage Action Groups Page. Clicking the three-dot icon to the right of the action group opens the Action Group Context Menu.

Select “Delete Action Group” from the context menu opening the Delete Action Group Confirmation Modal.

Select the “Delete” button and the action group will no longer be visible on the Action Groups Table.

Understanding Action Group Fields

Review the Action Group Field Input Explanations Table below to see the information used when creating a new action group.

Action Group Field Input Explanations
Field	Explanation
Title	Input the title for the new action group.
Status	An action group can be assigned a status of Active, Needs Attention, Canceled, or Archived. Select the appropriate status from the Status dropdown menu on the modal. The status of an action group is manually applied and edited. How To: Edit an Action Group Status Action groups are manually assigned a group status that can be manually edited as needed for the action group. The default Group Statuses include Active, Needs Attention, Cancelled, and Archived. To change the action group status, click the edit icon next to the group's title on the Actions Home Page, or select the Groups Page on the Main Menu, opening the Manage Action Groups Page. Then click the three-dot icon to the right of the action group to open the Action Group Context Menu. Select “Action Group Properties” from the context menu opening the Action Group Properties Modal. Select the appropriate action group status from the dropdown menu provided and select “Save”.
Workflow	The workflow dropdown menu will offer the system default workflows (Basic, Basic with Approval, Complex with Approval), as well as any workflows that have been created by your organization.
Default Warn Before	Input a numerical value for the number of days a default warning will be sent. This input determines when action within the action group will turn from blue (the action is outstanding) to yellow (the action is nearing its due date).
Date	The Action Group Date is flexible in concept and can be used as bet fit by your organization.
Description	Input a description for the action group.
Tags	Include any open, permissive, or restrictive tags as desired.
Budget ($)	Leave this blank if you do not want to generate a new budget in the Finance Module for the Action Group. Input a dollar amount to create the budget.
Budget Alerts	Click "Add Alert" in the Budget Alerts Section to create a budget alert to be associated with the action group budget. This will expand the modal displaying budget alert preferences. How To: Add a Budget Alert for an Action Group To add a budget alert for an action group, edit the group from the Groups Page, or go to the Actions Home Page and click the title of the action group you wish to create a budget alert for. This opens the specific action group page. The second icon to the right of the action group header is the edit action group icon. Select the Action Group Properties Icon, opening the Action Group Properties Modal. Select the clickable “Add Alert” link, expanding the modal to include new fields. The alert can be triggered by the amount remaining in the budget falling below a specified amount, or if the percentage remaining falls before a specified percentage. Budget alerts can be sent to users or roles. Input the preferred alert specifics and select add. The newly saved budget alert will show as saved in the modal. Multiple budget alerts can be customized within the action group.
Budget Approvers	Select the desired budget approver group from the dropdown menu. Budget approval groups at the Action Group level must be created on the Settings Page: Budget Approvers Tab.
Send an Inactivity alert after # of days	An Action Group inactivity alert will be sent to the designated users / roles after a specified number of days of inactivity. Input a numerical value telling the system to send a notice after the specified days of inactivity. Within an action group, a workflow status change, creating or completing an action, a file upload, or action comment will reset the inactivity alert. Permission for comments to reset the inactivity alert is a customizable preference.
Send the inactivity alert to	Input the users and roles you wish to receive the inactivity alert.
Admins	Input the users who are to be identified as Admins for the Action Groups.
Users / Roles who can view this group	Select the Users / Roles who can view this action group. The users / roles selected will have view only permissions for every action within the action group.
Users / Roles who can edit their own actions	Select the Users / Roles who can edit their own actions. The users / roles selected will have the ability to edit any actions they created or are assigned to in the action group.
Focal Point User For this Group	Identify the focal point user of the group. A group focal point will be able to see actions on the Action Group Summary page. Viewing an actions detail page will be dependent on their permissions. Organization can utilize this field to identify a key contact for an action group. If this action group is being utilized for certification or training processes, using the relevant individual’s name as the focal point provides a database reference that enables reports and organizational capabilities. Only one user can be designated as the focal point.
Assigned User Permissions Section The permissions established in this section will be applied to all users in the group by default.
Edit All Fields	Selecting the "Edit All Fields" checkbox will remove all other checkboxes from the modal and will give all users in the action group the ability to edit action status, add comments, delete own comments, and upload files.
Edit Action Status	Selecting the "Edit Action Status" checkbox will give all assigned users in the action group the ability to edit the action status.
Add Comments	Selecting the "Add Comments" checkbox will give all users in the action group the ability to add comments to an action.
Delete Own Comments	Selecting the "Delete Own Comments" checkbox will give all users in the action group the ability to delete their own comments made regarding an action.
Upload Files	Selecting the "Upload Files" checkbox will give all users in the action group the ability to upload files to an action.

How To: Edit An Action Group

Select “Action Group Properties” from the context menu opening the Action Group Properties Modal.

Make the desired changes to the action group. Use the Actions Group Field Input Explanations Table for information about individual field inputs.

