Actions

Actions are tasks created in Engage that allow staff to be alerted of requirements that need to be taken within the business. Actions are great for keeping track of documents and relevant tasks that were performed in terms of auditing and reporting purposes. 

 

Actions can be assigned in the following areas; assets / H&S meetings / risk register / hazards / incidents / QA events / feedback / audits & events / forms*.

To create a new action, click "View" next to the relevant event, then go to the associated Actions tab, and click on 'New Action'. 

You will then be asked to include a brief description, due date, assign an employee, and set the status of the action.

Once you submit an action, the assigned employee will then receive a notification alerting them of the new action, and it will also appear on their Engage dashboard. 

Please note that there are 4 Status options that an Action can be set to:

'Open': This means that an Action has been created and is yet to be acted on. 

EG: Please purchase additional PPE.

'In Progress': This means the Action has been looked at and some work may have been completed on this. The steps taken can be recorded in the Extra Comments section.

EG: Quote requested from supplier. 

'On Hold': This means that the Action will remain on the dashboard but alerting notifications will be paused.

EG: Supplier is currently out of stock of PPE. 

'Complete': This means that the Action has been completed.

EG: Supplier delivered PPE to office. PPE administered to relevant staff. 

Once an Action has been created, you are able to View, Update, view the Change Log, or view Documents as required.

The staff assigned will then see the newly created Action via their dashboard:

Or via the employee bio by clicking on Employees / "View" next to the relevant employee / Actions tab:

To update the Action, click "View" from the dashboard, then click on Update Action: 

From there, you are able to add comments and change the status as required.

You are also able to change the status and add information to Actions via the Engage App. To do this, click on 'Your Actions' from the menu: 

Actions get broken down in to categories through the App depending on where the Action is created from:

To change the status, you simply need to click on Update and amend the information as required. Any changes made will also be captured in the change log which can be viewed via the web. 

If you have Authorities: Companies set against your Engage profile, you have the ability to view a summary of all actions from within the company. 

To access these, click on the Actions Summary button on your Engage Dashboard: 

This allows you to see the status of Actions throughout the company, including where actions are generated. 

You also have the ability to use filters as required and customise the date range as required.

When you create a new form, you are able to set automated actions and alerts against selections within a form. 

To learn more about creating forms, please click here. 

Please note, only those with Admin: Companies authority will be able to see and create form templates and actions. 

To set up automated actions, click 'View' on a relevant form and go to the Alerts tab. Then click on 'Create Alert'.

Fill in the relevant form, note that fields with a red asterisk are mandatory fields. 

Please note, for each selected (or un-selected) question element, you will need to set up an individual alert / action for each. 

You can expand the fields by ticking either Send Alert or Create Action as required. 

Once a form element has been selected, the relevant employee will work through their Actions as per above.