On the Action’s Actionee tab, we can nominate the person (or people) that needs to carry out the action.
To add a new actionee, click on the Add New Actionee button.
When the Add Actionee form appears, simply add the actionee’s Name and Email. If the actionee has a system account, their name will pop up and you can then click it to add their email address automatically. If the actionee does not have a system account, just type in their email address manually. Click the Add button to add this actionee to your action.
Multiple actionees can be added and managed through the actionee list. To add more actionees, just repeat the process above and click the Select Multiple User button. You can also choose among the system’s email groups by choosing the Select by Email Group button. Email groups can be modified in the risk assessment settings area.
You can also edit an actionee if required, or you can delete them by clicking the relevant icon to the right of the actionee's name.
Once all actionees have been listed, you can send your action to them all, or a selected few. To do this, click the little check box to the left of each Attendee Name you want to send the action to and then click the Send Emails button.
Before the emails are sent out, you can attach the assessment to the action email you're sending. Here you have three options:
Send With Assessment Draft – Clicking this option will send a draft copy of your assessment to each actionee.
Send With Published Document – This option can ONLY be used if the assessment has already been published. It will send out the action email to each attendee with the published assessment attached.
Send Without Assessment – This option will send out the action email to each attendee with no assessment attached.
Please Note: Once sent, attendees who have been sent the action will have today’s date added in the Date Sent column.
When an actionee clicks the link in the email to view the action, the Date Read column will populate with the date they clicked it.
Click the Next button to continue on to the Attachments step of the Action process.