Difference between revisions of "Action List"

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[[File:helpheader_small.png|right]]
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The Action List displays:
 
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* Actions done by users of the system
 
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* Outstanding actions (i.e. actions that are yet to be done).
 
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You can change the display to show:
 
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* Actions by/assigned to any user of the system, your own actions, or everyone;
 
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* A date range - specify how many days in the past/future you want to see;
 
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* Actions done, actions outstanding, or a mixture of the two.
 
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These display options can be accessed by changing the drop-down boxes across the top of the Action List, then clicking the "List Again" button to display your newly-selected options.
 
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[[File:Office_AL_1.png|border]]
 
  
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[[File:Menu_AL.PNG]]
  
 
__TOC__
 
__TOC__
  
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=Introduction=
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The Action List displays individual actions that have been done or are still outstanding.  This is an important tool for the everyday management of contacts and work within the contact management system.  Each user can tailor their actions list to display the information that is required.  The Action List can also have saved pre-sets to help manage other users and teams.
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{{#ev:youtube|3yyxg1xQ7O0|790}}
  
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==Setting up your Action List==
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=Setting the Action List as your home page and default options=
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The Action List can be set as the home page so that it is displayed when logging in or when you press the home icon, see the [[My_User_Options#General_User_Details|General User Details tab in My User Options]] for further details.
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If you are a new starter on the system, a good starting configuration is to set the display so that it shows your own actions, 7 days past and future, and "All Contacts Done Plus Outstanding Actions". As time goes on, and your Action List grows, you will probably want to change the Action List default to show "Outstanding Actions Only".
 
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You can change the default configuration by clicking on the link saying "User Options for" followed by your user name, which is displayed at the top of the screen next to the date.
 
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[[File:AL_1.png|border]]
 
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Then, on the "Referrals/Actions Settings" tab, change the relevant options.
 
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[[File:Office_AL_3.png|border]]
 
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Your system administrator(s) can also make this change for you - have a look at the [[Office Functionality (Administrator guide)#Action List|Administrator Guide]] for details of how to do this.
 
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==Examples of use==
 
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Most people choose to have their Action List show only their own actions, to display "Outstanding Actions Only", and then set their home page to the Action List. This means that the Action List becomes the "landing page" whenever they log in to Charitylog, and shows them any work that is assigned to them. It's therefore a good idea if everyone is in the habit of logging into Charitylog as soon as they get into work, in order to see anything that needs to be done.
 
  
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The relevant option to set your own home page (landing page) is found in the Edit User Details page, accessible from the link at the top of every page;
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Each user can determine how the Action List displays when logging in.  It can be set with defaults with the option of specifying how the defaults are used.  To change the defaults of the action list see [[My_User_Options#Action_List|Action List Settings]] for further details.
  
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=Default Display=
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The default display of the action list will show fewer options to give more vertical screen space.  The view contains the key fields used on a day to day basis by most users.  The default view (screenshot below) will display:
  
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[[File:AL_1.png|border]]
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* '''Action List for Referrals''' - clicking on this will reveal additional options for displaying actions.
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* '''Jump to Referral''' - enter the referral/case number and click the lightning icon to got to the [[Referral Edit]] screen.
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* '''Default Action List''' - clicking on this will re-set the action list back to its default. This is changed on your [https://wiki.dizions.co.uk/index.php/Users#Referrals.2FActions_Settings User] settings.
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* '''Saved Action List Views''' - You can create numerous saved action lists. There is also a delete icon next to each one.
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* '''More Presents''' - this will list additional options, listed below.
  
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[[File:Office_AL_1.png]]
  
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You can then set your home page from the "General User Details" tab;
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More Presets:
  
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[[File:actionlistmorepresets.png]]
  
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[[File:AL_2.png|border]]
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* '''Days Ago''' - This specifies the number of days in the past to display (also displays the inclusive from date that is currently in use).  If you wish to view all outstanding work then set this to 9999. You can either switch between ''Days Ago'' or a ''Fixed Date'' which will launch a calendar for you to pick a date.
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* '''Days future''' - This specifies the number of days in the future to display (also displays the inclusive to date that is currently in use).  Please not the larger the period the longer the page will take to display.  It is recomended to look at 7-30 days. You can either switch between ''Days Ago'' or a ''Fixed Date'' which will launch a calendar for you to pick a date.
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* '''Action type selection''' - This option specifies the type of action to display.
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** '''All actions done in the date range''' - This will display all actions that have been entered in the time period.  This will include new referrals/cases, updates and extra information.
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** '''All actions done plus out standing actions''' - This will display all actions that have been entered in the time period as well as actions set as to be done in the time period.
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** '''Outstanding actions only''' - This displays only outstanding actions due the time period.
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* '''Sort Order''' - Select how you would like the results to be displayed.
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* '''Save this search''' - This button allows the user to create a pre-set button when doing searches.  This is discussed later on this page.
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* '''List Again''' - This refreshes the results based on the criteria entered.
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* '''To be done by''' - This will display a list of users on the system, also restricted if using [[Modules|branches]].
  
