The Actions information tab appears on the following record types:

Our Advice - You can click the Things to consider button to display more information on a number of action types.

Please Note: If the incident record's Location is changed at a later date, any actions currently created in the record will be re-allocated to the new location the record is changed to.

To create a new action, start by clicking the Add Action + button:

A new action window will appear, displaying the Action Details tab.

There are five information tabs for each action. These are:

Please Note: Certain information is required in order to continue to the next tab in the record. If you try clicking the Save and Next button and some data is missing on the current tab, you will be prompted and all data fields that require information before moving on will be highlighted in red:

The initial information tab you will see when creating a new action (or when you load an existing action) is the Action Details tab.

Begin your new action by typing in an Action Title. Next, click the Action Type drop down and select the type of action you are creating. There are a number of action categories and types available. A quick overview of these can be seen below:

Next, set the Action Priority. Here you can choose a range of items from Immediate, to Low, to N/A.

The Target Date is a simple field that allows you to specify a completion date for the action. This date is monitored by the Incident365™ system to determine if an action is overdue or not.

To set the target date, simply click the target date area, and choose a date from the on screen date picker:

The next section is where you Describe the Action. This is where we describe the action, and this information is what the people carrying out the task (Actionees) will receive in the action email you send out to them.

The Action Owner section allows you to nominate the owner of the action. This can be yourself, or it can be another user in the system. To select an action owner, click in the Name box, and choose the user from the list. If you begin typing the user's name, the list will filter to help pinpoint them.

When you see their name in the list of matches that appear, simply click their name and their email will appear in the Email field automatically.

Once the Action Details section is complete, click the Save and Next button to progress to the Actionee step.

The Actionee step is where we add the individual(s) that will be carrying out the task.

To add an actionee, simply click the + Add Actionee button.

Here, simply begin typing the actionee's name in the Name field. If they are a system a user, their name will appear just like the Action Owner in the Action Details step.

If the actionee does not have an Incident365™ system account, simply add in their email address manually.

To add them as an actionee, click the Add button.

Email groups are set in the risk assessment settings area where you can add, edit, and delete groups of actionees when you have a super user access

Our Advice - If you are adding email addresses manually, please ensure that you type them in correctly. All action emails are sent to the address you specify for that actionee. Incorrect email addresses will result in action emails not being received.
Once you have added the actionees to you action, you can then send the action out to them. You can choose to send to all users, or a selected few.

To send nominate an actionees to send the action out to, click the tick box to the left of their name. Once you have selected the actionees to send the action out to, click the Send Emails button.

The Send Email notification will appear highlighting the attendees that will receive the action email. If you're happy to proceed, click the Send Email button to send out the action email to them.

Once an action email is sent to an actionee, the Date Sent column will display the date the action was sent to them.

Our Advice - When an actionee clicks the link in the email to view the action, the date they did so will be recorded in the Date Read column.

If at any time you need to amend an actionee, or remove an actionee from the action, click on the corresponding icon outlined below:

You can include one or more attachments to the actions you send out. The number of attachments you add is unlimited, but the size of each attachment is limited to 20mb in size.

To add an attachment, click the + Add New Attachment button.

Now type in a descriptive Attachment Name, and select the attachment Category:

Now click the Browse button and locate the attachment file on your computer.

Attachments you add will appear in a list. You can use the corresponding icons to Edit, Delete or Download the attachment at any time. See below:

When all attachments have been added, you can click the Next button to continue to the Completion section.

The Completion section of the action process is only edited once an action has been completed. The tab is viewable to the Action Owner that would complete the action.

If an action is being created, nothing needs to be filled in on the Completion tab. Simply click the Save and Finish to complete the action creation process.

If an action is ready to be completed, simply click the Completion Date and choose the date it was completed. You can also add additional Completion Notes if applicable.

There is one final option to consider. If another action is required on completion of the initial action, you can tick the Completion Followup checkbox. Once the Save and Finish button is clicked, a new action window will appear to allow you to create a new followup action.

Please Note: If the incident record's Location is changed at a later date, any actions currently created in the record will be re-allocated to the new location the record is changed to.

The Action History tab allows you to see who created the action and when it was created. It also shows and who completed an action and when. See below: