Create an action

You can create general actions and actions that are created for diagrams, documents, storyboards and metric links. General actions can also be created, which are not associated with any object. Once the action is created, assignees will be notified and their To-do lists will be updated.

Note: When creating a recurring action for documents or storyboards, you can select multiple documents or storyboards to create an action for by holding Ctrl. You can also select a storyboard folder to create actions for all storyboards in the folder. Alternatively, scope list files can also be selected for diagrams, documents and storyboards. If you are planning to create an action against a scope list file then you do not need to first select a target diagram or storyboard.

Properties

Enter the details of the action, including subject, owner, due date and associated categories.

Recurrence

Enter the details of how frequently the action should recur. Note: This step is only available when creating a recurring statement record action. See Create a recurring statement action.

Assignees

Add users and user groups to complete the action.

Only require 1 assignee to complete action will allow the action owner to close the action after only one of the assignees has completed it.

Editors

Add users that are able to modify the action (editors cannot complete the action unless they are an assignee).

Viewers

Add users that are able to view the action (by default all users can view the action through Action Registry).

Description

Add any information about the action, such as the reason for carrying out the action.

Owner Category Data

If you selected an action category that has a data table associated with it, you can provide additional data with respect to the action category.

Additional Data

If a data table has been associated with all actions, you can provide additional information with respect to the action.

Attachments

Add any attachments to further support the action, if applicable. Attachments can be file links, application links, email links, SAP transaction links, document links, storyboard links and URL links. Click New to add an attachment. To modify the access rights for a particular action, select the attachment and click Set View Rights .

Reminders and Escalation

Email and SMS notifications can be sent to users to remind them about an upcoming or overdue action. An escalation date can also be set which will send an email notification to users' line managers if they fail to action a particular To-do item. Default notification and escalation options are defined in the system options. If you have the privileges to do so, you can modify these settings for individual actions requests before submitting them.

Enable email reminders will send reminder emails to users until they have completed the action.

Enable SMS reminders will send reminder SMS messages to assigned reviewers until they have completed the action.

Reminders to be sent every is the frequency of days in which email and SMS reminders are sent.

Start sending reminders x days before item is overdue is the number of days to start sending email and SMS reminders prior to the due date (set this option to '0' if you only want to remind users after the due date has passed).

Enable escalations will escalate an overdue request by notifying users' line managers by email.

Escalate after is the number of days after the due date has passed before notifying users' line managers.