Create an action

Actions can be created for documents. For information on actions please refer to the Action Management section.

1.In the Document Registry window (Documents>Document Registry), search for the document(s) that you want to create an action for.

Note: If you are creating an action for all documents in the Document Registry, it does not matter which document you select.

2.Click a document to select it.

Note: You can create an action for multiple documents. Hold Ctrl when selecting documents.

3.From the Manage menu choose New Action for Document(s).

4.In the Scope step, select one of the following options and click Next:

•Selected Documents will create an action for all of the documents that you have selected.

•All Documents will create an action for all documents in the Document Registry.

5.In the Properties step, define the properties of the action, and then click Next.

6.In the Assignees step, click Add to add users to undertake the action, and then click Next.

Require only 1 assignee to complete action will require only one of the assigned users to complete the action before it can be closed.

Note: When you're assigning users, you can assign the owner and author by clicking Dynamic.

7.In the Editors step, click Add to add users that can edit the action, and then click Next.

Note: When you're assigning users, you can assign the owner and author by clicking Dynamic.

8.In the Viewers step, click Add to add users that can view the action, and then click Next.

Note: When you're assigning users, you can assign the owner and author by clicking Dynamic.

9.In the Description step, add any information about the action, such as the reason for requiring the action, and then click Next.

10.In the Owner Category Data step, provide additional information based on the fields available (note that this step may not be available).

11.In the Additional Data window, provide additional information based on the fields available (note that this step may not be available).

12.In the Attachments window, add any attachments for additional support. 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.

13.In the Reminders and Escalation step, set the relevant reminder and escalation options.

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.

14.Click Finish.