Action Group Field Input Explanations
Field	Explanation
Title	Input the title for the new action group.
Status	An action group can be assigned a status of Active, Needs Attention, Canceled, or Archived. Select the appropriate status from the Status dropdown menu on the modal. The status of an action group is manually applied and edited. How To: Edit an Action Group Status Action groups are manually assigned a group status than can be manually edited as needed for the action group. Default Group Status include Active, Needs Attention, Cancelled, and Archived. To change the action group status, select the Groups Page on the Main Menu, opening the Manage Action Groups Page. Clicking the three-dot icon to the right of the action group opens the Action Group Context Menu. Select “Edit Action Group” from the context menu opening the Edit Action Group Modal. Select the appropriate action group status from the dropdown menu provided, and select “Save”.
Workflow	The workflow dropdown menu will offer the system default workflows (Basic, Basic with Approval, Complex with Approval), as well as any workflows that have been created by your organization.
Default Warn Before	Input a numerical value for the number of days a default warning will be sent. This input determines when action within the action group will turn from blue (the action is outstanding) to yellow (the action is nearing its due date).
Date	The Action Group Date is flexible in concept and can be used as bet fit by your organization.
Description	Input a description for the action group.
Tags	Include any open, permissive, or restrictive tags as desired.
Budget ($)	Leave this blank if you do not want to generate a new budget in the Finance Module for the Action Group. Input a dollar amount to create the budget.
Budget Alerts	Click "Add Alert" in the Budget Alerts Section to create a budget alert to be associated with the action group budget. This will expand the modal displaying budget alert preferences. How To: Add a Budget Alert for an Action Group To add a budget alert for an action group, edit the group from the Groups Page, or go to the Actions Home Page and click the title of the action group you wish to create a budget alert for. This opens the specific action group page. The second icon to the right of the action group header is the edit action group icon. Select the Action Group Properties Icon, opening the Action Group Properties Modal. Select the clickable “Add Alert” link, expanding the modal to include new fields. The alert can be triggered by the amount remaining in the budget falling below a specified amount, or if the percentage remaining falls before a specified percentage. Budget alerts can be sent to users or roles. Input the preferred alert specifics and select add. The newly saved budget alert will show as saved in the modal. Multiple budget alerts can be customized within the action group.
Budget Approvers	Select the desired budget approver group from the dropdown menu. Budget approval groups at the Action Group level must be created on the Settings Page: Budget Approvers Tab.
Send an Inactivity alert after # of days	An Action Group inactivity alert will be sent to the designated users / roles after a specified number of days of inactivity. Input a numerical value telling the system to send a notice after the specified days of inactivity. Within an action group, a workflow status change, creating or completing an action, a file upload, or action comment will reset the inactivity alert. Permission for comments to reset the inactivity alert is a customizable preference.
Send the inactivity alert to	Input the users and roles you wish to receive the inactivity alert.
Admins	Input the users who are to be identified as Admins for the Action Groups.
Users / Roles who can view this group	Select the Users / Roles who can view this action group. The users / roles selected will have view only permissions for every action within the action group.
Users / Roles who can edit their own actions	Select the Users / Roles who can edit their own actions. The users / roles selected will have the ability to edit any actions they created or are assigned to in the action group.
Focal Point User For this Group	Identify the focal point user of the group. A group focal point will be able to see actions on the Action Group Summary page. Viewing an actions detail page will be dependent on their permissions. Organization can utilize this field to identify a key contact for an action group. If this action group is being utilized for certification or training processes, using the relevant individual’s name as the focal point provides a database reference that enables reports and organizational capabilities. Only one user can be designated as the focal point.
Assigned User Permissions Section The permissions established in this section will be applied to all users in the group by default.
Edit All Fields	Selecting the "Edit All Fields" checkbox will remove all other checkboxes from the modal and will give all users in the action group the ability to edit action status, add comments, delete own comments, and upload files.
Edit Action Status	Selecting the "Edit Action Status" checkbox will give all assigned users in the action group the ability to edit the action status.
Add Comments	Selecting the "Add Comments" checkbox will give all users in the action group the ability to add comments to an action.
Delete Own Comments	Selecting the "Delete Own Comments" checkbox will give all users in the action group the ability to delete their own comments made regarding an action.
Upload Files	Selecting the "Upload Files" checkbox will give all users in the action group the ability to upload files to an action.

Select the Save button when done making field changes, and the action group is now edited.

How To: Create a New Action

To create a new action from the Actions Home Page, hover your cursor over the page icon opening the home page context menu.

A new action can also be created from the context menu on the Groups Page via the three-dot icon, as well as the Bulk Edit Tab on the Actions Settings Page.

Select “New Action” opening the New Action Modal.

The fields in the New Action Modal are explained in the table below.

