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By Audit Now
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How to Create and Assign Actions from Audit Findings

Overview Actions are corrective tasks that stem from audit findings, helping you address issues and maintain compliance. Every action is automatically linked to its originating audit question, creating a clear audit trail from discovery to resolution. Creating Actions from Audits Method 1: During Mobile Audits Standard Action Creation: 1. Complete your audit question response 2. If the response indicates an issue (e.g., "Fail," "Non-Compliant"), tap "Add Action" 3. The action form pre-populates with audit question details, location, and date 4. Fill in required fields and assign AI-Powered Action Creation: 1. Complete your audit question by selecting "Fail" or similar response 2. Add your explanatory note describing what you observed (e.g., "Waste was not properly segregated; hazardous and domestic waste were stored in the same area") 3. AI prompt automatically appears: "Would you like Audit Now AI to create action for you?" 4. Choose your approach: - Tap "Generate with AI" for instant, intelligent action creation - Tap "Not Now" to continue with manual creation 5. If using AI: Review the auto-populated action with smart suggestions for title, description, priority, and due date 6. Customize if needed and tap "Create Action" Method 2: From Completed Audit Reviews 1. Navigate to Results in your main menu 2. Select the completed audit you want to review 3. Click "New Action" next to any question with issues 4. Complete the action form with pre-loaded audit context Setting Up Your Action Required Fields Manual Creation: - Status: Select current status (automatically defaults based on template settings) - Title: Brief, descriptive summary (e.g., "Replace expired fire extinguisher") - Description: Detailed explanation of the problem and required resolution - Priority: Critical/High/Medium/Low based on urgency - Due Date: Set realistic timelines with automatic reminders - Assignment: Choose individual user or user group AI-Generated Fields: When using AI creation, these fields are automatically populated with intelligent suggestions: - Title: Transforms basic observations into professional, actionable titles - Description: Expands your notes into comprehensive corrective action plans - Priority: Analyzes issue severity to suggest appropriate urgency level - Due Date: Calculates realistic timelines based on issue type and priority Assignment Options - Individual: Assign to specific user for specialized tasks - User Group: Assign to teams (e.g., "Maintenance Team," "Store Managers") Tips for Effective Actions - Use clear, concrete language with measurable outcomes - Set realistic due dates considering complexity and resources - Assign to person/group closest to the issue with proper expertise

Last updated on Oct 15, 2026

Creating Custom Action Templates with Dynamic Fields

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 1. Click Actions from your main menu on the left 2. You'll see the main Actions page (might be empty if you haven't created actions yet) 3. Look for the blue "Templates" button in the top-right corner 4. 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 1. From the Templates page, click "+ New Action Template" 2. 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: 1. Click "+ Add Status Option" 2. Type the status name (like "In Progress" or "Waiting for Parts") 3. Choose the type from dropdown: - Open (blue) - Work still needs to be done - Closed (green) - Work is finished 4. Add as many as you need for your process 5. 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: 1. Scroll down to "Additional Fields" section 2. Click "+ Add Custom Field" 3. Type the field name (like "Equipment Type" or "Cost Estimate") 4. Choose the field type from dropdown 5. 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

Last updated on Oct 15, 2026

How to Add Comments, Photos, and Files to Actions

Overview Actions in Audit Now support comprehensive documentation through comments, photo attachments, and file uploads. This multimedia approach creates a complete record of the issue, resolution process, and final outcome, supporting both team collaboration and compliance requirements. Understanding Action Comments Comment System Features - Rich text formatting for clear communication - File and photo attachments with comments - Timestamp tracking for all comments - Edit and delete capabilities for comment authors - Notification system to keep assignees informed Comment Permissions - Users with action access can participate in discussions - Comment authors can edit their own comments using the edit icon Adding Comments to Actions Desktop Comment Process Accessing Action Comments: 1. Navigate to Actions in your main menu 2. Click on any Action ID or title to open action details 3. Click on the "Comments & Logs" tab 4. View existing comments in chronological order Creating New Comments: 1. In the Comments section, locate the "Add a comment" text area at the bottom 2. Type your comment in the text field 3. Add attachments if needed (see sections below) 4. Click "Post Comment" to save Mobile Comment Process Quick Comment Addition: - Open the Actions tab in your mobile app. - Tap anywhere on the action card you want to comment on. - Scroll down to the Comments section. - Tap the Add a comment field at the bottom. - Type your comment using the mobile keyboard. - Tap Save to post your comment. Adding Photos and Files to Comments Whether you're using the mobile app or the desktop platform, you can easily enhance your comments by attaching photos and files as supporting evidence or context. Mobile Upload (Photos & Files) 1. While writing a comment, tap the attachment icon (paperclip or photo icon) 2. To take a new photo, tap the camera icon. The camera will open automatically—capture the issue or progress and add an optional caption 3. To select from your photo gallery, tap the gallery icon (usually bottom left) and choose existing images. Add captions if needed 4. To upload a file (e.g., PDF, document), tap "Choose File", browse your device or cloud storage, and select the file 5. Once your photo(s) or file(s) are attached, finalize your comment and tap Post Desktop Upload (Photos & Files) 1. Go to the Comments & Logs tab within an action 2. At the bottom, in the "Write a comment..." section, click the plus icon (+) 3. Use the upload interface to either drag and drop or browse and select photos or files from your computer 4. Add context or descriptions in the comment text area 5. Click Post Comment to save your input with all attached media

