Action

From QmPlusDoc

An action is a way to follow up and close a message. A message can have multiple actions and an action can have multiple messages.

Managed under Action process.

Usually created from the Message process page.

Can be deleted and get attached to or detached from messages under Attached messages.

Contents 1 Data 1.1 Text fields 1.2 Persons responsible 2 Access control 2.1 The different access types give the following rights 2.2 Requirements for obtaining the various access types

Data

• Action name: Used to identify the action in tables and overviews. Mandatory field.
• Budget: How much money is set aside for this action.
• Actual cost: Describes what the actual cost was. This field is used as the cost field in the graph for actions.
• Status: Under planning, under execution, under approval, approved. See Action status.
• Action categories: The categories of the type Action in the message this action was made for, can be used in the action to categorize it. This is a multiple choice field.

Text fields

• Original deviation: Description of the original deviation. Copied from the first text field in the message this action was created from.
• Corrective action: Description of the corrective action. Option: May be copied from the second text field in the message this action was created from. The text copied here should often be interpreted as a suggestion and should be changed by the creator of the action to become a task description.
• How to prevent repetition: Description of how to prevent the incident from happening again. You have to do something more than simply correct the error. Option: May be copied from any third text field in the message.
• Comment: Additional comments to the action.

Persons responsible

• Message originator: The users who have created messages attached to this action.
• The action was created by: The user who created and owns the action and thus is responsible for it. Must also approve the action before it is closed.
• The action will be executed by: Those who will execute the action. Can be selected among all the users in the system.
• The action will be approved by: The person who will approve the action. It is always the same user who created the action. Can also be done by a super user with the system role Content administrator.

Access control

All actions are registered on a department and get the status Under planning or Under execution if the selection of the executor is made in the Message process page. What kind of access a user has to an action is determined by the status and department of the action, and the user type, the department and the roles of the user.

The different access types give the following rights

• Read access
  • Can read the action.
  • Can send email comments to it.
• Write access
  • Can edit the action.
  • Some fields require also Process access to be able to edit them.
  • Activates the Save button.
• Execute for yourself
  • Can mark an action as Executed for their own users.
• Execute for others
  • Can mark an action as Executed for users within their own hierarchy.
  • With Process access, can mark the action as Executed for users outside their own hierarchy.
• Process access
  • Can process the action.
  • Can change its status.
  • Can assign or remove the person responsible for execution.
  • Can attach the action to several messages or detach it from messages.
  • Can edit the field Original deviation.
• Delete access
  • Can delete the action. All attached messages will be detached and get the status New or Sent to case handler depending on their previous status.
• Administration access
  • Can edit an action even if it is closed and locked.
  • Can re-open closed actions.
  • Can also do whatever the other access types can do.

Requirements for obtaining the various access types

• Read access
  • The message originator of a message which is attached to the action.
  • The executor of the action.
  • Users with the user type manager, case handler or reviewer who have the same department as the one on which the action is registered or a department which is directly above this in the hierarchy.
  • Users with the user type manager, case handler or reviewer who have the same department as the one on which a message attached to the action is registered or a department which is directly above this in the hierarchy.
  • Users who have been set as case handlers for a message which is attached to this action.
  • Users with the user type manager, case handler or reviewer who have the same department as a user who has been the case handler for a message attached to the action or a department which is directly above this in the hierarchy.
  • Users who have been informed of a message through an email from the Message process page and this message is attached to the action.

• Write access is granted only when the action's status is not Approved.
  • Users with the user type manager or case handler who have the same department as the one on which the action is registered or a department which is directly above this in the hierarchy.
  • Users who will execute the action and the action's status is Under execution.
  • Users with the user type manager or case handler who have the same department as the action's executors or a department which is directly above this in the hierarchy.

• Execute for yourself
  • Users who will execute the action and the action's status is Under execution.

• Execute for others
  • Users with the user type manager or case handler who have the same department as the action's executors or a department which is directly above this in the hierarchy, and the action's status is Under execution.

• Process access
  • Users with the user type manager or case handler who have the same department as the one on which the action is registered or a department which is directly above this in the hierarchy.

• Delete access
  • The owner of the action, the user who will approve the action, can delete it if it has the status Under planning.

• Administration access
  • Given to the users with the system role Content Administrator.