New Action Modal Field Explanations
Field	Explanation
Group	Input the Title of the Action Group this action should be associated with. If the Action Group the action is to be associated with has already been created, it will be available on the Group dropdown menu. If the action group has not been created, see notes on how to add one below.
Action Number	Action Numbers are used to differentiate each task in a chronological order. Actions within the same Action Group cannot have the same Action Number. You can leave the field blank. You can also input text if you wish to use the alphabet as a way to categorize actions.
Title	Input the title of the action.
Description	Input the description for the action.
Tags	Open, Permissive, and Restrictive Tags can be applied to individual actions.
Source	The Source field is intended to serve as an input for the source of the action. Source is a free text field, allowing you to input any desired response. Customer, Internal Request, a user’s name, role or department are all examples of potential Source field categories.
Due Date	Input the date the action must be completed by. Relevant due dates cannot be imported. That feature is specific to Action Group Templates.
Workflow	Select a default workflow (basic, basic with approval, complex) or a customized workflow specific to your organization. How To: Create New Workflow To create a new workflow, select Settings under the Action Module on the Main Menu. Open the Workflows tab. Click the “New Workflow” button opening the New Workflow Title Modal. Input the title of the new workflow and select the “Save” button. The new workflow is now visible in the Workflow Title Table. Click the three dot icon to the right of the new workflow opening the Workflow Context Menu. Select “View Statuses” opening the Manage Statuses Page for your workflow. Click the “New Status” button opening the New Status Modal. Input a title and description for the new workflow status. The Special Status dropdown menu displays: Close, Close and Repeat, and Opened. Select which if it applies and select the “Save” button. The status now shows on the Manage Status Page. Repeat the process to create the next stage of your workflow. The New Status Modal will now require you to repeat the process, now requiring you to select which step this status is to follow. Repeat the process until your customized workflow has been completed.
Status	The status of the action is based on the workflow selected. Basic: Open, Closed Basic with Approval: Open, Pending Approval, Completed Complex with Approval: Open, Scheduled, In Progress, Pending Approval, Completed, Cancelled Actions can be imported with any status and not just the first status of the workflow.
Action Approvers	Input the users (by username or First and Last Name) that can approve an action. Only individual users can be added to this field. Multiple users can be designated as an action approver. When importing, use a semicolon to separate individuals assigned to an action.
Interested Parties	Input the users (by username or First and Last Name) or Certification Roles that are identified as Interested Parties. Multiple users or roles can be designated as an Identified Party. When importing, use a semicolon to separate users/roles.
Assigned To	Input the users (by username or First and Last Name) that you want to assign the action to. Actions cannot be assigned to roles or access levels. An Action can be assigned to multiple people. When importing, use a semicolon to separate individuals assigned to an action.
Due Date	Input the date the action must be completed by. Action Group Templates allow additional control over due dates in the Relative Due Dates section when creating or editing a template.
Warn Before (Days)	Input a numerical value for the number of days ahead of the due date you want users to get a system email alert reminder of the outstanding action (converting from blue to yellow status).
Action Response	The information input into the Action Response field will add a comment to the action task when imported, prefaced with “The following response was imported.”

If the action group the action is to be associated with has not been created, select “New Group…” from the Group dropdown menu

This expands the New Action Modal, allowing you to input the New Group Name.

After inputting all relevant information for the new action, select save. A green confirmation modal will appear, confirming the new action.

The action will only appear on the Actions Home Page if it applies to the currently applied filter.

The newly created action group can be edited to customize the action group preferences, or additional actions can be added.

How To: Edit An Action Group

Select “Action Group Properties” from the context menu opening the Action Group Properties Modal.

Make the desired changes to the action group. Use the Actions Group Field Input Explanations Table for information about individual field inputs.

Action Group Field Input Explanations
Field	Explanation
Title	Input the title for the new action group.
Status	An action group can be assigned a status of Active, Needs Attention, Canceled, or Archived. Select the appropriate status from the Status dropdown menu on the modal. The status of an action group is manually applied and edited. How To: Edit an Action Group Status Action groups are manually assigned a group status than can be manually edited as needed for the action group. Default Group Status include Active, Needs Attention, Cancelled, and Archived. To change the action group status, select the Groups Page on the Main Menu, opening the Manage Action Groups Page. Clicking the three-dot icon to the right of the action group opens the Action Group Context Menu. Select “Edit Action Group” from the context menu opening the Edit Action Group Modal. Select the appropriate action group status from the dropdown menu provided, and select “Save”.
Workflow	The workflow dropdown menu will offer the system default workflows (Basic, Basic with Approval, Complex with Approval), as well as any workflows that have been created by your organization.
Default Warn Before	Input a numerical value for the number of days a default warning will be sent. This input determines when action within the action group will turn from blue (the action is outstanding) to yellow (the action is nearing its due date).
Date	The Action Group Date is flexible in concept and can be used as bet fit by your organization.
Description	Input a description for the action group.
Tags	Include any open, permissive, or restrictive tags as desired.
Budget ($)	Leave this blank if you do not want to generate a new budget in the Finance Module for the Action Group. Input a dollar amount to create the budget.
Budget Alerts	Click "Add Alert" in the Budget Alerts Section to create a budget alert to be associated with the action group budget. This will expand the modal displaying budget alert preferences. How To: Add a Budget Alert for an Action Group To add a budget alert for an action group, edit the group from the Groups Page, or go to the Actions Home Page and click the title of the action group you wish to create a budget alert for. This opens the specific action group page. The second icon to the right of the action group header is the edit action group icon. Select the Action Group Properties Icon, opening the Action Group Properties Modal. Select the clickable “Add Alert” link, expanding the modal to include new fields. The alert can be triggered by the amount remaining in the budget falling below a specified amount, or if the percentage remaining falls before a specified percentage. Budget alerts can be sent to users or roles. Input the preferred alert specifics and select add. The newly saved budget alert will show as saved in the modal. Multiple budget alerts can be customized within the action group.
Budget Approvers	Select the desired budget approver group from the dropdown menu. Budget approval groups at the Action Group level must be created on the Settings Page: Budget Approvers Tab.
Send an Inactivity alert after # of days	An Action Group inactivity alert will be sent to the designated users / roles after a specified number of days of inactivity. Input a numerical value telling the system to send a notice after the specified days of inactivity. Within an action group, a workflow status change, creating or completing an action, a file upload, or action comment will reset the inactivity alert. Permission for comments to reset the inactivity alert is a customizable preference.
Send the inactivity alert to	Input the users and roles you wish to receive the inactivity alert.
Admins	Input the users who are to be identified as Admins for the Action Groups.
Users / Roles who can view this group	Select the Users / Roles who can view this action group. The users / roles selected will have view only permissions for every action within the action group.
Users / Roles who can edit their own actions	Select the Users / Roles who can edit their own actions. The users / roles selected will have the ability to edit any actions they created or are assigned to in the action group.
Focal Point User For this Group	Identify the focal point user of the group. A group focal point will be able to see actions on the Action Group Summary page. Viewing an actions detail page will be dependent on their permissions. Organization can utilize this field to identify a key contact for an action group. If this action group is being utilized for certification or training processes, using the relevant individual’s name as the focal point provides a database reference that enables reports and organizational capabilities. Only one user can be designated as the focal point.
Assigned User Permissions Section The permissions established in this section will be applied to all users in the group by default.
Edit All Fields	Selecting the "Edit All Fields" checkbox will remove all other checkboxes from the modal and will give all users in the action group the ability to edit action status, add comments, delete own comments, and upload files.
Edit Action Status	Selecting the "Edit Action Status" checkbox will give all assigned users in the action group the ability to edit the action status.
Add Comments	Selecting the "Add Comments" checkbox will give all users in the action group the ability to add comments to an action.
Delete Own Comments	Selecting the "Delete Own Comments" checkbox will give all users in the action group the ability to delete their own comments made regarding an action.
Upload Files	Selecting the "Upload Files" checkbox will give all users in the action group the ability to upload files to an action.

