3.6 Actions

Why not check out our Actions Module Tutorial.

isCompliant Tutorials: Actions from isCompliant on Vimeo.

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This video shows you how to set Actions within isCompliant.

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Actions can be created from four different places.

Firstly, you can create an action using the Actions module.

Secondly, you can create an action against an isCompliant module by opening the dashboard and clicking on the New Action link that you will find underneath most module buttons.

Thirdly, you can create an action against any record in isCompliant by using the Actions tab you will see whilst editing that record.

Fourthly, you can create an action against specific data stored within some records where you see a New Action button, e.g. against a meeting minute or an employee training record.

3.6.1       Creating an Action

These steps will talk you through the creation of an action from within the Actions module, by using a New Action link in the dashboard, or by using a New Action button whilst editing a record. If you want to know how to create an Action against a record in isCompliant using the Actions tab, see Section 3.6.2.

Either:

  • Open the Actions module.
  • Click the New button in the bottom right hand corner.

Or:

  • Click on the New Action link underneath a module button in the dashboard.

 

Or:

  • Click a New Action button when you see it whilst creating or editing a record.

Click on the green action code hyperlink it creates.

Then:

  • Enter the Name of the action; e.g. a brief description of what the action is.
  • Where necessary, select the Process the action applies to,
  • Note: if you created the action by clicking on a link underneath a module button in the dashboard, the process will be automatically filled in with the name of that module.
  • Select the Status, Priority and Class using the relevant drop down lists.
  • Note: the Status will automatically default to New.
  • Note: the Priority will automatically default to Low.
  • Note: the Class will automatically default to Improvement.
  • Select who the action has been Assigned By, who it is Assigned To, and the Reviewer.
  • Set a Due date that the action should be completed by
  • Note: the Due date automatically defaults to the date when the action was created.
  • Click Save.

3.6.2       Creating an Action within a Record

Whilst you are creating or editing a record in any module of isCompliant, you will see an Actions tab. Follow these steps to create an action from this tab:

  • Select the action Status from the drop down box.
  • Type the Name of the action; e.g. a brief description of what the action is.
  • Select the Priority of the action.
  • Note: the Priority will automatically default to Low.
  • Set a Due date that the action should be completed by
  • Note: the Due date automatically defaults to the date when the action was created.
  • Select who the action has been Assigned By, who it is Assigned To.
  • Click the Company Objective checkbox if necessary.
  • Click Save.
  • Click on the More button to add further details, as explained in Section 3.6.3.
 

3.6.3       Adding detail to an Action

Action Details: As explained in Section 3.6.1 and 3.6.2, you can categorise an action, assign it to an employee and set a deadline in this tab. The status can be changed and a date added to show when it has been completed, and reviewed if necessary. The Process and Source fields will be automatically filled in, and you can click on the Source link to see exactly where the action originated from.

Narrative: The Narrative tab allows you to add a Description, expand on the steps to be taken to complete the Action, the Root Cause and a Follow-Up, by typing in the corresponding grey boxes.

Associations: The Associations tab allows you to link an action to a Site, Customer, Supplier or Project by selecting from the drop down lists. You can also tick whether it is related to Quality (QUA), Health & Safety (H&S) or Environmental (ENV) matters.

Note: If an action is created through a record in the Customers, Suppliers or Projects module it will automatically link itself in the Associations.

3.6.4       Actions & the Outlook Connector

An email will be sent to the person who has been assigned to carry out the action, informing them of what is needed. This will also appear in their Outlook task list.

When the employee has completed the action, they can change the status to review and add a completion date. An email will then be sent to the Reviewer who can review the work that has been carried out and decide if any further action is necessary. Once the Reviewer is satisfied they can change the action to completed and add a reviewed date.

3.6.5       Filtering the Actions Module

You can filter this list of actions in the Actions module using the drop down boxes at the bottom of the page. The first drop down box allows you to filter actions by status and the second allows you to see all the actions that have been assigned to a specific employee. You can also use both boxes at the same time, for example to show all closed actions that have been assigned to a specific employee.

Additionally, when an employee logs in to the isCompliant dashboard, they will see the number of open actions assigned to them displayed in the top left corner of the Actions module button.

By clicking on the number, the employee will then see a list of all their open actions.

Actions are colour coded depending on their status; white for open, green for completed, grey for cancelled and orange for overdue.

 

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