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=More Filters=
  
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...and the Action List defaults from the "Referrals/Action Settings" tab.
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[[File:morefilteraction.png]]
  
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To access more detailed search options, click on ''More Filters.''.. This page is split into 3 sections: '''Service Provider,''' '''Referral''' and '''Action'''.
  
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[[File:AL_3.png|border]]
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'''Service Provider:'''
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* '''Name''' - Filters by name.
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* '''Postcode''' - Filters by Postcode.
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* '''District(s)''' - Filters by Districts.
  
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'''Referral:'''
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* '''Project(s)''' - Filters by Projects.
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* '''Template(s)''' - Filters by Templates, displays the templates relevant to the Projects selected.  If using this option you can update multiple outstanding actions via the results.
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* '''Current referral stage''' - Filters by the template stage, diplays actions on that stage.  The stages displays are relevant to the Projects selected.
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* '''Sub category''' - Filters by Project Sub Category.
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* '''Uploaded Document Category''' - Allows to specify referrals.cases with or without documents attached.
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* '''Referral ID from and To.''' - Allows to filter by a range of referral numbers.
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* '''Additional Organisation or Person.''' - allows you to filter based on the record type assigned to that referral.
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* '''Referred by''' - Filters by referrer.
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* '''Referral entered by''' - Filters by the user that entered the record (the logged in user).
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* '''Referral Complete/Incomplete'' - Filters by the completion state of the referral/case.
  
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==Example display of Action List items==
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'''Action:'''
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** '''Due Stage''' - filters on what stage has been specified in the Further Action
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* '''What to do/what done''' - Searches the text entered via [[Record A Contact]].  Recommended to only use one word as will do an exact match.
  
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Some typical entries on your Action List might look like this:
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When clicking list again, any of the advanced options used will be added to the Default Section so it is clear what search criteria was used.
  
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=The Results=
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The results based on the specified criteria will be displayed in the lower section of the page.
  
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[[File:Office_AL_4.png|790px|border]]
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[[File:Action_list_results.PNG]]
  
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The following columns and options are:
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* '''Title''' - Displays the type of results displayed.
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* '''Priority Rating (if used).''' - shows the priority assigned to the referral or action
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* '''Ref. No.''' - The Referral/Case number, click to go to the [[Referral Edit]] page.
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* '''Name ''' - The persons/organisations name that the case is related to.  Click to go to that record.
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* '''Ref. Date''' - The date the referral/case was opened/created.
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* '''Entered By''' - The user that entered the action.
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* '''Initial Referral''' - Displays a quick view link or details of the initial referral.
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* '''What to be done/Was done''' - Displays text that has been entered on/for the action.
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* '''Date Due/Date done''' - The due date or date done of the action.
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* '''By Whom?''' - The User that is/was set to do the action.
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* '''Project''' - Specifies the project the referral/case is related to.
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* '''Template/Stage''' - Displays the template and stage for the action.
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* '''Select for Update''' - If you have filtered by Template in advanced options then you can use this column to select multiple actions to update.  Click the Update Selected button at the bottom of the list to be displayed the [[Record A Contact]] screen.
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* '''Select for Extra Info''' for actions on the same project and template you can add extra information for the referrals/cases of the displayed actions.  Click the actions to add extra info to and click the Extra Info Selected' button at the bottom of the list to go to the [[Record A Contact]] screen.
  
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* The first column shows the reference number for this referral (chain of actions) - each referral has its own unique reference number.
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* The next column shows the due date for this action.
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[[File:helpheader_small.png|right]]
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* The client to whom the action relates is displayed - you can click on their name to see their Client Details screen.
 
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* The "Quick View" link will display a summary of the work done/needed. Hovering the mouse pointer will display a summary, and clicking on the link will show details of the referral along with the actions that have been done and those that are outstanding.
 
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* The next column shows details of the work that was done, or is to be done. If there is a lot of text, the system will shorten it and display a red arrow which you can click to expand the display.
 
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* The person who the work has been assigned to is displayed;
 
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* The date the work was done is shown. In the case of outstanding actions, i.e. work which is not yet done, this column will be blank.
 
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* The Project that the action relates to is shown
 
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* The person who entered the work is also displayed
 
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* Finally, if this is an outstanding action, an "Update" button will be displayed, which will take you directly to the entry screen to log the fact that this action has been done.
 

Latest revision as of 14:01, 4 July 2023

Helpheader small.png

Menu AL.PNG

Introduction

The Action List displays individual actions that have been done or are still outstanding. This is an important tool for the everyday management of contacts and work within the contact management system. Each user can tailor their actions list to display the information that is required. The Action List can also have saved pre-sets to help manage other users and teams.

