My Actions Tab
When a User logs in to their Ideagen Safe Food account, and navigates to the 'My Actions' tab on the Main Dashboard, the User is presented with a smart dashboard and interactive grid. As Programmes are built and Records are created, Users and Contacts may be assigned tasks to complete. These tasks will be visible in the 'My Actions' tab of the specifically responsible User or Contact.
Important: In Ideagen Safe Food, Users and Contacts (Employees, Suppliers, Customers, Organisations, and Sites) are different entities. This is necessary from a security, compliance and management point of view. A User must be Contact Associated with their Contact in the Users page to ensure that the User will see the actions associated to their Contact in Programmes, Records, Documents, etc. For details on completing the Contact Association, see here.
Image: My Actions Tab
Smart Dashboard Dashlets
The Smart Dashboard Dashlets displays the number of open actions the User currently has, the number of actions that are overdue and out of the overdue actions, which have had a significant risk assigned to them.
Image: My Actions Volume Dashlet
1. My Actions Open: The number of open actions assigned to the User will appear here.
2. My Actions Overdue: The number of open actions assigned to the User which have become overdue will appear here.
3. My Significant Risk Actions Overdue: The number of open actions assigned to the User which have become overdue and have a significant risk (Medium or High Risk Record) will appear here.
4. My Actions Created By Week: Displays analysis of the total number of actions created by week for the User. Hover over the line to see the quantity created.
Image: My Open Actions by Module Dashlet
1. My Open Actions by Module: The total number of open actions assigned to the User will appear here split by module. Click on the module square to access the module.
Image: My Overdue Actions by Module Dashlet
1. My Actions Overdue: The total number of open actions assigned to the User which have become overdue will appear here split by module. Click on the module square to access the module.
2. My Significant Risk Actions Overdue: The number of open actions assigned to the User which have become overdue and have a significant risk (Medium or High Risk Record) will appear here split by module. Click on the module square to access the module.
Interactive Grid
The Interactive Grid displays key information relating to each open action. This data includes the name, due date and significance of each open action. Furthermore, Users can now filter their open actions in various ways including by due date, name, module and significance.
Image: My Actions Tab Grid
1. Search: Use the Search Bar to search for the name of the Food Safety Plan/Document/Record you have an action for.
2. No.: The number of the Food Safety Plan/Document/Record will appear here.
3. Date: The date the action was assigned will appear here.
4. Last Activity: The date there was last activity in the Food Safety Plan/Document/Record will appear here.
5. Name: The name of the Food Safety Plan/Document/Record will appear here. Click on 'Name' to access the Food Safety Plan/Document/Record to bring brought to the action.
Note: Clicking the 'Name' will take you to the action on the same browser page. Therefore you will be taken away from the My Actions Grid. Therefore you would lost any filters or sorting added. If you wish to keep the My Actions Grid open, ensure to open the action in a new browser page.
6. Risk: The risk assigned to Record will appear here. If the Record does not have a risk selected, it will appear blank.
Note: Food Safety Plans, Documents and some Record types do not have the option have risks selected. Therefore the risk will always be blank for these types of actions.
7. Due: The date the Record is due to be completed will appear here. If the Record does not have a due date selected it will appear blank.
Note: Food Safety Plans, Documents and some Record types do not have the option have due dates selected. Therefore the due date will always be blank for these types of actions.
8. Module Name: The module from which the action was generated will appear here.
9. Action Required: The specific action you are required to complete will appear here.
10. Overdue: Displays whether or not the action is overdue.
Note: Record types that have the possibility to have a due dates noted, either by the presence of a due date field in the Record itself or a due date created from a scheduled Programme, will appear as overdue when the due date has passed.
Food Safety Plans and Documents will not appear as overdue. However, the Record types that do not have the possibility to have a due dates selected will still have the possibility to appear overdue if they have a Risk noted. Records with:
- None/Low Risk and the Record has been opened for 14 days
- Medium/High Risk and the Record has been opened for 7 days
11. Significant: Displays whether or not the action is significant. The system default risk models note medium and high risks as significant.
Note: For an action to be marked as significant, there must be a significant risk associated with it. Therefore Food Safety Plans, Documents and some Record types that do not have the possibility to have a risk selected, will always appear not significant.
12. Navigation Arrows: Use the arrows to move from page to page.
13. Refresh: Select the refresh symbol to ensure your actions that are displayed are updated.
14. Remove All Filters: Click to remove all Filters from the actions.
15. Display Archived Records: Select from the options of 'Yes', 'No' and 'Both' to decide if you wish to display archived actions or not.
16. Displaying: The total number of records requiring an action.
17. Show Entries: Select the number of actions you would like to display in the grid at once from the drop-down (Choose from 10, 20, 40, 50, 100 or 150).
Each column within the grid can be sorted and filtered. Click the arrow on the column heading to find the sort and filtering options.
Image: Accessing the Sorting and Filtering Options
1. Sort Ascending/Sort Descending: Use the arrows to sort the data in ascending order or descending order.
Image: Sort Ascending and Descending Options
2. Columns: If you would like to hide any columns, the 'Column' button will provide you with a list of the columns which can then be unticked to hide. Simply retick the column to view it again.
Image: Columns Filter
3. Filters: Filters can be applied to each column by clicking the 'Filters' button. This will provide you with the options for filtering said column. Each column will have a different set of filters.
Image: Date Filter Options
Image: No Filter Options
Image: Last Activity Filter Options
Image: Name Filter Options
Image: Risk Filter Options
Image: Date Filter Options
Image: Module Name Filter Options
Image: Action Required Filter Options
Image: Overdue Filter Options
Image: Significant Filter Options