Last updated on Oct 15, 2026

How to Create Quick Actions During Mobile Audits

Overview Creating actions during mobile audits ensures immediate issue capture while context is fresh and evidence is available. The mobile app streamlines action creation by auto-populating audit context and enabling real-time documentation. When to Create Quick Actions Immediate Action Scenarios - Failed audit responses: Safety violations, equipment failures, compliance issues - Critical findings: Items requiring urgent attention before audit completion - Evidence capture: Issues that need photo documentation while on-site - Resource coordination: Problems requiring immediate team notification Action Creation Process During Audit Question Response 1. Complete audit question with appropriate response 2. For failed/non-compliant responses, tap "Add Action" button 3. Select the appropriate action template (See a Action Templates) 4. Action form opens with pre-populated data: - Linked to specific audit question - Current location automatically set - Today's date as creation date - Audit context preserved Rapid Form Completion Essential Fields (Quick Entry): - Status: Select current status (automatically defaults based on template settings) - Title: Brief issue description - Priority: Select urgency level (Critical/High/Medium/Low) - Assignee: Choose individual or team - Due Date: Set timeline using date picker - Description: Add details clearly and concisely using the keyboard Optional Enhancements: - Custom fields: Complete template-specific requirements AI-Powered Action Creation: Smart Automation for Failed Responses Let Audit Now's AI transform failed audit responses into complete, actionable corrective actions automatically. How AI Action Creation Works When you mark a question as "Fail" and add an explanatory note during your mobile audit, Audit Now's AI automatically detects the opportunity to create a corrective action and prompts: "Would you like Audit Now AI to create action for you?" The AI Magic: - Analyzes your fail response and the explanatory note you provided - Understands the audit context including the specific question and location - Generates intelligent suggestions for title, description, priority, and due date - Creates a complete action that's ready for assignment and tracking Using AI Action Creation in Your Mobile Audit Step-by-Step Process: 1. Complete your audit question by selecting the appropriate response 2. For failed responses, add your explanatory note describing what you observed (e.g., "Waste was not properly segregated; hazardous and domestic waste were stored in the same area") 3. AI prompt automatically appears: "Would you like Audit Now AI to create action for you?" 4. Choose your option: - Tap "Generate with AI" to let the system create the action automatically - Tap "Not Now" to continue with manual action creation or skip 5. If you chose AI generation, review the populated action: - Action ID: Automatically assigned (e.g., ACT-18) - Status: Pre-set to "Open" - Title: "Implement Waste Segregation Training" - Description: Complete, professional description with context - Priority: "Critical" (based on safety impact) - Assign To Users: Select from your team - Due Date: Intelligent suggestion based on urgency - Location: Auto-populated from current audit location 6. Customize if needed or accept the AI suggestions 7. Tap "Create Action" to save and assign immediately Benefits of AI-Powered Action Creation Lightning-Fast Action Creation - Transform audit findings into actions in seconds, not minutes - Eliminate the mental effort of crafting appropriate titles and descriptions - Maintain audit momentum without breaking workflow Consistent Quality - AI ensures professional, consistent action formatting across all audits - Maintains appropriate compliance language and terminology - Reduces variation in action quality between different auditors Transform Audit Findings into Immediate Results With quick action creation and AI-powered automation, every audit finding becomes an opportunity for instant improvement. No more forgotten issues, delayed responses, or missing context. Your mobile audits now drive immediate corrective actions that keep your operations running smoothly and safely. AI Learning and Improvement The AI gets smarter over time by learning from your edits, adapting to your industry patterns, understanding your organization's priorities, and continuously improving action quality based on your usage patterns.

