Actions

Introduction

Actions are linked to a number of modules within Lucidity, creating a centralised system for both creating actions and ensuring that they can be tracked to completion. 

There are separate views for both users and managers, allowing appropriate reporting and tracking to be achieved.

The Actions feature allows for a list of tasks to be generated for users to review and complete. Actions can be set by system administrators for end-users, by managers for their team members or by users themselves as a personal task list.

Dashboards can be used to summarise a users action list and actions can be linked to specific features within the applicable module.

The Actions tab is available in several modules of Lucidity Software including:

• Lucidity HR

• Lucidity Competency

• Lucidity Incident

• Lucidity Inform

• Lucidity Intranet

• Lucidity Risk

My Actions

Generally, every user will have access to the My Actions menu within the relevant Lucidity Software modules.

Open

From the My Actions menu, users can:

• View existing actions assigned to them

• Add personal actions to generate a task list

• Edit existing personal actions

• Delete existing personal actions

All Actions

Administrators will generally be the only users with access to the All Actions menu for the relevant Lucidity Software modules.

Open

From the All Actions menu, administrators can:

• View all existing actions within the system

• Add actions to any user

• Edit any existing action

• Delete any existing action

Navigation

Both the My Actions and All Actions pages will default to display only current actions relevant to the module being accessed. The detail displayed may vary slightly, dependent on the module being accessed. 

Action features (see below for full details):

• My Filters

• My Emails

• Repeating Actions

• Action Tags

• Action Statuses

• Links to task details (relevant modules only)

Actions are accessible via the Actions tab in the modules listed below.

Filtering & Reporting

Filters are a powerful tool enabling general or very specific searches to be applied. Filters are available on many pages within Lucidity Software.

Filter features:

• Search field for high level filtering

• Various search filters for generating very specific searches

• Ability to apply single or multiple filters at once

• Save filter option

• Reset Filters, which returns filters back to default settings (which may include person status as active)

• Clear Filters, removing all entries in all filters (which may include removing default settings)

Introduction

By default, only the actions associated with the current module will display. By utilising the 'Application' filter, actions from other Lucidity Software modules can be viewed from the My Actions and the All Actions pages.

There are some variations in how action filtering works within the different Lucidity modules, to reflect the different priorities when accessing actions from each location. The following section summarise the variations.

When it comes to determining which organisational structure (division, business unit etc) an action ‘belongs to’, it can be a little tricky, as there can be two connections to a structure.

ALL actions have an actionee. Actionees usually sit within one or more org structures, such as a Division.

However, in some instances an action may also have a linked object (an InForm or Incident as example), which can also have an organisational structure association such as a division, business unit etc. This is illustrated below. 

In modules where actions are most commonly created as part of an InForm record, Incident issue or Risk, it generally makes sense to report on the linked object itself (the form, issue or risk). In the remaining HR and Competency modules, there are no linked objects. Actions are created simply as actionable items for ‘people.'

Therefore, the system’s organisational structure filters work differently depending on the module actions are viewed from.

Competency & HR Modules

The following table summarises the key aspects of the All Actions menu within these modules.

Incident, InForm & Risk Modules

The following table summarises the key aspects of the All Actions menu within these Modules.

Intranet Module

The following table summarises the key aspects of the All Actions menu within the Intranet Module.

Common Tasks

Create an Action

Actions can be added from the My Actions menu, the All Actions menu or from other locations within Lucidity Software, such as within a specific risk in Lucidity Risk. See each application user guide for full details.

To add new actions, from the My Actions or All Actions page,

1. Click 'Add New'

    

2. Complete the fields (Refer to 'Definitions of Fields' below)
   The details captured for each action may vary slightly between each Lucidity Software module. Fields marked with * are mandatory.

3. Click 'Save' to save the action and assign it to the actionee(s)

Definition of Fields

Edit an Action

1. Locate the action at the bottom of the screen (Hint: Hiding filters can make viewing the results easier)

2. Click 'Edit' to the far right of the relevant action

    

3. Adjust fields as required

4. Click 'Save' to keep the changes

Delete an Action

To delete actions, from the My Actions or the All Actions page,

1. Click 'Show Filters'

2. Use filters as required to locate the relevant action

   1. Note default filters will be set to display open actions for the current module only

3. Click 'Filter'

4. Locate the action at the bottom of the screen (Hint: Hiding filters can make viewing the results easier)

5. Click 'Actions' to the far right of the relevant action

6. Click 'Delete'

7. In the pop-up that appears, click 'Delete' to completely delete the action

Linked Items in Actions

Actions created from outside the dedicated actions tab, such as within a risk in Lucidity Risk, will generate links to that item for the actionee to utilise. These links will then appear in the My Actions page for the actionee.

By clicking on the  icon from Lucidity Intranet or the hyperlink within the action, the user will be taken back to the record where the action initially generated from.

Reopening Closed Actions

Closed actions can be reopened if required but only via Lucidity Intranet.

To reopen an action, from Lucidity Intranet > Actions:

1. Use filters to locate the action (note default filter may be set so only open actions are displayed)

2. Click 'edit'

3. Click 'reopen action'

    

4. The action will be reopened and the status will remain set to open until it is closed once again

Dashboard Widgets

Lucidity modules include dashboards to allow data to be analysed and to assist reporting. Configuring the dashboard enables the information required to be shown in visual graphics at a glance. There are two widgets relevant to actions which may be useful to include on a user's dashboard.

Permissions

In most system configurations, all users are automatically given access to the My Actions menu within the Actions tab. Administrators will also have access to the All Actions menu. Permissions for all Lucidity applications are set via Lucidity Access and are generally configured by the administrator. Refer to the Access Roles page within the Lucidity Access user guide for more details.

Notifications

Email notifications will be sent automatically as part of the Action Workflow. These notifications will be sent to the Actionee when the following occurs:

• New action is saved

• Existing action is assigned to a new Actionee

• Action is reopened

• Action due in 7 days

• Action due tomorrow

• Action 1 day overdue

It is important to note that scheduled reports via emails can also be utilised to notify users of additional information as required. Refer to the My Emails user guide for more information.

All standard system notifications are listed here. Note not all of these may be activated in every Lucidity site.