Creating and Managing Draft Actions – Evotix

This article explains how to create, view, and publish Draft Actions (Actions saved in a holding state before being formally assigned to an Actionee) within Assure (the Evotix health and safety management platform). Draft Actions can be created for three Action types: Freestanding Actions (Actions not linked to a module record), Module Actions (Actions linked to a specific module record such as an Incident Record or Audit), and iQ Actions (Actions generated from an iQ Template checklist). The Draft status allows Actions to be reviewed and agreed before the assigned user is notified. Two role-level permissions control Draft Action access. Once published, the Actionee receives a system email notification and the Action status is determined by the completion percentage set at the point of publishing. Publishing can be performed individually or in bulk at the module record level.

Prerequisites - Enabling Draft Action Permissions

The ability to create and publish Draft Actions for yourself, and to see and manage those created by others, can be enabled in role permissions for a user.

There are two permission settings available:

Permission	Description
Create and Publish Draft Actions For Myself Only	The ability to see, create, edit, and publish Draft Actions that the user has created.
Edit and Publish Draft Actions of Others	The ability to see, edit, and publish Draft Actions created by other users.

Each permission can be set to Deny, Allow, or Inherit.

What Are Draft Actions?

Assure allows you to create draft Freestanding, Module, and iQ Actions. The Draft status allows time for Actions to be agreed before publishing to a user to complete.

Creating a Draft Action

When the Create and Publish Draft Actions For Myself Only permission is set to Allow, the user will see a Save as Draft option in the Action save menu when creating an Action.

Selecting Save as Draft saves the Action with a Draft status. The Draft Action will appear in the module's Actions table with a Current Status of Draft.

Viewing Draft Actions

Draft Actions are visible in two areas of Assure:

Action Manager

Within Action Manager, you can filter by Draft Actions using the Filter by dropdown,

My Tasks

Draft Actions you create will show in your My Tasks area until they are published or reassigned to another user.

Publishing Draft Actions

Once Draft Actions have been created, they can be published by the creator and/or by users who have the Edit and Publish Draft Actions of Others permission set to Allow.

On publishing, users assigned to complete the Actions will be notified by system email.

The Action status after publishing is determined by the completion percentage set on the Draft Action. For example, if a Draft Action was set to 25% complete, the Action status on publishing will be In Progress.

Draft Actions can be published individually or in bulk at the module record level using any of the following methods:

Method 1 - Save and Publish from within an individual Action

Edit the individual Action and select Save and Publish from the save menu.

Method 2 - Publish from the more menu

Select Publish from the more menu of an individual Action, accessible from the module record, Action Manager, or My Tasks.

Method 3 - Publish all Draft Actions on a Module Record

Select Publish Draft Actions from within the Actions section of a module record. This option publishes all Draft Record and iQ Actions assigned to that record.

AI Metadata

Product Area: Action Management, Task Management, Role Permissions
User Role: System Administrator (to configure permissions); Standard User (to create and publish Draft Actions, subject to role permissions)
Tags: draft actions, freestanding action, module action, iQ action, publish draft, action manager, my tasks, role permissions, action status, save as draft
Version/Region: All Assure versions; all regions
Important synonyms: Draft Action = Action in Draft status; Publish = make an Action active and notify the Actionee; Actionee = the user assigned to complete the Action; Freestanding Action = standalone Action not linked to a module record; iQ Action = Action raised from an iQ Template
Suggested embedding keywords: create draft action Assure, save action as draft, publish draft action, draft action permissions, action manager filter draft, my tasks draft action, freestanding draft action, module draft action, iQ draft action, action notification on publish
Relevant modules and cross-module implications: Draft Actions are available across all modules that support Action creation (for example, Incident Record, Audit, Hazard Spotting). The Draft Action workflow spans the Action Manager (Task Management area) and the My Tasks area. Role permissions for Draft Actions are configured in the Roles area under Organisational Configuration. Publishing a Draft Action triggers system email notifications to the assigned Actionee.

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