Setting the Action List as your home page and default options

The Action List can be set as the home page so that it is displayed when logging in or when you press the home icon, see the General User Details tab in My User Options for further details.

Each user can determine how the Action List displays when logging in. It can be set with defaults with the option of specifying how the defaults are used. To change the defaults of the action list see Action List Settings for further details.

Default Display

The default display of the action list will show fewer options to give more vertical screen space. The view contains the key fields used on a day to day basis by most users. The default view (screenshot below) will display:

  • Action List for Referrals - clicking on this will reveal additional options for displaying actions.
  • Jump to Referral - enter the referral/case number and click the lightning icon to got to the Referral Edit screen.
  • Default Action List - clicking on this will re-set the action list back to its default. This is changed on your User settings.
  • Saved Action List Views - You can create numerous saved action lists. There is also a delete icon next to each one.
  • More Presents - this will list additional options, listed below.

Office AL 1.png

More Presets:

Actionlistmorepresets.png

  • Days Ago - This specifies the number of days in the past to display (also displays the inclusive from date that is currently in use). If you wish to view all outstanding work then set this to 9999. You can either switch between Days Ago or a Fixed Date which will launch a calendar for you to pick a date.
  • Days future - This specifies the number of days in the future to display (also displays the inclusive to date that is currently in use). Please not the larger the period the longer the page will take to display. It is recomended to look at 7-30 days. You can either switch between Days Ago or a Fixed Date which will launch a calendar for you to pick a date.
  • Action type selection - This option specifies the type of action to display.
    • All actions done in the date range - This will display all actions that have been entered in the time period. This will include new referrals/cases, updates and extra information.
    • All actions done plus out standing actions - This will display all actions that have been entered in the time period as well as actions set as to be done in the time period.
    • Outstanding actions only - This displays only outstanding actions due the time period.
  • Sort Order - Select how you would like the results to be displayed.
  • Save this search - This button allows the user to create a pre-set button when doing searches. This is discussed later on this page.
  • List Again - This refreshes the results based on the criteria entered.
  • To be done by - This will display a list of users on the system, also restricted if using branches.

More Filters

Morefilteraction.png

To access more detailed search options, click on More Filters... This page is split into 3 sections: Service Provider, Referral and Action.

Service Provider:

  • Name - Filters by name.
  • Postcode - Filters by Postcode.
  • District(s) - Filters by Districts.

Referral:

  • Project(s) - Filters by Projects.
  • Template(s) - Filters by Templates, displays the templates relevant to the Projects selected. If using this option you can update multiple outstanding actions via the results.
  • Current referral stage - Filters by the template stage, diplays actions on that stage. The stages displays are relevant to the Projects selected.
  • Sub category - Filters by Project Sub Category.
  • Uploaded Document Category - Allows to specify referrals.cases with or without documents attached.
  • Referral ID from and To. - Allows to filter by a range of referral numbers.
  • Additional Organisation or Person. - allows you to filter based on the record type assigned to that referral.
  • Referred by - Filters by referrer.
  • Referral entered by - Filters by the user that entered the record (the logged in user).
  • 'Referral Complete/Incomplete - Filters by the completion state of the referral/case.

Action:

    • Due Stage - filters on what stage has been specified in the Further Action
  • What to do/what done - Searches the text entered via Record A Contact. Recommended to only use one word as will do an exact match.

When clicking list again, any of the advanced options used will be added to the Default Section so it is clear what search criteria was used.

The Results

The results based on the specified criteria will be displayed in the lower section of the page.

Action list results.PNG

The following columns and options are:

  • Title - Displays the type of results displayed.
  • Priority Rating (if used). - shows the priority assigned to the referral or action
  • Ref. No. - The Referral/Case number, click to go to the Referral Edit page.
  • Name - The persons/organisations name that the case is related to. Click to go to that record.
  • Ref. Date - The date the referral/case was opened/created.
  • Entered By - The user that entered the action.
  • Initial Referral - Displays a quick view link or details of the initial referral.
  • What to be done/Was done - Displays text that has been entered on/for the action.
  • Date Due/Date done - The due date or date done of the action.
  • By Whom? - The User that is/was set to do the action.
  • Project - Specifies the project the referral/case is related to.
  • Template/Stage - Displays the template and stage for the action.
  • Select for Update - If you have filtered by Template in advanced options then you can use this column to select multiple actions to update. Click the Update Selected button at the bottom of the list to be displayed the Record A Contact screen.
  • Select for Extra Info for actions on the same project and template you can add extra information for the referrals/cases of the displayed actions. Click the actions to add extra info to and click the Extra Info Selected' button at the bottom of the list to go to the Record A Contact screen.
Helpheader small.png
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