Last updated on Oct 15, 2026

Managing Actions on Mobile: Complete Guide for Field Teams

Overview Mobile action management is essential for field teams who need to address issues immediately at the point of discovery. Audit Now's mobile app provides full action functionality, allowing you to create, assign, update, and resolve actions without returning to the office. Mobile Actions Interface Accessing Actions 1. Open the Audit Now mobile app 2. Tap "Actions" in the bottom navigation 3. View your actions list with search and filters Actions List Features - Filter tabs: All, My Actions, Critical, High, Medium, Low - Action cards show: ID, title, priority, location, due date, assignee, status - Tap anywhere on card to open full action details Creating Actions from Mobile During Audits 1. While conducting an audit, answer questions 2. For failed responses, tap "Add Action" 3. Form pre-populates with audit context (question, location, date) 4. Complete: Title, Description, Priority, Assignee, Due Date 5. Save to create action Mobile Action Management Status Updates 1. Tap anywhere on action card to open details 2. Tap status dropdown → select new status 3. Add optional comment 4. Capture photos for evidence 5. Save changes Comments and Photos - Tap "Add a comment" for updates - Use photo icon to capture evidence - Camera opens → take photo or access gallery (bottom left) - Add captions and save Filtering and Search - Priority filters: Critical, High, Medium, Low - Assignment: My Actions vs All Actions Managing Overdue Actions Due Date and Status Interaction Active Overdue Tracking: - Only "Open" category statuses trigger overdue warnings - "Closed" category statuses stop due date tracking - Status updates can be combined with due date extensions Overdue Notification Schedule: - 1 day before due date: "Action Due Date Approaching" - 1 day after due date: "Action Due Date Passed" - Daily reminders: Continue until status changes to Closed category

Last updated on Oct 15, 2026

How to Filter and Search Actions by Status, Priority, and Date

Overview When you have many actions, filtering and searching help you focus on what matters most. The Actions page provides comprehensive tools to find overdue items, check specific priorities, or search for particular actions. Accessing Actions 1. Click Actions from your main menu 2. View all actions in a table format with columns for Action ID, Title/Description, Status, Priority, Assignee, Due Date, and Location 3. Use the filter bar at the top with search and dropdown options 4. Switch between Table and Calendar views using the tabs Using the Search Bar Search Functionality: - Large search box on the left side showing "Search..." - Search across all action fields (titles, descriptions, assignees, locations) Using Filter Dropdowns Location Filter - Click Location dropdown to see all available locations - Select specific location like "Grand Hotel" or "Coffee Shop" - Clear by selecting default option Status Filter Click All Statuses dropdown to see available options Status options vary based on your selected action template and may include: - Open - Active actions needing attention - In Progress - Work currently being done - Complete - Finished actions - Custom statuses - Additional statuses configured in your action templates Priority Filter Click All Priorities dropdown: - Critical - Emergency/safety issues - High - Important items - Medium - Standard work - Low - Minor improvements Advanced Filters Due Date Filter - Click Filters button to access Due Date range picker - Set start and end dates using MM/DD/YYYY format - Find actions due within specific timeframes Combining Filters Effectively Effective Combinations: - Search "temperature" + Status "Open" = temperature issues needing attention - Location "Grand Hotel" + Priority "Critical" = urgent issues at specific location - Status "Complete" + Due Date range = finished work within timeframe Managing Results - Action count updates to show matching items - Click on any action row to view full details - Clear filters by resetting dropdowns or clearing search bar

Last updated on Oct 15, 2026

Action Notification Settings: Never Miss a Due Date

Overview Action notifications keep assignees informed about assignments, status changes, and approaching deadlines. Understanding notification triggers and settings helps ensure critical actions receive appropriate attention without overwhelming users with unnecessary alerts. Automatic Notification Triggers Assignment Notifications - Sent when action assigned or reassigned to you - Shows action number and completion request (e.g., " Please review and complete the action ACT-7- Restore guest room hygiene standarts by the due date") - Provides direct access to view full action details Status Update Notifications - Sent when action status changes - Shows the updated status and action title (e.g., "Status of your action ACT-7- Restore guest room hygiene standarts is updated as Open") - Includes action number and brief description Comment Notifications - Sent when comments added to your assigned actions - Shows which action received comments (e.g., "Comments were just added to your action ACT-7-Restore guest room hygiene standarts") - Provides link to view action and read comments Due Date Management Due Date Alerts - Approaching: Notification when due date is approaching (e.g., "Due date of ACT-7- Restore guest room hygiene standarts is approaching") - Overdue: Alert when due date has passed (e.g., "Due date of ACT-7- Restore guest room hygiene standarts passed") Notification Delivery Email Notifications - Comprehensive action details with direct platform access - Professional format suitable for business communication - Includes action number, priority, location, title, and due date Mobile and Web Notifications - Real-time push notifications on mobile app - In-app notifications on web platform - Quick access to action details with "View Action" button - Immediate delivery for urgent updates

