Action Groups: An Action Group Page

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. WIKI LINK HOW TO CREATE A NEW ACTION

WIKI LINK HOW TO IMPORT BULK ACTIONS

Selecting the Edit Icon opens the Edit Action Group Modal. WIKI LINK HOW TO EDIT AN ACTION GROUP

Selecting the Export Icon automatically downloads a .csv file of all actions associated with the action group to your personal device. WIKI LINK HOW TO EXPORT ACTIONS IN A CSV FILE

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.

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.

Note: The status of an action group is manually applied and edited. WIKI LINK HOW TO EDIT THE ACTION GROUP STATUS

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. WIKI LINK UNDERSTANDING WORKFLOWS

Default Warn Before

Input a numerical value for the number of days a default warning will be sent. This input determines when action 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. WIKI LINK HOW TO ADD A BUDGET ALERT TO AN 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. 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.