Define action categories

Define the action categories that are used when creating actions. Administrators and action managers only.

Note: The settings defined in the 'No Category' action category will be the default settings used for the creation of non-categorized actions. The settings that can be configured here are restricted however.

To define a new action category:

1.From the Actions menu choose Action Registry.

2.From the File menu choose Administration and then Categories.

3.Click New Item .

4.Enter a name and description (optional).

5.Set any of the following options.

Allow multiple sign off enables assignees to sign off multiple actions in one operation from their My Actions page for actions assigned to a specific category. If this option is not selected, users must open these actions individually to sign them off.

Hide category from My Tasks list if no actions are active will hide the category in users' My Tasks (in the web) if they do not have any actions assigned under the category.

Actions require password authentication will require users to enter their passwords when creating, modifying or changing the status of assigned actions.

Assignee must enter a note when completing the action will require users to enter notes when setting an assigned action to 'Complete'.

Lock assignee's action when it is set to completed will prevent assignees from changing the status of an action once they've set it to complete (note that administrators, action managers and the owner can change the status of assignees' actions). Users will still be able to add attachments and comments to the owner's action group record.

Archive off completed action records after x days defines the number of days after which completed actions are automatically archived.

Applicable Owner Settings

On this tab you can add additional data fields for owners to fill out (by associating a data table) and assign specific statuses for owners for this action category.

6.To add additional data fields, from the Action owner metadata fields applicable only to this category of actions choose a data table definition.

7.Choose one of the following options for action statuses:

Use all available statuses will provide owners with all available statuses for actions of this category.

Use selected statuses only allows you to limit the statuses available to owners for actions of this category. In the list of available statuses, select or deselect which status to include. See Creating action statuses for more information on creating statuses.

Applicable Assignee Settings

On this tab you can add additional data fields for assignees to fill out (by associating a data table) and assign specific statuses for assignees for this action category.

8.To add additional data fields, from the Action assignee metadata fields applicable only to this category of actions choose a data table definition.

9.Choose one of the following options for action statuses:

Use all available statuses will provide assignees with all available statuses for actions of this category.

Use selected statuses only allows you to limit the statuses available to assignees for actions of this category. In the list of available statuses, select or deselect which status to include. See Creating action statuses for more information on creating statuses.

Default Values

On this tab you can set default values and attachments for actions of this category. The information set here will autopopulate action information when actions are created for this category.

10.Enter any default information into the fields, as required.

Note: By default, users will be able to modify any of the information when creating an action of this category. To prevent a user from editing a field, deselect the check box to the right of a field (under Allow User to Modify?) to prevent that field from being edited.

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

Applicable Functionality

On this tab you can select which functionality actions of this category can be created against. By default, users will be able to create actions of this category for all types of functionality that apply to actions.

11.Select or deselect which functionality to allow actions of this category to be created for.

12.Click OK to save the action category.

To delete an action category:

1.From the Actions menu choose Action Registry.

2.From the File menu choose Administration and then Categories.

3.Right-click the action category that you want to delete and choose Delete.

To edit an action category:

1.From the Actions menu choose Action Registry.

2.From the File menu choose Administration and then Categories.

3.Right-click the action category that you want to edit and choose Properties.