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Action Groups: An Action Group 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.

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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

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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

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

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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

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

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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

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The color green indicates that the action has been completed.

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The color sky blue indicates that the action is outstanding with no due date.

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The color blue indicates that the action is outstanding.

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The color yellow indicates that the action is nearing its due date.

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The color red indicates that the action is overdue.

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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.

Understanding

The Action Group Fields

Status

Reviewas well as the Date of Last Activity in the Action Group Fieldare Inputalso Explanationsdisplayed Table below to seein the informationheader.

used

The whenActions creatingModule aFilter newoptions actionare group.explained in the table below.

ActionActions GroupModule FieldFilter InputOption Explanations

Field

Options

Explanation

TitleActions that

(dropdown menu)





Inputare therelevant titleto foryou

Selecting the"are newrelevant actionto group.you" will show a list of all actions that are relevant to you.

Statusare assigned to you

AnSelecting action"Are groupAssigned canto beYou" will show a list of all actions that are assigned ato 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 STATUSyou.

Workflowyou are an approver for

TheSelecting workflow"You dropdownare menuan Approver For" will offershow thea systemlist defaultof workflowsall (Basic,actions Basicthat withyou Approval,are Complex with Approval),identified as wellan asapprover any workflows that have been created by your organization. WIKI LINK UNDERSTANDING WORKFLOWSfor.

Defaultyou Warnare Beforeinterested party for

InputSelecting "You are an Interested Party For" will show a numerical value for the numberlist of daysall aactions defaultthat warningyou willhave bebeen sent.identified Thisas inputan determinesinterested whenparty action action within the action group will turn from blue (the action is outstanding) to yellow (the action is nearing its due date).for.

Dateshow all actions

TheSelecting Action"Shows Groupall DateActions" iswill flexibleshow ina conceptlist andof canall be used as bet fit by your organization. actions.

DescriptionView

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. 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

AnAs 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 toPlaced

InputSelecting the"View usersAs andPlaced" roleswill youshow wisha tolist receiveof theall inactivityactions alert.

Admins

Inputorganized the users who are to be identified as Admins for theby Action Groups.

UsersBy /Due Roles who can view this groupDate

SelectSelecting the"View Usersby /Due Roles who can view this action group.


The users / roles selectedDate" will haveshow viewa onlylist permissionsof forall everyactions actionorganized withinby theOverdue, action15-30 group.days, and No Due Date.

UsersBy / Roles who can edit their own actionsUser

SelectSelecting "View by User" will organize alphabetically by the Usersfirst /assigned Roles who can edit their own actions.user.


TheAll usersunassigned / roles selectedactions will haveshow at the abilitybottom to edit any actions they created or are assigned to inof the action group.list.

FocalShow PointCompleted User For this GroupAction

(checkbox)

IdentifySelecting the focal"Show pointCompleted userActions" 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 theAttention

Selecting group."In ANeed groupof focal pointAttention" 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 ableselected tovia seedropdown actionsmenu. 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.Page Viewing an actions detail page will be dependent on their permissions.


Organization can utilize this field to identifyas a keyclickable contactlink. 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

SelectingSelect the "EditShow AllCompleted Fields"Actions checkbox willif removeyou allwould otherlike checkboxespreviously fromcompleted the modal and will give all usersactions in the action group to be displayed on the abilityAction Group Summary Page.

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

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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 status, add comments, delete own comments, and upload files. icon.

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.

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