Last updated on Oct 15, 2026

Mass Action Management: Streamline Your Corrective Actions

Overview Mass Action Management revolutionizes how you handle corrective actions by allowing you to select and modify multiple actions simultaneously. Whether you're reassigning actions after team changes, updating statuses following meetings, or adding context to action groups, this feature eliminates the repetitive work of updating actions one by one. Key Benefits Accelerate Action Resolution - Update dozens of action statuses in seconds instead of minutes - Eliminate repetitive form filling and clicking - Reduce administrative time by up to 75% Dynamic Team Coordination - Quickly reassign actions when priorities shift - Distribute workload across user groups and individuals - Adapt to team availability without losing momentum Smart Change Documentation - Add explanatory comments to multiple actions simultaneously - Create audit trails without slowing down your workflow - Maintain accountability with optional change context Maintain Action Quality - Keep corrective actions moving through proper workflows - Ensure no actions stall during team transitions - Preserve compliance documentation during bulk updates How to Access Mass Action Management Getting to the Actions Screen: - Click Actions from your main navigation menu - Select the Table view (default view) - You'll see your Actions list with current status, priority, and assignment information Selecting Actions for Bulk Operations Individual Action Selection 1. Browse through your action list to find the actions you want to modify 2. Click the checkbox next to each action you want to include 3. Selection count appears at the bottom: "X selected actions" Select All Visible Actions 1. Use the header checkbox (next to "Action ID") to select all actions on the current page 2. Apply filters first if you want to select specific action types (e.g., all "Critical" priority or all "Open" status) 3. Combine with search to select actions matching specific keywords or assignees Bulk Operations Available Bulk Assign Actions When to Use Mass Assignment: - Team member is transitioning roles or leaving - Redistributing workload based on expertise or availability - Escalating multiple related actions to management - Balancing action assignments across team members - Assigning department-specific actions to appropriate groups How to Bulk Assign: 1. Select the actions you want to reassign using checkboxes 2. Click "Assign" in the bulk actions bar at the bottom 3. Choose assignment category from the selector: Users: Assign to specific individuals from your team User Groups: Assign to entire teams, departments, or specialized groups 4. Select the new assignee from the dropdown list (shows available users or groups) 5. Click "Apply" to update all selected actions 6. Optional comment screen appears: Add context about the reassignment or click "Skip" to save immediately 7. New assignees receive automatic notifications about their new action assignments Bulk Update Action Status When to Use Status Updates: - Moving multiple actions through workflow stages after team meetings - Closing multiple resolved actions simultaneously - Updating status after implementing bulk corrective measures - Transitioning actions to new workflow stages based on review outcomes How to Update Status: 1. Select the actions you want to update using checkboxes 2. Click "Update Status" in the bulk actions bar 3. Choose the new status from the dropdown (options depend on your action templates): Open: Actions requiring attention In Progress: Actions currently being worked on Complete: Resolved actions Cancelled: Actions no longer needed Custom statuses: Based on your organization's action templates 4. Click "Apply" to update all selected actions 5. Optional comment screen appears: Explain the status change or skip to save time 6. Status changes trigger appropriate notifications to assignees and stakeholders Bulk Add Comments When to Use Bulk Comments: - Adding updates to multiple related actions simultaneously - Providing context or instructions for action groups - Documenting meeting outcomes or management decisions - Adding reference information without changing assignment or status - Creating consistent documentation across similar actions How to Add Comments: 1. Select the actions you want to comment on using checkboxes 2. Click "Add Comment" in the bulk actions bar 3. Type your comment in the text area that appears 4. Click "Add Comment" to apply to all selected actions 5. Comments appear in each action's history with timestamp and author information 6. Comment notifications are sent to action assignees automatically

Last updated on Oct 15, 2026

Action Templates: Standardize Your Corrective Action Workflow

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: 1. Click Actions from your main navigation menu 2. Click "Template Settings" in the top-right corner (blue button) 3. 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: 1. Click "+ Add Status Option" at the bottom of the status list 2. Enter the status name (e.g., "Awaiting Approval", "Under Review") 3. Select category type: Open: Work still needs to be done Closed: Work is finished 4. Set as default if this should be the initial status for new actions 5. 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: 1. Navigate to Template Settings from the Actions page 2. Locate "Priority-based due dates" section on the right side 3. 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: 1. Click the number field next to each priority level 2. Enter the number of days that actions should be due after creation 3. Consider your organization's capabilities and regulatory requirements 4. 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: 1. Click "New Action Template" from the template list 2. 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

Last updated on Oct 15, 2026