This article focuses on the Action ‘Set Status’ outcome. The Action Set Status outcome of Workflow Rules allows you to create rules to automatically set the stage of the action to closed, once it has been completed.
This article covers:
- Before you get started
- Best Practice for setting up Workflow Rules
- Use Action ‘Set Status’ to automatically set the stage of the action to closed, once it has been completed
- Which users can appear on the action approver list
Watch this short video for an overview of how to set a workflow rule to auto-close actions.
BEFORE YOU GET STARTED
The Action Set Status outcome of Workflow Rules allows you to create a rule which automatically sets the stage of an action to closed, once it has been completed. The final stage of the action workflow allows the user who raised the action to review what the actionee has done, and either close it or mark it as incomplete to return it for more information. This stage may not be required for every action raised and Workflow Rules allows you to automate some of your action processes.
For example,
- If you raise a low priority action, you can create a rule to automatically close this action when the actionee completes it
- if you do not want any actions to be manually reviewed and closed, you can create a rule to automatically close all actions when the actionees complete them.
Before creating Workflow Rules in Assure we suggest you follow the below steps to plan the rules you need to set up.
- Define your action process
- Review what the process should look like and which actions are able to be closed automatically
- Communicate any changes you are making to your team, so they are aware of any automation of action status
- Monitor execution of rules
BEST PRACTICE FOR SETTING UP WORKFLOW RULES
- Plan before you build: Think through all scenarios.
- Use a standard naming convention: Include org unit (if applicable), criteria used and outcome. The Name and description are searchable.
USE ACTION ‘SET STATUS’ TO AUTOMATIALLY SET THE STAGE OF AN ACTION TO CLOSED
Decide what trigger/s you would like the rule to execute on.
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An action is marked as complete:
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This is the only trigger available for action rules.
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When an actionee marks an action as complete, the workflow rules will be checked to see if the criteria are met, and execute the outcome accordingly
Once you have set your trigger and filter criteria select ‘Set Status’ in the outcome section and complete details.
- Close Action: this is the only available outcome. Create a rule to set the status of the action to Closed.
- Set Action Approver to Raised by User: This is the user who will be displayed as the user who Closed the action. With this option selected, the user who created the action will show as the user who closed the action. This mirrors the current manual closure process.
- Set Action Approver to Actionee: This is the user who will be displayed as the user who Closed the action. With this option selected, the actionee will show as the user who closed the action.
- Set Action Approver to Select User: This is the user who will be displayed as the user who Closed the action. With this option selected, you can choose which user will show as the user who closed the action. You might choose your H&S Manager, or Administrator
WHICH USERS CAN APPEAR ON THE APPROVER LIST
Action Approver:
Users must have access to main system Assure to be selected as the action approver. AssureGO+ Only users cannot close actions.