Overview
Action templates in Audit Now provide reusable frameworks for creating consistent, structured corrective actions. Instead of manually configuring each action, templates offer standardized forms with predefined fields, custom status workflows, and automatic assignment logic that adapt to different types of issues while maintaining organizational standards.
Understanding Action Templates
What Are Action Templates?
Action templates are pre-configured forms that define:
Field structure: Which information to collect for each action type
Status workflows: Custom progression from creation to completion
Automatic numbering: Organized action ID system with custom prefixes
Custom fields: Additional data collection beyond standard action fields
Default Template Foundation
Every organization starts with a "Standard Action" template that includes:
Action ID Prefix: ACT (creates ACT-1, ACT-2, ACT-3, etc.)
Core fields: Title, Description, Priority, Status, Assignee, Due Date, Location
Basic workflow: Open → In Progress → Complete → Cancelled
Primary designation: Automatically loads when users create new actions
Template Numbering System
Actions receive automatic tenant-based sequential numbering:
Format: [PREFIX]-[NUMBER] (e.g., ACT-1, SAFETY-105, MAINT-47)
Sequential counting: Starts from 1 for each organization
Custom prefixes: Organize actions by type, department, or priority
No gaps: Continuous numbering ensures complete audit trail
How to Access Templates
Getting to Templates
Click Actions from your main menu on the left
You'll see the main Actions page (might be empty if you haven't created actions yet)
Look for the blue "Templates" button in the top-right corner
Click Templates to open the template management area
What You'll See
Template List Page:
Search bar to find specific templates
Template table showing:
Prefix: The letters before action numbers (like ACT, SAFETY)
Name: What you call each template
Last Updated: When it was last changed
"+ New Action Template" button to create new ones
Creating Your First Template
Starting a New Template
From the Templates page, click "+ New Action Template"
You'll see two panels:
Template Settings (left side): Where you set everything up
Preview: Action Form (right side): Shows how it will look to users
Setting Up Your Template
Template Name:
Type a clear name like "Equipment Repair" or "Safety Issue"
This name appears when people create new actions
Action ID Prefix:
Change "ACT" to something more specific if you want
Examples: "REPAIR" makes REPAIR-1, REPAIR-2, etc.
Or "SAFETY" makes SAFETY-1, SAFETY-2, etc.
You'll see a note: "Actions will be numbered as: [PREFIX]-1, [PREFIX]-2, etc."
Set as Primary Template:
Turn this ON if you want this template to load automatically
Turn OFF if people should choose this template manually
Only one template can be primary at a time
Status Workflow Configuration
Understanding Status Categories
Open Status Category (Blue Display)
Action requires attention and appears in active task management
Triggers due date reminders and overdue notifications
Included in workload tracking and performance dashboards
Used for tracking work in progress and pending items
Closed Status Category (Green Display)
Action completed or resolved and removed from active tracking
Stops automatic notifications and reminder systems
Used for completed, cancelled, or transferred actions
Adding Status Steps
Default Status: Every template starts with one "Open" status. Here's how to add more:
Click "+ Add Status Option"
Type the status name (like "In Progress" or "Waiting for Parts")
Choose the type from dropdown:
Open (blue) - Work still needs to be done
Closed (green) - Work is finished
Add as many as you need for your process
Delete any you don't want using the trash can icon
Real-World Status Workflow Examples
Safety Issue Tracking
If you manage safety incidents, you might create these statuses:
Reported (Open) - Someone found a safety issue
Investigating (Open) - We're looking into what happened
Action Planned (Open) - We know what to do to fix it
Fixing Issue (Open) - We're working on the solution
Training Staff (Open) - Teaching everyone about the change
Complete (Closed) - Safety issue is fully resolved
No Action Needed (Closed) - Investigation showed no real problem
Equipment Repairs
For maintenance and repair actions:
Scheduled (Open) - Maintenance is planned
Waiting for Parts (Open) - We ordered what we need
Ready to Work (Open) - Everything is available to start
Repairing (Open) - The work is happening now
Testing (Open) - Making sure the repair worked
Complete (Closed) - Equipment is working properly
Cancelled (Closed) - Decided not to do the repair
Adding Custom Fields
Additional Fields Overview
Beyond the Basic Fields: Every action already has Title, Description, Priority, Status, Assignee, Due Date, and Location. You can add more fields if you need them.
Adding Extra Fields
Available Field Types:
Free Text: Short answers like equipment IDs or names
Rich Text: Longer answers with formatting options
Number: For costs, quantities, or measurements
Checkbox: Yes/no questions
List of Values: Dropdown menus with preset options
Date: Date picker for deadlines
Date & Time: Date picker plus time selection
How to Add Fields:
Scroll down to "Additional Fields" section
Click "+ Add Custom Field"
Type the field name (like "Equipment Type" or "Cost Estimate")
Choose the field type from dropdown
Delete fields you don't want using the red trash icon
Real-Time Template Preview
Preview Panel Functionality
Live Template Visualization:
Action ID display: Shows example with custom prefix (e.g., SAFETY-156)
Field arrangement: Displays all configured fields in user interface order
Status dropdown: Shows custom workflow options as they'll appear to users
Standard fields: Priority, Assignee, Due Date, Location in context
Custom fields: Additional fields with proper formatting and input types
Template Testing Process
Validation Steps:
Check field labels: Ensure clarity and proper terminology
Verify field order: Confirm logical flow for data entry
Test status options: Review workflow progression makes sense
Confirm field types: Validate input methods match data requirements
Preview mobile layout: Consider how template appears on mobile devices