Actions

Use the Actions module to track work that must be assigned, followed up, and closed out. It is suited to corrective actions, compliance actions, and general tasks that need an owner, a due date, and a clear status.

Actions help create accountability across the organisation by making it clear who is responsible for a task, when it is due, what it relates to, and whether it is still active, overdue, or completed.

Each action moves through a simple workflow so your team can see what still needs attention, what is overdue, and what has already been completed.

Actions can also provide traceability back to the source of the work. In many cases, an action may be created from another record such as an incident, inspection, meeting, or similar process, with the relationship visible through Linked Records.

What you can record

Each action record includes:

• an accountable person
• an assigned person
• the date raised
• a priority
• a due date
• an optional reminder date
• an action type
• a short description
• optional project details
• optional subscribers for update notifications
• linked records and history

Action workflow

Actions use the following statuses:

• Draft: the action has been started but not yet assigned
• Open: the action is active and in progress
• Overdue: the due date has passed and the action is still not closed
• Closed: the action has been completed and closed out

The standard workflow is:

1. Create the action in Draft.
2. Complete the required fields and use Assign to move it to Open.
3. If the due date passes before the action is closed, it automatically moves to Overdue.
4. Use Close Out to complete the action and move it to Closed.
5. If needed, use Reopen to return a closed action to Open.

If an overdue action is given a due date that is no longer in the past, it can move back to Open.

Closed is configured as an archived workflow step. In practice, this means closed actions may be hidden from standard active views while still remaining available for reporting and historical reference.

Create an action

To create a new action:

1. Open the Actions module.
2. Create a new record.
3. Enter the required people and due date details.
4. Add a clear Brief Description so the action is easy to identify in lists, notifications, and search.
5. Choose an Action Type and set Priority if needed.
6. Optionally add a reminder date, subscribers, notes in History, or attachments.
7. Choose Assign when the action is ready to be worked on.

The following fields are required in the configured form:

• Accountable
• Assigned to
• Due Date
• Brief Description

Date Raised is automatically set to today for new records.

Actions begin in Draft, which is useful while details are still being prepared before formal assignment.

Key fields

Responsible people and workflow

• Accountable: the person ultimately responsible for the action
• Assigned to: the person expected to carry out the work
• Date Raised: when the action was created
• Priority: Low, Medium, or High
• Due Date: the target completion date
• Date Completed: completion date once the action is closed

Action details

• Linked Records: related records that point back to this action, which helps trace why the action was created
• Action Type: Corrective, Compliance, or Task
• Project: an optional free-text or selectable project reference
• Brief Description: the main summary of the action
• Send Reminder: an optional reminder date
• Subscribed to Updates: people who should receive update notifications
• History: a running log for notes and progress updates
• Clone Action: create a copy of the current action

Managing actions

You can usually work with actions directly while they are in Draft, Open, or Overdue.

Common tasks include:

• updating responsibility by changing Assigned to or Accountable
• changing the due date if timelines need to be extended
• adding progress notes to History
• uploading supporting documents or photos as attachments
• adding or removing people in Subscribed to Updates
• using Clone Action to create a similar follow-up item

Handling overdue actions

Actions automatically become Overdue when the due date passes and the action is still active.

To deal with an overdue action, you can:

• complete it using Close Out
• update the Due Date so it can return to Open
• use Mark as Open if that workflow option is available and appropriate

Notifications and reminders

Depending on how your site is using the module, actions can send notifications for key events such as:

• when an action is assigned
• when an action is updated and people are subscribed to updates
• when a reminder date is reached
• when an action becomes overdue
• when an action is closed

Subscribers can be added or removed in Subscribed to Updates to control who receives update notifications for that record.

Closing and reopening

To close an action, open the record, add any final notes or completion details that are needed, and use Close Out.

If work needs to continue later, a closed action can be reopened with Reopen, which returns it to Open.

Lists and tracking

The action list is configured to help you monitor work by showing key information such as:

• status
• date raised
• brief description
• priority
• assigned person
• accountable person
• document number
• attachments

This makes it easier to review open work, identify overdue items, and follow ownership across your team.

Tips for better action tracking

• Write brief descriptions that state the work clearly and specifically.
• Set realistic due dates so overdue actions highlight genuine exceptions.
• Use Priority consistently so teams can sort and respond appropriately.
• Add subscribers when other people need visibility, but remove them when updates are no longer useful.
• Use History to keep a running record of progress, decisions, and follow-up notes.
• Use Clone Action when a new action is similar to an existing one and only minor details need to change.