Difference between revisions of "Action List"

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__TOC__
 
__TOC__
  
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==Introduction==
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=Introduction=
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The Action List displays:
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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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* Actions done by users of the system
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=Setting the Action List as your home page and default options=
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* Outstanding actions (i.e. actions that are yet to be done).
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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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The default display has options so that you can choose to see:
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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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* Actions for yourself, for another user, or for all users;
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=Default Display=
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<!-- This line only talks about "actions for" and glosses over the fact that when the user chooses one of the "contacts done" options then the list is displaying Contacts, not Actions; but I think that's probably OK, as to try and explain all of that here would take too long and be too complicated. The real issue is that the heading on the "Action Type Selection" box is poorly worded. As I suggested in my email to MS on 13/8/15, the box should probably just be headed "show...". At the moment the heading is conceptually a bit wrong because this is the Action list but it can actually display Contacts as well; hopefully after Feb 2016 the system will just call everything Actions and then from the user's point of view this wording will be OK again, though the heading of "Action type selection" is the sort of thing that your average user will just glaze over anyway. -->
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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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* 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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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.
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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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There is also a set of Advanced Options.
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[[File:Office_AL_1.png]]
  
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More Presets:
  
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[[File:Office_AL_1.png|border]]
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[[File:actionlistmorepresets.png]]
  
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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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<div class="toccolours mw-collapsible mw-collapsed" style="width:1024px">
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=More Filters=
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'''How to set up your own Action List - ''click "Expand" to show.'''''
 
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<div class="mw-collapsible-content">
 
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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.
 
  
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[[File:morefilteraction.png]]
  
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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.
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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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'''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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[[File:AL_1.png|border]]
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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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'''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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Then, on the "Referrals/Actions Settings" tab, change the relevant options.
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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_3.png|border]]
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[[File:Action_list_results.PNG]]
  
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The following columns and options are:
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* 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).
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* '''Title''' - Displays the type of results displayed.
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* '''Default or Previous?''' - this option will let you choose how your Action List displays during your time on the system.
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* '''Priority Rating (if used).''' - shows the priority assigned to the referral or action
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** 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.
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* '''Ref. No.''' - The Referral/Case number, click to go to the [[Referral Edit]] page.
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** 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)
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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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** 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.
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* '''Ref. Date''' - The date the referral/case was opened/created.
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</div>
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* '''Entered By''' - The user that entered the action.
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</div>
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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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__TOC__
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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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==Examples of use==
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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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===Using the Action List to check a colleague's work for the day===
 
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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.
 
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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".
 
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[[File:AL_4.png|border]]
 
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===Using the Action List to see an overview of work===
 
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You could also use the Action List to see an overview of all work done by your organisation over the week.
 
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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".
 
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[[File:AL_5.png|border]]
 
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==Advanced Options==
 
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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).
 
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[[File:AL_7.png|border]]
 
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This will display options as shown.
 
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[[File:AL_8.png|border]]
 
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* '''Date from/to''' - date range
 
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* '''Referral nos.''' - enter a range of referral numbers here. If searching within one referral, enter the same number in both boxes.
 
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* '''What to do/what done''' - search within text that has been entered on Contacts/Actions.
 
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* '''Soundex''' - if you tick this box, the system will search for close matches to the text you enter, as well as the exact text.
 
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* '''Name''' - of the person or organisation(s) that actions relate to.
 
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* '''Postcode''' of the person/organisation(s).
 
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* '''District(s)''' of the person/organisations(s).
 
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* '''Referred by''' - to search for Referrals from a particular Referrer.
 
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* '''Entered by''' - which user entered the action(s).
 
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* '''To be done by''' - which user was nominated to do the action(s).
 
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* '''Project(s)''' - to search for Referrals under a certain Project.
 
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* '''Template(s)''' - to search for Referrals which have used a particular Referral Template (or Templates).
 
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* '''Stage(s)''' - to search for Contacts which have used a particular Stage (or Stages) within a Referral Template.
 
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* '''Sub category''' - Project Subcategory
 
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* '''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.
 
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==Batch updating/adding of information==
 
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The Action List also enables you to batch update outstanding actions, and also batch add information to existing referrals.
 
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===Batch updating outstanding actions===
 
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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".
 
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This option will only display when you have filtered by project - this is in the Advanced options mentioned above.
 
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[[File:AL_9.png|border]]
 
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You will now be taken to a single "Record a Contact" screen which will update all of the actions simultaneously.
 
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===Batch adding information to existing referrals===
 
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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.
 
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[[File:AL_10.png|border]]
 
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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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[[File:helpheader_small.png|right]]
 
[[File:helpheader_small.png|right]]

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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