Complete List of Actions Module How Tos

To add a budget alert for an action group, 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 Edit Action Group Icon, opening the Edit Action Group 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.

To create a new budget approver group in the action module, select Settings under the Action Module on the Main Menu. Open the Budget Approvers Tab.

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

Input a title for the new budget approval group.

Use the checkboxes to identify who should be notified when a budget item has received all required approvals abd when a budget item has been rejected. Options for both fields include: The user who submitted the budget item, all users who have approved the budget item, all users in all approved groups, account holder, account holder’s supervisor(s).

Select the “Add an Approver” clickable link and the modal expands.

Users or roles can be selected as approvers, and approval can be optional or required for each individual. Multiple Approver Groups can be created and customized for your organizations preferences.

Checkboxes provide the option to “Only allow approval when all above required groups have given approval” or “Send alerts to all approvers in this group when their approval is required for a budget item”. If the option to send alerts when approval is required is selected, another checkbox is enabled to “Only send an alert to this group when all above required groups have given approval”.

Select “Save” and the new budget approvers groups will show in the Budget Approver Group Title Table.

To add actions to 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 “Actions” from the context menu opening the Manage Actions for TEMPLATE TITLE Page.

A new action can be added to the template by selecting the “New Action” button.

A group of bulk actions can be imported from a csv file by selecting the “Import Actions” button.

To add comments to an action, go to the Actions Home Page.

Use the filters to pull up the relevant action by Action Group (As Placed), Due Date, or User. If filtering by Action Group or Due Date, expand the section to display the actions.

Click the Title of the action you wish to add comments too, opening the specific action.

Input the desired information in the comment text box and select “Add”.

The comment, user who added it, and the date and time are recorded and now visible on the Action Page.

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

Select “Archived” from the dropdown menu. Then select “Save” at the bottom of the modal.

The action group is now archived.

Actions can be assigned to users through the Edit Action Modal.

Edit the "Assigned To" field to assign users to the action.

Action Approvers can be assigned to users through the Edit Action Modal.

Edit the "Approver(s)" field to assign users as approvers for the action.

Interested Parties can be assigned to an action through the Edit Action Modal.

Edit the "Interested Parties" field to assign users or roles as interested parties for the action.

To bulk edit selected actions, select Settings under the Action Module on the Main Menu. Open the Workflows Tab.

Clicking on the plus sign on the left of the action group name will expand to list all actions within the action group in tabular form. When expanded, clicking the minus sign will close the action group.

The “Collapse All” and “Expand All” buttons are useful for opening or closing all action groups simultaneously.

Click all the actions in any action action group that you would like to bulk edit simultaneously.

Note: Clicking the open box in the header row will select/de-select all checkboxes in the table.

Click the “Edit Selected” button opening the Action Bulk Edit Modal.

The top of the modal states the number of actions that will be impacted by the bulk edit. Selecting the “View/Hide” clickable link expands the modal to show the actions being impacted, organized by action group.

Make any edit to the Action Group regarding Workflow, Status, who the actions are assigned to, who the action approvers are, who the interested parties are, due date, or warn before due date days.

Select “Save” when done and the changes will be displayed.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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 include in the Module Level Tab section.
WIKI LINK TO ACTIONS MODULE LEVEL TAB SECTION

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

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.

To delete a budget approver group, go to the Budget Approver Tab on the Settings Page of the Actions Module. Click the three dot icon to the right of the Budget Approver Group Title opening the Budget Approver Table Context Menu.

Select the option to “Delete Approvers” opening the Delete Budget Approver Confirmation Modal which states that title of the budget approver group being deleted and asks “Are you sure you want to delete this budget approver?”

Click the “Delete” button and the modal changes to confirm that the budget approver group has been deleted.

Select the “Close” button and return to the Budget Approver Tab of the Settings Page.

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.

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.

To delete a comment associated with an action­, go to the Actions Home Page.

Use the filters to pull up the relevant Action Group and expand the group to display the actions.

Click the Title Link of the action you wish to add comments too, opening the specific action.

Comments and Actions Taken have their own section. To delete a comment, click the trash can icon on the header row of the specific comment.

This opens the Deletion Confirmation Modal and the Delete Comment Modal.

The deletion confirmation modal asks, “Are you sure you wish to delete this comment?” Select “Confirm” and an error appears.

This is a software bug the development team is aware and will be changed soon.

The Delete Comment Modal remains. Input any reasons for deleting the comment.

Click delete and a popup confirms that the comment was deleted.

The comment is now permanently deleted. The comment box is still visible, and the reason for the deletion now shows instead of the original comment.

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.

The modal displays the title of the action group that will be deleted, as well as the number of actions that will be deleted when you delete the group.

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

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.

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.

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.

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”.

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.

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.

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.

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.

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.

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.