Select the Save button when done making field changes, and the action group is now edited.

How To: Import Bulk Actions

To import new actions in bulk using a CSV file, go to the Actions Module Home Page and hover your cursor over the page icon opening the home page context menu.

Click “New Bulk Action Upload” opening the Import Actions Page.

Import Actions Template Field Explanations
Field	Explanation
Group	If importing actions from the Actions Home Page, input the Title of the Action Group this action should be associated with. If importing actions from within a group (by clicking on the group name), this cell can be left blank because the actions will automatically be added to the group you're uploading to.
Group Date	The action group date is flexible and can be utilized by your organization as best fit. When action groups are duplicated or created from a template, the action group date can be used as the distinguishing feature.
Action Number	Action Numbers are used to differentiate each task in a chronological order. Actions within the same Action Group cannot have the same Action Number. You can leave the field blank. You can also input text if you wish to use the alphabet as way to categorize actions.
Title	Input the title of the action.
Description	Input the description for the action.
Source	The Source field is intended to serve as an input for the source of the action. Source is a free text field, allowing you to input any desired response. Customer, Internal Request, a user’s name, role or department are all examples of potential Source field categories.
Due Date	Input the date the action must be completed by. Action Group Templates allow additional control regarding due dates in the Relative Due Dates section when creating or editing a template.
Workflow	Select a default workflow (basic, basic with approval, complex) or a customized workflow specific to your organization. How To: Create New Workflow To create a new workflow, select Settings under the Action Module on the Main Menu. Open the Workflows tab. Click the “New Workflow” button opening the New Workflow Title Modal. Input the title of the new workflow and select the “Save” button. The new workflow is now visible in the Workflow Title Table. Click the three dot icon to the right of the new workflow opening the Workflow Context Menu. Select “View Statuses” opening the Manage Statuses Page for your workflow. Click the “New Status” button opening the New Status Modal. Input a title and description for the new workflow status. The Special Status dropdown menu displays: Close, Close and Repeat, and Opened. Select which if it applies and select the “Save” button. The status now shows on the Manage Status Page. Repeat the process to create the next stage of your workflow. The New Status Modal will now require you to repeat the process, now requiring you to select which step this status is to follow. Repeat the process until your customized workflow has been completed.
Status	The status of the action is based on the workflow selected. Basic: Open, Closed Basic with Approval: Open, Pending Approval, Completed Complex with Approval: Open, Scheduled, In Progress, Pending Approval, Completed, Cancelled Actions can be imported with any status and not just the first status of the workflow.
Date Complete	This field should be blank unless the task is already complete. If the action is already completed, include the completion date here.
Warn (Days)	Input a numerical value for the number of days ahead of the due date you want users to get a system email alert reminder of the outstanding action (converting from blue to yellow status).
Assigned To	Input the users (by username or First and Last Name) that you want to assign the action to. Actions cannot be assigned to roles or access levels. An Action can be assigned to multiple people. Use a semicolon to separate individuals assigned to an action.
Action Approvers	Input the users (by username or First and Last Name) that can approve an action. Action Approvers cannot be assigned to roles or access levels. Multiple users can be designated as an action approver. Use a semicolon to separate individuals assigned to an action.
Interested Parties	Input the users (by username or First and Last Name) or Certification Roles that are identified as Interested Parties. Multiple users or roles can be designated as an Identified Party. Use a semicolon to separate users/roles.
Action Response	The information input into the Action Response field will add a comment to the action task when imported, prefaced with “The following response was imported.”

