How to Manage Project Actions

Summary

Table of Contents

• Assigning actions to individuals
• Assigning due dates to actions
• Viewing actions in the activity centre
• Save time with auto assignment of actions

Assigning actions to individuals

Allocate ownership of actions to colleagues by selecting their name from the corresponding actions drop down. Upon saving the project after assignment, the individual will be notified of their action assignment. 

Assigning due dates to actions

Set due dates for actions by selecting a date from the corresponding action row. This will allocate a due date for the action, which will be displayed to the assigned owner in the list of actions in their activity centre. Actions that are overdue will be reflected by a red colour accordingly to draw urgent attention.

Viewing actions in the activity centre 

Via clicking the 🔔 icon in the nav bar, users can view their assigned actions by clicking the 'Actions' tab. This view lists out a users assigned actions and displays in order of due date (newest to oldest). 

For those with the correct permissions, you can toggle on 'All overdue actions' which gives the user the ability to see all overdue actions in the business. This will be especially helpful for management roles who want to see where support is needed to bring projects back on track. 

Save time with auto assignment of actions 

Whilst it is straight-forward to assign individuals to actions on a project by project basis, organisations may want to automatically assign actions to (i) project roles, or (ii) fixed individuals. The below instructions relate to configuring and managing actions in your workflow builder - you can read more about configuring workflows. 

(i) Auto assignment by role

• Assign actions to individual occupying the project role. When editing or creating an action, select the 'role' radio button and then choose the project role that you want to assign an action to. This will, in practice, assign the specified action to whichever individual is assigned to that project role when the project is first created. 
  
  
   
• Here's a scenario: The action 'Collect site details' is assigned to the role 'Salesperson'. When a project is created and Sally Salesperson is assigned to the 'Salesperson' role, upon saving the project, Salesperson Sam will be automatically assigned to the 'Collect site details' action. 

(ii) Auto assignment by fixed individual

• Assign actions to one individual for every project. When editing or creating an action, select the 'individual' radio button and choose the individual team member that you would like this specific action to always be assigned to. This will, in practice, assign the specified individual to this action every time a new project is created. 
  
   
• Here's a scenario: The action 'Schedule installation date' is assigned to individual team member Manager Martha. When a project is created and saved for the first time, Martha Manager will be assigned automatically to the 'Schedule installation date' action.