Attaching Actions or Procedures to records

  1. Search for the record you want to attach an Action or Procedure to
  2. Right-click it and click Workflow - Action/Procedure.

    If you tagged multiple items, confirm whether you want to attach the Action or Procedure to just one or all of them.

    The Attached Actions/Procedures dialogue box appears.

  3. Right-click, and then click Add Record Action.

    The Insert Action dialogue box appears.

    • Action - type the Action or Procedure name or use KwikSelect to select one from the list of existing ones
    • Responsible Location - type a Location responsible for the Action or Procedure if there is no default or you want to change the default.

      Use KwikSelect for internal Locations.

      If you leave this field blank, you will see the following message when you click OK:

      Would you like to be the person responsible for this Action?

      • Yes - makes the current user the person responsible for this Action.

        This will only work when no default responsibility has been set for the Action.

      • No - takes you back to the Insert Action dialogue box to select a Location

      Select the rules to apply when the Action is assigned:

    • Assign Only if Action has no Default Responsible Location - Content Manager will use the Location as responsible officer for the Action only if the Action has no default
    • Assign to this Action and Any Subordinate Record Action - Content Manager will use the Location as responsible officer for this and any subordinate Actions within a Procedure
    • Assign this action, but select other locations for any subordinate record actions with no default - when selected and actions are assigned to a record that do not have a responsible location you will be prompted to Select Action Assignee when adding the action. Use the drop-down recent location list or the KwikSelect to find and select the location. You can opt to Assign this location to any subsequent actions that have no locations assigned, if suitable, if not, you will need to select a responsible location for each action that has no assignee.

    Scheduling of the New Action. New Action starts,

    • On a Specific Date - select to enter a start date and time for the Action. Defaults to today's date.
      • Lock dates (will not be affected by Reschedule) - select this option so the start date and time are set, if the Action is rescheduled, the dates will not be modified.
    • Before any Existing Record Actions for this Record - this option will be inactive if there are no Actions already attached to the record - adds the Action to the start of the Action list.

      This will reschedule the due dates of any subsequent Actions already attached to the record.

    • After any Existing Record Actions for this Record - this option will be inactive if there are no Actions already attached to the record - adds the Action to the end of the Action list.

      The dates for the Action will be modified according to the due dates of any preceding Actions already attached to the record.

    • Before the Nominated Action Below - inserts the Action before another Action which you can select at the bottom.

      This will reschedule the due dates of the nominated Actions attached to the record.

      Only available when the record already has Actions.

    • After the Nominated Action Below - inserts the Action after the selected Action below.

      Content Manager will modify the dates for the Action according to the due dates of the nominated Actions attached to the record.

      Only available when Actions are already assigned to the record.

    • Nominated Action - displays the selected Action for the options above.

      If no Action or Procedure is selected, then this field will not display an Action.

  4. Click OK
If you attempt to attach an Action to a record that has existing, overdue actions, to be scheduled before or after the existing record actions a warning will be displayed "Warning if you attach the action <name> with the settings selected the action created will be overdue. Are you sure?". Click OK to continue, or Cancel to change the settings.

Repeat these steps for other Actions or Procedures you want to attach to the record.

Once an Action or Procedure has been attached to a record, you can either reschedule it to a different start date or reassign it to a different Location.

See Rescheduling Actions or Procedures and Reassigning Actions or Procedures.