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Working with action items using "Quick View"

Along with some usability improvements to action items released on May 13th, 2015, we've created a new concept called Quick View to help customers quickly understand where the action item is at in the process and what are the next steps required. This article explains the new Quick View concept.

Quick View - Minimized version:

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This version of the Quick View shows in areas with a small amount of real estate for customers to see the progress of the action item. This is shown on action item listing views as well as in the program module and inspections (mobile forms) module.

 

Quick View - Expanded version:

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This version of the Quick View shows in the Action Item module when viewing the details of an action item. The entire workflow of action items remains the same and he Quick View just summarizes the existing states into 5 progress categories as identified below:

 

Progress 0 of 4:

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This Quick View shows none of the states filled in (0 of 4). This Quick View summarizes the action item in the following states: Suspended, Terminated, Not Started, and when the action item was Declined. In all four instances the action item does not have an assignee and it is important for the creator of the action item to assign it.

 

Progress 1 of 4:

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This Quick View shows 1 of the states filled in (1 of 4). This Quick View summarizes the action item in the following state only: Pending Acceptance. Because this state is important the assignee is made aware that they are required to accept or decline when viewing the details of this action item to move it along.

 

Progress 2 of 4:

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This Quick View shows 2 of the states filled in (2 of 4). This Quick View summarizes the action item in the following state only: In Progress. Because this state is important the assignee is made aware that they are required to enter in the "Action Taken" when viewing the details of this action item and either "Save Only", if they are working on the action item but are not done, or "Submit for Approval" if they are done with the action item and want a manager to approve it.

 

Progress 3 of 4:

 

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This Quick View shows 3 of the states filled in (3 of 4). This Quick View summarizes the action item in the following state only: Pending Approval. Because this state is important the creator is made aware they they are required to either Approve or Reject the action item to advance the action item.

 

Progress 4 of 4:

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This Quick View shows 4 of the states filled in (4 of 4). This Quick View summarizes the action item in the following state only: Completed. Action items in this state show that they are completed and no further edits are allowed.

 

This table summarizes the states and how they are represented in the Quick View:

State Quick View Description
Not Started 2015-05-19_14_10_35-eCompliance.com____Management_System_-_Internet_Explorer.png The Action Item has been created, but has not been assigned.
Pending Acceptance 2015-05-19_14_18_34-eCompliance.com____Management_System_-_Internet_Explorer.png The Action Item has assigned to a Assignee, but the Assignee has not yet accepted the Action Item
Declined 2015-05-19_14_22_58-eCompliance.com____Management_System_-_Internet_Explorer.png The Action Item has been "Declined" by the Assignee. The Creator of the Action Item now has to edit the Action item to change the details and "Re-assign" the Action Item again.
In Progress 2015-05-19_14_11_04-eCompliance.com____Management_System_-_Internet_Explorer.png The Action Item has been "Accepted" by the Assignee, and is in progress. The Assignee can work on the action item and when they are done, send if for approval. An Action Item can also be set to "In Progress" if the Creator "Rejects" the Action Item while it was "Pending Approval", thereby putting the Action Item back into "In Progress".
Pending Approval 2015-05-19_14_11_45-eCompliance.com____Management_System_-_Internet_Explorer.png The Assignee has completed the Action Item and has submitted it to the Creator for "Approval". If the Action Item is "Approved" by the Creator it will be "Complete", else the Action Item will return to the "In Progress" state with a "Rejected" reason.
Completed 2015-05-19_14_19_26-eCompliance.com____Management_System_-_Internet_Explorer.png The Assignee has completed the Action Item and has been accepted by the Allocator. Action Items can only be deleted by a user with the "Change any Action Item" permission.
Suspended 2015-05-19_14_27_02-eCompliance.com____Management_System_-_Internet_Explorer.png At any time the Action Item Creator can Suspend the Action Item. If the Creator wants to assign the Action item to a different Assignee, the Action Item must first be Suspended before it can be reassigned.
Terminated 2015-05-19_14_31_35-eCompliance.com____Management_System_-_Internet_Explorer.png Action Items can only be deleted by a user with the "Change any Action Item" permission. A terminated Action item is no longer active, but it is kept in the system as proof of due diligence and a record that a decision was made not to complete a specific task.
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