Before importing your bulk actions, save the file as a UTF 8.

Select the “Choose Files” button and select the saved UTF 8 CSV file to be imported.

Click the “Next Step >” button and confirm that your column headers match the new action form fields and complete the import.

How To: Edit an Action

An Action can be edited through the Edit Action Modal or the specified action’s detail page.

To Edit Through the Edit Action Modal

Click the edit action icon opening the Edit Action Modal.

Make the necessary changes to the action and select save.

To Edit Through an Individual Action Page

Clicking the Action Title will open the individual action’s Action Page.

The action can be edited by selecting the edit icon to the right of the action title.

Actions Templates Page

Selecting Templates from the Main Menu opens the Manage Templates Page that allows for the creation and management of templates that allow a new action group to be populated with action tasks. The creation of templates allows for the quick duplication of repeating / recurring action groups.

The Templates Table is located on the Manage Templates Page. Selecting the three-dot icon to the right of a template title opens a context menu with quick links for action group templates.

Template Context Menu Option Explanation
Option	Explanation
View	Selecting View from the context menu opens the View Template Modal which states the template id number, title, description, and budget amount.
Actions	Selecting Actions from the context menu opens the Manage Actions Groups Page.
Edit	Selecting Edit from the context menu opens the Edit Template Modal, which allows the Action Group Template to be edited. How To: Edit an Action Group Template To edit an action group template, select Templates from the Actions Module Main Menu, opening the Manage Templates Page. Selecting the three dot icon to the right of the Action Group Template Title opens the Action Group Template Context Menu. Select “Edit” on the context menu, opening the Edit Template Modal. Make the desired changes to the action group template fields and select the “Save” button at the bottom of the modal when you are finished so that those changes will be reflected in the system.
Copy	Selecting Copy from the context menu opens the Copy Modal, which allows the new template to be renamed before being saved. How To: Copy an Action Group Status To copy an action group template, select Templates from the Actions Module Main Menu, opening the Manage Templates Page. Selecting the three-dot icon to the right of the Action Group Template Title opens the Action Group Template Context Menu. Select “Copy” and the Copy TEMPLATE NAME Modal opens. The modal allows for a new title to be given to newly created action group template. After inputting a new name, select the “Copy” button and the new Template will show on the Action Group Template Title Table. The Action Group Template Context Menu can be used to make any further adjustments as needed.
Progress	Selecting Progress from the context menu opens a new page which shows the completion percentage of the action group template.
Delete	Selecting Delete from the context menu opens the Delete Template Modal, which states the Title of the Template you are confirming deletion for. The template is permanently deleted through confirming this modal. How To: Delete an Action Group Template To delete an action group template, select Templates from the Actions Module Main Menu, opening the Manage Templates Page. Selecting the three-dot icon to the right of the Action Group Template Title opens the Action Group Template Context Menu. Select “Delete” and a Delete Template Confirmation Modal appears. The modal states the title of the action group template to be deleted and asks, “Are you sure you want to delete this template?” Select “Delete” and the template will no longer show in the Actions Group Templates Title Table.

If your user account has the appropriate permissions, , the New Template Button will show above the Template Table.

Clicking the New Template button will open the New Template Modal where new action group templates and their associated actions can be created.

How To: Create a New Action Group Template

To create a New Action Group Template, select Templates from the Actions Module Main Menu, opening the Manage Templates Page.

Select the “New Template” button, opening the New Template Modal.

There are several fields associated with the creation of an action group template.

