An Action Group Summary Page

Each Action Group opens to its own Action Group Summary Page that can be viewed by clicking the action group title on the Home Page or the Groups Page of the Actions Module. listing all actions associated with the action group.

To the right of the Action Group Title are three icons that can be used as quick links for Action Group actions. The Icons are explained in the table below.

Action Group Page Icon Explanations

Icon

Explanation

Hovering the cursor over the Page Icon opens a context menu that displays quick link icons with options to create a new action or bulk import new actions.

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 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 “Edit Action Group” from the context menu opening the Edit Action Group Modal.

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

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.

Selecting the Edit Icon opens the Edit Action Group Modal.

How To: Edit An Action Group

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

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

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

Selecting the Export Icon automatically downloads a .csv file of all actions associated with the action group to your personal device.

How To: Export Action Groups in a CSV File

To export all actions within an action group, go to the Actions Home Page and click the title of the action group whose actions you want to export in a .csv file.

This opens the specific action group page. The third icon to the right of the header is the export icon.

Select the export icon, and the associated actions will be downloaded as a .csv file on your personal device.

An individual action group page header indicates what user created the action group, the date/time created, as well as the action group status.

The doughnut chart gives a visual representation of the status of the action group. The color indicates action status, and the amount of color indicates the percentage of actions complete.

Actions are not weighted. Each action carried equal percentage when the action group status indicates a percent complete.

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 color purple indicates the action group is past the number of days of inactivity that was established for the action group. It is never used as an indicator for an individual action.

The Action Group Status as well as the Date of Last Activity in the Action Group are also displayed in the header.

The Actions Module 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.

The way actions are displayed in an Action Group can be selected via dropdown menu. Option include As Placed, By Due Date, and By User.

Each incomplete Action in the Action Group is displayed on the Action Group Summary Page as a clickable link. Select the "Show Completed Actions checkbox if you would like previously completed actions in the action group to be displayed on the Action Group Summary Page.

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 can be edited from the Actions Home Page by hovering the cursor over the action and clicking the edit action icon.

Actions Module Summary

Understanding Workflows

Understanding the Integration between Action Groups and Finance Module Budgets

Actions Module Legend

An Action Group Summary Page

An Action's Details Page

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 Module Email Alert Summary

Complete List of Actions Module How Tos

An Action Group Summary Page