Record Actions

Record Actions can be used to trace the flow of records and the tasks that are required to be performed on them within your organisation.

Record Actions can be assigned to a record as a:

• Action - a single task, or
• Procedure - a sequence of tasks

The Actions and Procedures that are available in the Web Client are created in Content Manager.

The Record Actions panel is accessed via the Masthead menu. Click Record Actions. The Record Actions panel appears.

By default, all Record Actions that are assigned to you, as the currently logged in user, that are Ready to start will be listed.

From this list, an individual Record Action can be:

Completing a Record Action

1. To complete an Action, click on the Action to be completed and then click Complete

   The Complete<Action Name> dialogue appears.

2. By default, today's date and time will be added to the Completion Date/Time field, update this value using the Calendar or by typing in a new value, if required.

3. Select Complete all previous incomplete record actions to complete any outstanding, previous Actions.

4. Click Save.

Uncompleting a Record Action

If a Record Action has been completed but you need to reopen it, it can be made uncomplete. To uncomplete an Action:

1. On the selected Action, click Uncomplete

The Action will be updated and will now be available to complete when required.

Reassigning a Record Action

1. To reassign an Action to another user, click the Action to be reassigned and then click Reassign

   The Reassign dialogue appears.

2. In the New Assignee field, type in the name of the user who the Action is to be assigned to or click KwikSelect and select the required name from the displayed list.
3. Click Save.

Updating the Cost of a Record Action

1. To update the cost of an Action, click the Action to be updated and then click Update Cost

   The Update Cost dialogue appears.

2. In the New cost field, type in, or use the spinner control to select the number, the cost of the Action.
3. Click Save.

Navigate to the associated record

From this panel, you can navigate to the record that the Action is attached to. Click Record and the associated record appears on the Records panel.

To navigate back to the Record Action panel, click the browser's Back button.

View the Responsible Location

From this panel, you can view the Location that is responsible for completing this Action. Click Responsible Location and the Location that the Action is assigned to appears on the Locations panel.

To navigate back to the Record Action panel, click the browser's Back button.

Add Notes

1. The Notes option allows you to add additional details or information on an Action.

   The Notes dialogue appears.

2. In the Add to Notes field, type in the additional information you want to add to the record.
3. Depending on your permissions, you may have the option to select the position that the Notes are added. Select from:
• At the Start - select this option to add the new Notes to the start, before the existing Notes.
• At the End - select this option to add the new Notes to the end, after the existing Notes.

4. Select Insert User Stamp to add your user name and a date/time stamp to your added Notes.

   NOTE: If the option Automatically add User Stamp when using 'Add Notes' feature is enabled in System options > Miscellaneous in Content Manager client then the user stamp is added automatically to the notes.

5. Click Add to Notes.

Updating Multiple Record Actions

Users can select multiple Record Actions and complete the following tasks:

• Complete
• Uncomplete
• Reassign
• Update Cost

To update multiple Record Actions, on the Record Actions panel, select the Actions to be updated and follow the steps for updating an individual Action.