Action Group Field Input Explanations
Field	Explanation
Title	Input the title for the new action group.
Status	An action group can be assigned a status of Active, Needs Attention, Canceled, or Archived. Select the appropriate status from the Status dropdown menu on the modal. The status of an action group is manually applied and edited. How To: Edit an Action Group Status Action groups are manually assigned a group status that can be manually edited as needed for the action group. The default Group Statuses include Active, Needs Attention, Cancelled, and Archived. To change the action group status, click the edit icon next to the group's title on the Actions Home Page, or select the Groups Page on the Main Menu, opening the Manage Action Groups Page. Then click the three-dot icon to the right of the action group to open the Action Group Context Menu. Select “Action Group Properties” from the context menu opening the Action Group Properties Modal. Select the appropriate action group status from the dropdown menu provided and select “Save”.
Workflow	The workflow dropdown menu will offer the system default workflows (Basic, Basic with Approval, Complex with Approval), as well as any workflows that have been created by your organization.
Default Warn Before	Input a numerical value for the number of days a default warning will be sent. This input determines when action within the action group will turn from blue (the action is outstanding) to yellow (the action is nearing its due date).
Date	The Action Group Date is flexible in concept and can be used as bet fit by your organization.
Description	Input a description for the action group.
Tags	Include any open, permissive, or restrictive tags as desired.
Budget ($)	Leave this blank if you do not want to generate a new budget in the Finance Module for the Action Group. Input a dollar amount to create the budget.
Budget Alerts	Click "Add Alert" in the Budget Alerts Section to create a budget alert to be associated with the action group budget. This will expand the modal displaying budget alert preferences. How To: Add A Budget Alert for an Action Group To add a budget alert for an action group, edit the group from the Groups Page, or go to the Actions Home Page and click the title of the action group you wish to create a budget alert for. This opens the specific action group page. The second icon to the right of the action group header is the edit action group icon. Select the Action Group Properties Icon, opening the Action Group Properties Modal. Select the clickable “Add Alert” link, expanding the modal to include new fields. The alert can be triggered by the amount remaining in the budget falling below a specified amount, or if the percentage remaining falls before a specified percentage. Budget alerts can be sent to users or roles. Input the preferred alert specifics and select add. The newly saved budget alert will show as saved in the modal. Multiple budget alerts can be customized within the action group.
Budget Approvers	Select the desired budget approver group from the dropdown menu. Note: Budget approval groups at the Action Group level must be created on the Settings Page: Budget Approvers Tab.
Send an Inactivity alert after # of days	An Action Group inactivity alert will be sent to the designated users / roles after a specified number of days of inactivity. Input a numerical value telling the system to send a notice after the specified days of inactivity. Within an action group, a workflow status change, creating or completing an action, a file upload, or action comment will reset the inactivity alert. Permission for comments to reset the inactivity alert is a customizable preference.
Send the inactivity alert to	Input the users and roles you wish to receive the inactivity alert.
Admins	Input the users who are to be identified as Admins for the Action Groups.
Users / Roles who can view this group	Select the Users / Roles who can view this action group. The users / roles selected will have view only permissions for every action within the action group.
Users / Roles who can edit their own actions	Select the Users / Roles who can edit their own actions. The users / roles selected will have the ability to edit any actions they created or are assigned to in the action group.
Focal Point User For this Group	Identify the focal point user of the group. This field is purely informational. There are no permissions associated with the focal point designation. Organization can utilize this field to identify a key contact for an action group. If this action group is being utilized for certification or training processes, using the relevant individual’s name as the focal point provides a database reference that enables reports and organizational capabilities. Only one user can be designated as the focal point.
Assigned User Permissions Section The permissions established in this section will be applied to all users in the group by default.
Edit All Fields	Selecting the "Edit All Fields" checkbox will remove all other checkboxes from the modal and will give all users in the action group the ability to edit action status, add comments, delete own comments, and upload files.
Edit Action Status	Selecting the "Edit Action Status" checkbox will give all assigned users in the action group the ability to edit the action status.
Add Comments	Selecting the "Add Comments" checkbox will give all users in the action group the ability to add comments to an action.
Delete Own Comments	Selecting the "Delete Own Comments" checkbox will give all users in the action group the ability to delete their own comments made regarding an action.
Upload Files	Selecting the "Upload Files" checkbox will give all users in the action group the ability to upload files to an action.

After inputting the appropriate information into the modal, select “Save”.

The new Action Group Template will be displayed on the Templates Page in the Action Group Templates Table.

Actions Supervisor Page

If a user account has supervised users with assigned actions, the Supervisor View Page will be visible on the Main Menu enabling ease of hierarchal management. The Supervisor View Page shows the number of actions associated with each action status grouped by user. While each user summary will expand and collapse, none of the information on the Supervisor Page is clickable. The page serves as a permanent filtered view.

Actions Settings Page: Bulk Edit Tab

The Bulk Edit Tab on the Settings Page of the Actions Module allows for the simultaneous management of multiple action groups. If no actions have been created, the page displays four button options: New Action, Edit Selected, Collapse All, and Expand All.

Any action groups created in the Actions Module will appear in list form underneath these tabs and can be expanded to view the actions associated with them.

To the right of the action title is a three dot icon, that if clicked will open the Bulk Edit Action Context Menu. An explanation of each option is included in the table below.

Bulk Edit Actions Context Menu Option Explanation Table
Option	Explanation
View Action	Selecting the "View Action" option will open the Action Page which pertinent information, including file uploads and comments.
Upload File(s)	Selecting the "Upload File(s)" option opens the Upload File Modal, allowing you to attach a file to an action. How To: Upload Files to an Action Files cannot be uploaded through the Edit Action Modal. To upload a file to an action, click on an action title opening the individual action’s summary page. Clicking on the upload icon to the right of the Files Section header opens the Upload File modal. Select the file to be uploaded to the action by clicking the “Choose Files” button and selecting the desired file. Create a Title for the file or click "Use Filename", change the revision number, revision date if needed, and select the checkbox if the document is to be public or if it is a 360-degree photo. Edit document owners if needed. Select “Save” and the file will now show on the individual action page.
Edit Actions	Selecting the "Edit Actions" option open the Edit Action Modal, where key details about the action can be altered. How To: Edit an Existing Action An Action can be edited through the Edit Action Modal or the specified action’s detail page. To Edit Through the Edit Action Modal Alter the filter on the Actions Module Action Home Page to see the action you wish to edit. If the actions are displayed by group or due date, expand the section containing the action. Hover your cursor over the individual action you wish to edit displaying the edit action icon to the right of the Action Title. Click the edit action icon opening the Edit Action Modal. Make the necessary changes to the action and select save. A confirmation modal stating “Saved” will appear, and the changes to the action will now be visible. To Edit Through an Individual Action Page Clicking the Action Title will open the individual action’s Action Page. The action can be edited by selecting the edit icon to the right of the action title.
Delete Action	Selecting the "Delete Actions" option opens the Delete Action Confirmation modal, which will permanently delete the action. How To: Delete an Action To delete an individual action, go to the Bulk Edit Tab of the Settings Page in the Actions Module. Identify the action you wish to delete and click the three dot icon to the right of the action title, opening the Bulk Edit Action Context Menu. Select the option to “Delete Action” opening the Delete Action Confirmation Modal which states the title of the action to be deleted and asks the question, “Are you sure you want to delete this action?” Clicking the “Delete” button changes the modal, which now states that the action has been deleted. Select “Close” and return to the Bulk Edit Tab of the Settings Page. The action is no longer visible. The assigned action numbers do not automatically update when an action is deleted. Be sure to edit the action group to correct the order after deleting an action.

