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, priority-based due dates, 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
Priority-based due dates: Intelligent deadline calculation based on urgency
Default behaviors: Automated settings for consistent action creation
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
Priority-based due dates: Intelligent deadline suggestions based on urgency
Primary designation: Automatically loads when users create new actions
How to Access Template Settings
Getting to Template Management:
Click Actions from your main navigation menu
Click "Template Settings" in the top-right corner (blue button)
Template Settings page opens with comprehensive configuration options
What You'll See:
Status Settings: Configure workflow stages and their behaviors
Priority-based due dates: Set automatic deadline calculation rules
Action Templates: Create and manage template variations
Status Settings Configuration
Understanding Status Management
The Status Settings section allows you to customize the workflow stages that actions move through from creation to completion.
Status Categories:
Open (Blue): Action requires attention and triggers notifications
Closed (Green): Action completed and removed from active tracking
Configuring Status Options:
Default Status Management:
Drag and drop to reorder statuses in logical workflow sequence
Only one status can be set as default - this becomes the initial status for new actions
Edit status names by clicking on the status text
Set category (Open/Closed) using the dropdown selector
Enable/Disable statuses using the toggle switch
Delete unused statuses using the trash icon
Adding New Status Options:
Click "+ Add Status Option" at the bottom of the status list
Enter the status name (e.g., "Awaiting Approval", "Under Review")
Select category type:
Open: Work still needs to be done
Closed: Work is finished
Set as default if this should be the initial status for new actions
Save changes to update the template
Priority-Based Due Dates
Intelligent Deadline Management
The Priority-based due dates feature automatically calculates appropriate deadlines based on the action's priority level, ensuring critical issues receive immediate attention while allowing reasonable timeframes for lower-priority items.
How Priority-Based Due Dates Work:
Automatic calculation: When creating actions, due dates are suggested based on priority
Customizable timeframes: Set your organization's standard response times
Consistent expectations: Eliminate guesswork in deadline setting
Compliance support: Ensure regulatory requirements are met with appropriate urgency
Configuring Due Date Rules:
Accessing Priority Settings:
Navigate to Template Settings from the Actions page
Locate "Priority-based due dates" section on the right side
Click "Edit" to modify the default timeframes
Setting Timeframes for Each Priority:
Critical: Immediate response (default: 2 days)
High: Urgent attention (default: 5 days)
Medium: Standard timeline (default: 7 days)
Low: Lower priority items (default: 14 days)
Customizing Due Date Rules:
Click the number field next to each priority level
Enter the number of days that actions should be due after creation
Consider your organization's capabilities and regulatory requirements
Click "Save" to apply the new timeframes
Best Practices for Due Date Configuration:
Critical actions: Short timeframes for safety and compliance issues
High priority: Balance urgency with realistic completion times
Medium priority: Standard business process timeframes
Low priority: Longer periods for process improvements and minor issues
Action Templates Management
Creating and Managing Templates
Template List Overview:
Search functionality: Find specific templates quickly
Template table showing Prefix, Name, and Last Updated
Star icon: Indicates the primary (default) template
Actions menu: Edit or delete existing templates
Creating New Action Templates:
Starting a New Template:
Click "New Action Template" from the template list
Template creation interface opens with two panels:
Template Settings (left): Configuration options
Preview: Action Form (right): Live preview of user interface
Template Configuration:
Basic Template Settings:
Template Name: Clear, descriptive name (e.g., "Equipment Repair", "Safety Issue")
Action ID Prefix: Custom prefix for action numbering (e.g., "REPAIR", "SAFETY")
Set as primary template: Toggle to make this the default for new actions
Automatic Numbering System:
Format: [PREFIX]-[NUMBER] (e.g., SAFETY-1, REPAIR-105)
Sequential counting: Starts from 1 for each organization
No gaps: Continuous numbering ensures complete audit trail
Cannot change prefix after template creation and first use
Additional Fields Configuration:
Beyond Standard Fields: Every action template includes standard fields (Title, Description, Priority, Status, Assignee, Due Date, Location). You can enhance templates with additional custom fields.
Available Custom Field Types:
Free Text: Short answers like equipment IDs or reference numbers
Rich Text: Longer descriptions with formatting options
Number: Costs, quantities, measurements, or ratings
Checkbox: Yes/no questions or confirmation requirements
List of Values: Dropdown menus with preset options
Date: Additional deadline or milestone dates
Date & Time: Timestamp requirements for specific events
Adding Custom Fields:
Scroll to "Additional Fields" section in template settings
Click "+ Add Custom Field"
Enter field name (e.g., "Equipment Type", "Cost Estimate", "Vendor Contact")
Select field type from dropdown menu
Configure field options if applicable (e.g., dropdown values)
Remove unwanted fields using the trash icon
Real-Time Template Preview
Live Preview Functionality
The preview panel shows exactly how your template will appear to users when creating actions:
Preview Features:
Action ID display: Shows example numbering with your custom prefix
Field arrangement: All configured fields in user interface order
Status dropdown: Custom workflow options as they'll appear
Priority selection: Visual priority indicators and selection
Custom fields: Additional fields with proper formatting and input types
Mobile compatibility: Consider how template appears on mobile devices