9.1. New Action Item

In the New Action form, users can create and customize the action item to align with their specific needs and preferences.

*For guidance on common form functions, please refer to the dedicated section in the manual.

1. Action Item Name: This is a text field that allows users to input a name for the action item. It is a mandatory field.
2. Priority: This is a single-select dropdown field that displays the list of priority levels. It is a mandatory field. It allows users to indicate the urgency or importance of the action item.
   • Priority Levels: High, Medium, Low.
3. Due Date: This is a date picker that allows users to input/select the deadline by which the action item should be completed. It is a mandatory field.
4. Action ID: This field is automatically populated with a unique identifier for the action item. It ensures that each action can be distinctly referenced and tracked within the system.
5. Action Completion Reviewer: This is a single-select dropdown field that retrieves the list of active users, roles, and groups in the system. It is a mandatory field. It allows for the selection of the party responsible for reviewing the completion of the action.
6. Action Item Owner: This is a single-select dropdown field that retrieves the list of active users in the system. It is a mandatory field. It allows for the selection of the user responsible for executing the action.
   

   !!This field appears only if ‘Internal’ is selected as the action type.

7. Description: This is a rich text field that allows users to provide a description of the action item, including its objectives, scope, and any specific instructions or context necessary for its completion.
8. Action Type: This is a radio button that allows users to specify the context in which the action will take place, selecting only one option from a set of mutually exclusive choices. It is a mandatory field.
   • Action Types: Internal, External, Supplier.
     • Selecting an option will reveal related fields within the form.
       • For more information on each option and its associated fields, click here.
9. Accordions: The form includes several collapsible sections, known as accordions, which each serve a specific purpose.
   • Associated Documents
   • Budget (Optional)
   • Additional Information
10. Comment: This field allows users to add comments or notes relevant to the action item.
    

    **The Comment control functions similarly to a discussion board, enabling users to initiate and participate in collaborative discussions with stakeholders involved in the workflow.

11. Save Form: This button allows users to save the form.
    • If saved, the form can be found in the Drafts folder of the Task Navigation Pane.
      

      **A saved form can be found in the Drafts folder if it is the initial step of a workflow, also known as a starter form. If the form is a task assigned in the middle of a workflow, it will be located in the Pending Tasks folder.

12. Submit Form: This button allows users to submit the completed form.
    • To maintain the integrity of the Action ID system, we have implemented a validation mechanism. When users select this button and are ejected from the New Action module, a pop-up window may appear with the following message:
      
      *

      Background: This notification is triggered by the ID allocation system, which is designed to prevent duplicate Action IDs when multiple actions are initiated simultaneously or in rapid succession.

      • Example Scenarios:
        • If two users simultaneously create and submit their actions, the following change (or lack thereof) will be observed:
          • For one user, the Action ID in the following stages of the Action Item Management workflow will match the value displayed in this form.
          • For the other user, the Action ID will be one value greater than the value displayed in this form.
        • Similarly, if one user saves an action as a draft while another user submits an action, the Action ID for the submitted instance will be one value greater than the saved draft.

      
      

      Any necessary alterations to the Action ID will be communicated through this message. Users can dismiss the window by clicking either the Exit button (X) or the OK button.

    • Upon submission, this form will trigger the Action Item Management workflow.
      • The task assigned will vary depending on the selected action type.
        • For internal actions: The designated internal action owner will receive the Execute the Action task.
        • For external or supplier actions: The designated external action owner or supplier representative, respectively, will receive the Execute the Action (Not Internal) task.
          

          **If a supplier action triggers a SCAR, the supplier representative will instead receive the Execute SCAR Investigation task.