Actions Settings Page: Workflows Tab

The Workflows Tab allows a user with admin access level permissions to create and manage the workflows associated with action groups. The Workflows Tab displays the New Workflow button above the Workflow Title Table.

How To: Create a New Workflow

To create a new workflow, select Settings under the Action Module on the Main Menu. Open the Workflows tab.

Click the “New Workflow” button opening the New Workflow Title Modal.

Input the title of the new workflow and select the “Save” button.

The new workflow is now visible in the Workflow Title Table. Click the three dot icon to the right of the new workflow opening the Workflow Context Menu.

Select “View Statuses” opening the Manage Statuses Page for your workflow.

Click the “New Status” button opening the New Status Modal.

Input a title and description for the new workflow status.

The Special Status dropdown menu displays: Close, Close and Repeat, and Opened. Select which if it applies and select the “Save” button. The status now shows on the Manage Status Page.

Repeat the process to create the next stage of your workflow.

Selecting the three-dot icon to the right of the Workflow Title opens the Workflow Context Menu. An explanation of the context menu explanations is included in the table below.

Workflow Context Menu Option Explanation Table
Option	Explanation
View Workflow	Selecting the "View Workflow" option opens the view Workflow modal which states the title of the workflow.
View Statuses	Selecting the "View Statuses" option opens the Manage Statuses for WORKFLOW NAME page, both displaying the workflow and allowing for new workflow statuses to be created. How To: Create a New Workflow To create a new workflow, select Settings under the Action Module on the Main Menu. Open the Workflows tab. Click the “New Workflow” button opening the New Workflow Title Modal. Input the title of the new workflow and select the “Save” button. The new workflow is now visible in the Workflow Title Table. Click the three dot icon to the right of the new workflow opening the Workflow Context Menu. Select “View Statuses” opening the Manage Statuses Page for your workflow. Click the “New Status” button opening the New Status Modal. Input a title and description for the new workflow status. The Special Status dropdown menu displays: Close, Close and Repeat, and Opened. Select which if it applies and select the “Save” button. The status now shows on the Manage Status Page. Repeat the process to create the next stage of your workflow. The New Status Modal will now require you to repeat the process, now requiring you to select which step this status is to follow. Repeat the process until your customized workflow has been completed.
Edit Workflow	Selecting the "Edit Workflow" option Selecting the "Edit Workflow" option opens the Edit Workflow Modal that allows for the title of the workflow to be edited. How To: Edit a Workflow The default workflows (Basic, Basic with Approval, and Complex with Approval) cannot be edited. To edit a workflow, open the Workflows Tab on the Settings Page of the Action Module. Click the three-dot icon to the right of the Workflow title you wish to edit, opening the Workflow Context Menu. Select “Edit Workflow”. This opens the Edit Workflow Modal. Make any desired changes to the title of the workflow, and select the “Save” button. Your title changes will now be reflected in the Workflow Title Table visible on the Workflows tab.
Copy Workflow	Selecting the "Copy Workflow" option opens the Copy Workflow Modal where a new title can be given to the copied workflow. How To: Copy a Workflow To copy a workflow, open the Workflows Tab on the Settings Page of the Action Module. Click the three-dot icon to the right of the Workflow title you wish to copy, opening the Workflow Context Menu. Select “Copy Workflow” from the context menu, opening the Copy Workflow Modal. The word copy is inserted after the existing title, but the copied workflow can be renamed. Input the desired new title and select the “Copy” button The copied workflow will now show in the Workflow Title Table and can be edited as needed.
Delete Workflow	Selecting the "Delete Workflow" option opens the Delete Workflow Confirmation Modal which requires confirmation before the workflow will be deleted. How To: Delete a Workflow To delete a workflow, open the Workflows Tab on the Settings Page of the Action Module. Click the three-dot icon to the right of the Workflow title you wish to delete, opening the Workflow Context Menu. Select “Delete Workflow” from the context menu opening the Delete Workflow Confirmation Modal, which states the title of the workflow to be deleted with the question, “Are you sure you want to delete this workflow?” Select the “Delete” button. The modal changes to confirm that the workflow has been deleted. Select the “Close” button. The workflow is no longer visible on the Workflow Title Table.

There are three default workflows (basic, basic with approval, and complex with approval) that cannot be edited.

Actions Settings Page: Budget Approvers Tab

The Budget Approvers Tab allows for the designation of the individuals who will have permission to authorize the budgetary items that KAStrack tracks for Action Groups.

