Action List

Introduction

The Action List displays:

• Actions done by users of the system
• Outstanding actions (i.e. actions that are yet to be done).

The default display has options so that you can choose to see:

• Actions for yourself, for another user, or for all users;
• A date range - specify how many days in the past/future you want to see;
• Actions done, actions outstanding, or a mixture of the two.

You can change what you see 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.

There is also a set of Advanced Options.

How to set up your own Action List - click "Expand" to show.

A good configuration is to set the display so that it shows your own actions, 7 days past and future, and "Outstanding Actions Only". This means the Action List functions as your task list.

You can change your default Action List settings 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.

File:AL 1.png

Then, on the "Referrals/Actions Settings" tab, change the relevant options.

File:Office AL 3.png

• Here you can also decide whether the list should be ordered in descending order (newest items on top) or ascending order (newest items at the bottom).
• Default or Previous? - this option will let you choose how your Action List displays during your time on the system.
  • If you choose "Always use my default list", whenever you view your Action List, it will use the defaults set on this page. You will still be able to use the Advanced Options too.
  • If you choose "Always use my previous list", your Action List will display however you last left it. When you use any Advanced Options, they will be automatically moved into the top section of the page, and will stay there for the next time you use the page (until you choose not to use them - i.e. set them back to "all" or the equivalent - when they will go back to the lower section again)
  • If you choose "Use my default each time I log in, then use my previous list", the system will reset the page to your default options each time you log in, but will preserve any Advanced Options used (as described above) until you log out.

Examples of use

Using the Action List to check a colleague's work for the day

If somebody is off sick, it might be useful to see what they have lined up to be done for that day. A colleague can then address anything urgent for the day.

To do this, you could change the Action List defaults to the name of the colleague, 1 day past and future, and "Outstanding Actions Only".

File:AL 4.png

Using the Action List to see an overview of work

You could also use the Action List to see an overview of all work done by your organisation over the week.

To do this, the settings would be set to "All Users", 7 days past and 0 days future, and "All Contacts Done In The Date Range".

File:AL 5.png

Advanced Options

In addition to the standard filters of "Which User", "Days past/future" and "Type of action", there are also Advanced Options, available by clicking on the Advanced Options heading (or the + symbol).

File:AL 7.png

This will display options as shown.

File:AL 8.png

• Date from/to - date range
• Referral nos. - enter a range of referral numbers here. If searching within one referral, enter the same number in both boxes.
• What to do/what done - search within text that has been entered on Contacts/Actions.
• Soundex - if you tick this box, the system will search for close matches to the text you enter, as well as the exact text.
• Name - of the person or organisation(s) that actions relate to.
• Postcode of the person/organisation(s).
• District(s) of the person/organisations(s).
• Referred by - to search for Referrals from a particular Referrer.
• Entered by - which user entered the action(s).
• To be done by - which user was nominated to do the action(s).
• Project(s) - to search for Referrals under a certain Project.
• Template(s) - to search for Referrals which have used a particular Referral Template (or Templates).
• Stage(s) - to search for Contacts which have used a particular Stage (or Stages) within a Referral Template.
• Sub category - Project Subcategory
• Completed/ongoing referrals - choose whether to see actions from referrals which are complete (i.e. there are no outstanding actions waiting), incomplete (where outstanding actions are still waiting), or both.

Batch updating/adding of information

The Action List also enables you to batch update outstanding actions, and also batch add information to existing referrals.

Batch updating outstanding actions

When the Action List is displaying more than one outstanding action, tick the "Update" column for any you want to update, then click "Update All".

This option will only display when you have filtered by project - this is in the Advanced options mentioned above.

You will now be taken to a single "Record a Contact" screen which will update all of the actions simultaneously.

Batch adding information to existing referrals

The process is the same for batch adding information. Put a tick in the "Extra Info" column for each action you want to add information to, then click the "Extra Info All" button.

As before, you will now be taken to a single "Record a Contact" screen which will add information to all of the actions simultaneously.

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