Working with Actions

There are a number of menu options available relating to Record Actions on the Workflow option on a selected record.

Attaching a new Record Action

To attach a new Action to a selected record:

  1. From the displayed list of records, click the record that the Record Action to be added to.

  2. Click Workflow and then click Attach Action.

    The Attach Action dialogue appears.

  3. In the Action (Required) field, type in the name of the Record Action to be attached to the record and select the Action from the displayed list. If the name is unknown, type all in the field and then select the required action from the displayed list or or click the KwikSelect to get the list of available options.
  4. Complete the Attach Action dialogue, see Record Action properties for details.
  5. Click Save.

Alternatively, an Action can also be attached to a selected record from the Attached Actions/Procedures dialogue:

  1. On the record the Action is to be attached to, click Workflow and then click Attached Actions/Procedures.

    The Attached Actions/Procedures dialogue appears.

  2. Click New.

    The Attach Action dialogue appears.

  3. In the Action (Required) field, type in the name of the Record Action to be attached to the record and select the Action from the displayed list. If the name is unknown, type all in the field and then select the required action from the displayed list or click the KwikSelect to get the list of available options.
  4. Complete the Attach Action dialogue, see Record Action properties for details.
  5. Click Save.

Action - type in the name of the Record Action to be attached to the record and select the Record Action from the displayed list. If the name is unknown, type all in the field and then select the required action from the displayed list.

Responsible Location - by default, the Responsible Location that was assigned to the Record Action when it was created is displayed. If the Record Action is to be assigned to a different person, type the name of the Location who will be responsible for completing this Record Action or click KwikSelect and select the required Location from the displayed list.

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 the Responsible Location for the Record Action only if the Action has no default Location set.

Assign to this Action and Any Subordinate Record Action - Content Manager will use the Location as the Responsible Location for this and any subordinate Actions within a Procedure.

Scheduling of the New Action. New Action starts:

On a Specific Date - select this option to enter a start date and time for the Action. Type in, or use the Calendar to select, the date the Action should start.

Before any existing record actions for this record - adds the Action to the beginning 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 - 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* - this option is only available if you attach an Action via the Attached Actions/Procedures dialogue and you have selected an already attached Action. Select this option to insert the Action before the selected attached Record Action. This will reschedule the due dates of the nominated Actions attached to the record.

After the Nominated Action Below* - this option is only available if you attach an Action via the Attached Actions/Procedures dialogue and you have selected an already attached Action. Select this option to insert the Action after the selected attached Record Action. Content Manager will modify the dates for the Action according to the due dates of the nominated Actions attached to the record.

* The name of the selected Action is displayed below these two options on the Attached Actions/Procedures dialogue.

Completing a Record Action

If a selected record has an Action that is assigned to you as the Responsible Location, you can complete the Action from the record it is attached to or from the Record Actions panel. To complete the action from the associated record:

  1. On the record the Action is attached to, click Workflow and then click Complete Current Action.

    The Complete Current Action dialogue appears.

  2. By default, the current date and time is appended to Completion Date/Time. If required, a different date/time can be typed in or selected using the Calendar
  3. Click Save.

Alternatively, an Action can also be completed from the Attached Actions/Procedures dialogue:

  1. On the record the Action is attached to, click Workflow and then click Attached Actions/Procedures.

    The Attached Actions/Procedures dialogue appears.

  2. From the displayed list of Actions/Procedures, select the Action to be completed and then click Complete

    The Complete:<selected Action Name> dialogue appears.

  3. By default, the current date and time is appended to Completion Date/Time. If required, a different date/time can be typed in or selected using the Calendar
  4. To automatically complete any previous Actions in the Procedure that are not yet completed, select Complete all previous incomplete record actions.
  5. Click Save.

Completing All Record Actions

Users that have the required user permissions have the option to complete all attached Actions for a record from the Attached Actions/Procedures dialogue. To complete all attached Actions:

  1. On the record the Action is attached to, click Workflow and then click Attached Actions/Procedures.

    The Attached Actions/Procedures dialogue appears.

  2. From the displayed list of Actions/Procedures, select the Action to be completed and then click Complete All

    The Complete All dialogue appears.

  3. By default, the current date and time is appended to Completion Date/Time. If required, a different date/time can be typed in or selected using the Calendar
  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 record the Action is attached to, click Workflow and then click Attached Actions/Procedures.

    The Attached Actions/Procedures dialogue appears.

  2. From the displayed list of Actions/Procedures, select the Action to be uncompleted and then click Uncomplete

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

Reassigning a Record Action

  1. On the record the Action is attached to, click Workflow and then click Attached Actions/Procedures.

    The Attached Actions/Procedures dialogue appears.

  2. From the displayed list of Actions/Procedures, select the Action to be reassigned and then click Reassign

    The Reassign dialogue appears.

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

Updating the Cost of a Record Action

Each Record Action can be assigned a cost. To update this cost:

  1. On the record the Action is attached to, click Workflow and then click Attached Actions/Procedures.

    The Attached Actions/Procedures dialogue appears.

  2. From the displayed list of Actions/Procedures, select the Action whose Cost is to be updated and then click Update Cost

    The Update Cost dialogue appears.

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

Viewing the Responsible Location

From a record, you can view the Location that is responsible for completing this Action.

  1. On the record the Action is attached to, click Workflow and then click Attached Actions/Procedures.

    The Attached Actions/Procedures dialogue appears.

  2. Click Responsible Location and the Location that the Action is assigned to appears on the Locations panel.

To navigate back to the record, click the browser's Back button.

Navigating to a Record Action

To open an attached Record Action on the Record Actions panel:

  1. On the record the Action is attached to, click Workflow and then click Attached Actions/Procedures.

    The Attached Actions/Procedures dialogue appears.

  2. From the displayed list of Actions/Procedures, select the Action to opened on the Record Actions panel and click View Actions

The Record Actions panel appears with the selected Action displayed. See Record Actions for details on the options available on this panel.

To navigate back to the record, click the browser's Back button.

Deleting a Record Action

Users that have the required user permissions have the option to delete an attached Action for a record from the Attached Actions/Procedures dialogue. To delete an attached Action:

  1. On the record the Action is attached to, click Workflow and then click Attached Actions/Procedures.

    The Attached Actions/Procedures dialogue appears.

  2. From the displayed list of Actions/Procedures, select the Action to be deleted and then click Delete

    The Remove Record Action dialogue appears.

  3. Click OK.

Deleting all Record Actions

Users that have the required user permissions have the option to delete all attached Actions for a record from the Attached Actions/Procedures dialogue. To delete all Actions:

  1. On the record the Action is attached to, click Workflow and then click Attached Actions/Procedures.

    The Attached Actions/Procedures dialogue appears.

  2. From the displayed list of Actions/Procedures, select the Action to be deleted and then click Delete All.

    The Remove All Actions dialogue appears.

  3. Click OK.

Viewing the Record Action Properties

From the Attached Actions/Procedures dialogue, the properties of the attached Actions or Procedures can be viewed.

  1. Select a listed Action or Procedure, click Hide/Show the Properties Panel .

    The Properties panel will be displayed within the Attached Actions/Procedures dialogue.

  2. Click Hide/Show the Properties Panel to close the Properties Panel.