Selected budget approvers will appear according to their given title in a table under the Budget Approvers tab.

The Budget Approvers receive notifications when 1) a budget item receives all required approvals and 2) when a budget item has been rejected that can be customized on this tab.

Select the “New Approver Group” button to create new budget approval groups.

How To: Create a New Budget Approver Group

To create a new budget approver group, open the Budget Approvers Tab on the Settings Page in the Actions Module from the Main Menu.

Click the New Approver Group button opening the New Budget Approver Modal.

Input a title for the budget approver group.

There are five options of who the system should notify when a budget has received all required approvals or when it has been rejected: the user who submitted the budget item, the users who have approved the budget item, all users in all approval groups, the account holder, and the account holder’s supervisor(s). Multiple, all, or no checkboxes can be selected.

To add an approver, click the “+ Add An Approver” button and the modal expands.

Add an individual account or a certification role and identify if their approval is required or optional. Multiple approvers can be added in this expansion, or you can click “+Add an Approver” again if the permissions/requirements need to be different for the different approvers.

There are two checkboxes associated with adding an approver. The first is in regard to when approval will be given. The “Only allow approval when all above required groups have been given approval” checkbox will not mark a budget item as approved until all required groups have been approved.

The second checkbox impacts when alerts regarding a budget will be sent. The “Send alerts to all approvers in this group when their approval is required for a budget item” opens an additional checkbox when selected. Select the “Only send an alert to this group when all above required groups have been given approval” to send an alert when a required signatures have been received.

After making the appropriate selections, the modal will state how many budget items will be affected by the changes being made.

You have the choice to “Mark as Approved any budget items that will become fully approved when this form is saved” or to “Clear existing approvals for any budget items that will become fully approved when this form is saved.” You cannot select both.

Once all changes to approvers and approval notifications for the budget have been made, select the “Save” button and you will return to the Budget Approvers Tab of the Budgets Page.

Clicking the three-dot icon to the right of the budget approval group title will open the Budget Approvers Content Menu. The options in that menu are explained on the table below.

Budget Approvers Tab Context Menu Option Explanation Table
Option	Explanation
View Approvers	Selecting the "View Approvers" option opens the View Budget Approver Modal which states the Budget Approver Group ID number and title.
Edit Approvers	Selecting the "Edit Approvers" option opens the Edit Budget Approver Modal where notifications and budget approver information can be altered.
Delete Approvers	Selecting the "Delete Approvers" option opens the Delete Budget Approvers Confirmation Modal, which states the title of the budget approver group being deleted and asks for confirmation before permanent deletion.

Actions Settings Page: Module Levels Tab

The Module Level Tab shows the different module levels for the Actions Module, allowing for the ability to see the permissions granted for different levels of user responsibility. The eye icon under the Actions column opens a modal that allows for the viewing of the permissions granted to users by Module Level.

There are four base Module Levels given default permissions in the Actions Module that cannot be altered.

Actions Module - Module Level Permissions
Module Level	Permissions
Admin	Can reset inactivity alert, manage budget approvers (add, view, edit and delete), manage templates (add template, view/edit/copy/delete action templates, add/import/export template actions), manage workflows (add/ view/edit/delete workflow, view/edit/delete workflow status), manage roles (assign/unassign/add/view/edit/delete roles, assign hidden roles, role permissions), manage actions (upload/ view/archive/edit/delete/add actions, view/edit/delete template actions, upload files), manage action groups (delete/edit/view/add action groups), edit all groups, edit all actions, view all actions, new groups from template
Guest	Manage actions (view/archive/edit/delete/add actions, view/edit/delete template actions, upload files), manage action groups (view and add action groups)
Manager	Can reset inactivity alert, manage templates (view/edit/copy/delete action templates, add/import/export template actions), edit all actions, new groups from template, manage actions (upload/view/archive/edit/delete/ add actions, view/edit/delete template actions, upload files), manage action groups (delete/edit/view/add action groups)
Staff	Manage actions (view/archive/edit/delete/add actions, view/edit/delete template actions, upload files), manage action groups (edit/view/add action groups)

A manually created Module Level has four quick link icons for quick action available.

Module Level Customization Icons
Icon	Explanation
	The eyeball icon allows you to view users assigned to the module level as well as the permissions assigned to them.
	The bulleted list icon allows you to assign permissions to customized module levels.
	The pencil icon opens the Edit Module Level Modal.
	The trashcan icon opens the Delete Module Level Confirmation Modal.

Module levels with customizable permissions can be created for your organization.

How To: Create a New Module Level (Actions Module)

Select the Module Levels Tab on the Settings Page in the Action Module.

Select the “New Module Level” button, opening the New Module Level Modal.

Input the new module level name. Select “Save” and the new module level will show in alphabetical order in the module level table. Click “Cancel” to return to the Module Levels Tab without saving changes.

Selecting the bullet list icon will open the Permissions for (Module Level) Modal. A comprehensive list of permissions has been included in the Module Level Tab section.

Select the “Save” button after selecting the appropriate permissions, setting the new module level with the customized permissions. Click “Cancel” to return to the Module Level Tab without saving any changes.

A comprehensive list of all possible permissions in the Actions Module is shown below.