Difference between revisions of "Action List"

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(Setting up your Action List)
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[[File:helpheader_small.png|right]]
 
 
The Action List displays:
 
 
 
* Actions done by users of the system
 
* Outstanding actions (i.e. actions that are yet to be done).
 
 
 
You can change the display to show:
 
 
 
* Actions by/assigned to any user of the system, your own actions, or everyone;
 
* 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.
 
 
 
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.
 
 
 
 
 
[[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|XnEqxf9KYYw|790}}
  
==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.
 
 
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 "Outstanding Actions Only".
 
 
 
 
 
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|border]]
 
 
 
 
 
Then, on the "Referrals/Actions Settings" tab, change the relevant options.
 
 
 
 
 
[[File:Office_AL_3.png|border]]
 
 
 
 
 
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.
 
 
 
==Examples of use==
 
 
 
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.
 
 
 
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;
 
 
 
 
 
[[File:AL_1.png|border]]
 
 
 
 
 
You can then set your home page from the "General User Details" tab;
 
 
 
  
[[File:AL_2.png|border]]
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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 and a day to day basis by most users.  The following will be seen:
  
...and the Action List defaults from the "Referrals/Action Settings" tab.
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[[File:Office_AL_1.png]]
  
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* '''Pre-set Buttons''' - The Action List has one built in button called 'Default Action List'.  The default button will reset the results based on the defaults on the [[My User Options]].
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* '''Clear All Options''' - This button removes selections on all all filters, will set to included all options.  Date boxes and text entry boxes will be cleared.
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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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* '''Action user selection''' - This will display a list of users on the system, also restricted if using [[Modules|branches]].
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* '''Days Past''' - 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.
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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.
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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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** '''Previously outstanding actions - now completed''' - Displays outstanding actions that have now been completed in the time period.
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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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* '''Sort Order''' - Select how you would like the results to be displayed.
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* '''Summary or detailed info for initial referral''' - Select if a summary is displayed (gives a quick view link) or Full description (includeds more details in the initial referral column).
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* '''List Again''' - This refreshes the results based on the criteria entered.
  
[[File:AL_3.png|border]]
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=Advanced Options=
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To access the advanced options click on the plus icon to expend the search criteria options.
  
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* '''Date from''' - Specifies the date to search from, including the date entered.
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* '''Date to''' - Specifies the date to search to, including the date entered.
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* '''Uploaded Documents''' - Allows to specify referrals.cases with or without documents attached.
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* '''Referral nos.''' - Allows to filter by a range of referral numbers.
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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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** '''Soundex''' - Enables Soundex search.
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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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* '''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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* '''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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* '''Contact done stage(s)''' - Filters by the template stage, displays by actions done on that stage.  The stages displays are relevant to the Projects selected.
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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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* '''Completed/ongoing referrals''' - Filters by the completion state of the referral/case.
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* '''List Again''' - This refreshes the results based on the criteria entered.
  
==Example display of Action List items==
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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.
  
Some typical entries on your Action List might look like this:
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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:Action_list_results.PNG]]
  
[[File:Office_AL_4.png|790px|border]]
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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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* '''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.
  
* 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]]
* The client to whom the action relates is displayed - you can click on their name to see their Client Details screen.
 
* 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.
 
* 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.
 
* The person who the work has been assigned to is displayed;
 
* 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.
 
* The Project that the action relates to is shown
 
* The person who entered the work is also displayed
 
* 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.
 

Revision as of 12:30, 14 October 2021

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 and a day to day basis by most users. The following will be seen:

Office AL 1.png

  • Pre-set Buttons - The Action List has one built in button called 'Default Action List'. The default button will reset the results based on the defaults on the My User Options.
  • Clear All Options - This button removes selections on all all filters, will set to included all options. Date boxes and text entry boxes will be cleared.
  • Save this search - This button allows the user to create a pre-set button when doing searches. This is discussed later on this page.
  • Action user selection - This will display a list of users on the system, also restricted if using branches.
  • Days Past - 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.
  • 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.
  • 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.
    • Previously outstanding actions - now completed - Displays outstanding actions that have now been completed in the time period.
  • Jump to Referral - enter the referral/case number and click the lightning icon to got to the Referral Edit screen.
  • Sort Order - Select how you would like the results to be displayed.
  • Summary or detailed info for initial referral - Select if a summary is displayed (gives a quick view link) or Full description (includeds more details in the initial referral column).
  • List Again - This refreshes the results based on the criteria entered.

Advanced Options

To access the advanced options click on the plus icon to expend the search criteria options.

  • Date from - Specifies the date to search from, including the date entered.
  • Date to - Specifies the date to search to, including the date entered.
  • Uploaded Documents - Allows to specify referrals.cases with or without documents attached.
  • Referral nos. - Allows to filter by a range of referral numbers.
  • 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.
    • Soundex - Enables Soundex search.
  • Name - Filters by name.
  • Postcode - Filters by Postcode.
  • District(s) - Filters by Districts.
  • Referred by - Filters by referrer.
  • Referral entered by - Filters by the user that entered the record (the logged in user).
  • 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.
  • Contact done stage(s) - Filters by the template stage, displays by actions done on that stage. The stages displays are relevant to the Projects selected.
  • 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.
  • Completed/ongoing referrals - Filters by the completion state of the referral/case.
  • List Again - This refreshes the results based on the criteria entered.

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.
  • 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