Who is this article for?

Site Administrators who want to set up a custom configuration for Actions.

Site Admin permissions are required.

Actions module settings let you customise the workflows for Actions to make it suitable for your way of working. This guide will walk you through how to configure each of the settings.

In this article:

1. Actions Settings view
2. Expected Outcomes
   • Creating Expected Outcomes
   • Editing Expected Outcomes
   • Duplicating or deleting Expected Outcomes
3. Action Types
   • Creating Action Types
     • Default Ownerships
   • Editing Action Types
     • Default Ownerships
     • Actions in this Action Type
     • First Tab
   • Duplicating or deleting Action Types
4. Code Formatting
   • Creating Code Formatting
   • Editing Code Formatting
   • Duplicating or deleting Code Formatting
5. Defaults
6. Tooltips
7. Further reading

1. Actions Settings view

To access Action settings:

1. Open the Go To... menu.
2. Hover over 'Site Admin' at the bottom of the menu.
3. Select 'Actions Settings' (under 'Module Setup').

Once there, you should be presented with this page:

You can make all required changes from this view!

2. Expected Outcomes

This setting allows you to create set Outcomes for Actions.

Creating Expected Outcomes

To create an Expected Outcome:

1. Open the Actions Settings view.
2. Click 'Expected Outcomes▼'.
3. Select 'Manage'.
   You will be taken to the Expected Outcomes list.
4. Click 'Expected Outcomes▼'.
5. Select 'New Expected Outcome'.
   You'll be prompted to enter the title and select an icon for your Outcome.
6. Click 'Save & Close'.

You will be taken back to the Expected Outcomes list:

Editing Expected Outcomes

To edit an Expected Outcome:

1. Open the Actions Settings view.
2. Select the hyperlinked Title of the Outcome you want to edit.
   You can also access the option from the 'Manage' screen.
3. Enter a new name or select a new icon.
4. Click 'Save & Close'.

Duplicating or deleting Expected Outcomes

To duplicate or delete an Expected Outcome:

1. Open the Actions Settings view.
2. Click 'Expected Outcomes▼'.
3. Select 'Manage'.
   You will be taken to the Expected Outcomes list.
4. Highlight the item row for the Expected Outcome you want to administer.
5. Click 'Expected Outcomes▼'.
6. Select 'Duplicate' or 'Delete'.
   You'll be prompted to confirm whether you want to carry out the selected action.
7. Click 'Duplicate' or 'Delete' to confirm.

This will not change the Default Ownerships or Actions in this Action Type settings.

3. Action Types

This setting allows you to create Action Types that will be available to Users when creating a new Action.

Creating Action Types

To create an Action Type:

1. Open the Actions Settings view.
2. Click 'Action Types▼'.
3. Select 'Manage'.
   You will be taken to the Action Types list.
4. Click 'Action Types▼'.
5. Select 'New Action Type'.
   You'll be prompted to enter the title, description, and select an icon for your Action Type.
6. Click 'Save & Close'.

From this view, you can add Ownerships of the Action Type, determine which Actions that fall under it, and set up the First Tab for that specific Action Type.

-- Default Ownerships

To add Default Ownerships:

1. Click 'Default Ownerships▼'
2. Choose Ownership type.
3. Enter the name of the User you'd like to add.
4. Click 'Search'.
5. Tick the box next to each User want to add.
6. Click 'Add Users/Roles'

Editing Action Types

To edit an Action Type:

1. Open the Actions Settings view.
2. Select the hyperlinked Title of the Outcome you want to edit.
   You will be taken to the Action Types list.
3. Click 'Action Name▼'.
4. Select 'Edit'.
5. Enter a new name, description, or select a new icon.
6. Click 'Save & Close'.

This will not change the Default Ownerships or Actions in this Action Type settings.

-- Default Ownerships

To edit Default Ownerships:

1. Click 'Ownership Type▼'.
2. Select 'Remove Owners' or 'Remove All'.
   You will be prompted to confirm which Owners need to be removed in the pop-up.

-- Actions in this Action Type

To add Actions:

1. Click 'Actions in this Action Type▼'.
2. Select 'Move Actions into this Action Type'.
3. Select the Action you want to move.
   Your list will refresh, and you should now see the Action (and any Sub-actions) listed.

-- First Tab

To edit the First Tab:

1. Click 'First Tab▼'.
2. Select 'Edit'.
3. Update the layout of the First Tab for that Action Type.
4. Click 'Save & Close'.

Duplicating or deleting Action Types

To duplicate or delete an Action Type:

1. Open the Actions Settings view.
2. Click 'Action Types▼'.
3. Select 'Manage'.
   You will be taken to the Action Types list.
4. Highlight the Action Type you want to duplicate on the left.
5. Click 'Action Types▼'.
6. Select 'Duplicate' or 'Delete'.
   You'll be prompted to confirm whether you want to carry out the selected action.
7. Click 'Duplicate' or 'Delete' to confirm.

Not seeing the 'Delete' option?
Make sure that you are not looking at the default Action Type! It cannot be deleted.

4. Code Formatting

This setting allows you to have a serialised sequence of codes, all based on the same alphanumeric format. Each subsequent Action created will increment the value of the code, while retaining the prefix set here. 

Creating Code Formatting

To set up Code Formatting:

1. Open the Actions Settings view.
2. Click 'Code Formatting▼'.
3. Select 'Manage'.
   You will be taken to the Code Formatting list.
4. Click 'Code Formatting▼'.
5. Select 'New Code Format'.
   You'll be prompted to enter the title and number format in the pop-up.
6. Click 'Save & Close'.

Below is a list of symbols you can use in the 'Number Format' field to set up your code.

Editing Code Formatting

To edit a Code Format:

1. Open the Actions Settings view.
2. Select the hyperlinked Title of the Code Format you want to edit.
   You can also access the option from the 'Manage' screen.
3. Enter a new name or create a new format.
4. Click 'Save & Close'.

Duplicating or deleting Code Formatting

To duplicate or delete a Code Format:

1. Open the Actions Settings view.
2. Click 'Code Formatting▼'.
3. Select 'Manage'.
   You will be taken to the Code Formatting list.
4. Highlight the item row for the Format you want to administer.
5. Click 'Code Formatting▼'.
6. Select 'Duplicate' or 'Delete'.
   You'll be prompted to confirm whether you want to carry out the selected action.
7. Click 'Duplicate' or 'Delete' to confirm.

Example: Code Format after being duplicated.

5. Defaults

This setting allows you to configure default behaviours for Actions.

To change Defaults:

1. Open the Actions Settings view.
2. Click 'Defaults▼'.
3. Select 'Edit'.
   Update the values to match your requirements.
4. Click 'Save & Close'.

6. Tooltips

To add Tooltips to default Action fields, follow steps outlined in our Creating Tooltips for default fields article.

7. Further reading

We also offer guides to the other module settings:

• Configuring Appraisals module settings
• Configuring Performance Indicators module settings
• Configuring Policy module settings
• Configuring Risks module settings
• Configuring Feedback module settings (Classic)
• Configuring First Tab settings for modules