This article explains how to use the Action Set Status outcome in Workflow Rules (a tool in Assure that allows Administrators to automate aspects of processes beyond the default assignment and approval workflows) to automatically close an Action (a task assigned to a user within Assure to complete a corrective or preventive measure) once it has been completed by the Actionee (the user assigned to complete the Action). Without this rule, the user who raised the Action must manually review and close it after the Actionee marks it as complete. This article is relevant to Assure Administrators configuring automated action workflows and applies across all Assure modules where Actions are raised.
Click here to check out other articles related to the Workflow Rules manager.
Prerequisites
Permissions Required
Workflow Rules are accessed through System Settings by system administrators. To access Workflow Rules Management, the Supervisor Privilege must be updated to allow the relevant permission. Once enabled, users with that Supervisor Privilege will be able to access the Workflow Rules Management page.
Who Can Appear as the Action Approver
Users must have access to the main Assure system to be selected as the Action Approver. AssureGO+ only users cannot close Actions.
Overview
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 allow you to automate some of your Action processes.
Common use cases include:
- If you raise a low priority Action, you can create a rule to automatically close the 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.
Watch this short video for an overview of how to set a workflow rule to auto-close actions.
Best Practice Before You Build
Before creating Workflow Rules in Assure, follow the steps below 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 to your team so they are aware of any automation of Action status.
- Monitor execution of rules after they go live.
Additional best practice guidance:
- Plan before you build: Think through all scenarios.
- Use a standard naming convention: Include the Org Unit (if applicable), criteria used, and outcome. The Name and Description fields are searchable.
How to Create an Action Auto-Close Rule
Step 1 - Navigate to Workflow Rules Management
Navigate to Settings > System Configuration > Workflow Rules Management. This displays a list of all existing rules with the option to create a new one.
Step 2 - Create a New Action Rule
- Click + New.
- When prompted to select a rule type, select Action. This ensures the rule applies to Actions and displays the Action-specific outcome options.
Step 3 - Complete the Rule Details
Complete the following fields:
- Enabled: Tick this checkbox to make the rule active. Untick to disable the rule without deleting it.
- Name (required): Enter a unique name for the rule. The name appears on the Workflow Rules Management page and in the Workflow Rules Log.
- Description: An optional field of up to 1,000 characters. Use this to describe the rule's purpose and outcome to assist with ongoing management.
Step 4 - Set the Trigger
The trigger An action is marked as complete is the only option available for Action rules and is pre-selected. As soon as the Actionee marks an Action as complete, Workflow Rules will be checked to see if the criteria are met, and execute the outcome accordingly.
Step 5 - Set the Criteria (Optional)
None of the criteria are mandatory. If nothing is entered in this section, the rule will execute on every Action completed in the system. The following criteria can be configured:
- Module: Select the module the rule should apply to. For example, all Actions raised in the Incident Record module could follow one process, and all Actions raised in the Audit module could follow a different process.
- Template: Select the iQ Template if relevant. This allows you to further tailor the Action process in modules with multiple iQ Templates available.
- Org Unit: Select the Organisational Unit the rule will apply to. Note that free-standing Actions may not have an Org Unit, so they could be excluded from rules if an Org Unit is specified here.
- Include Child Organisational Units: Determines whether the rule cascades to child Org Units, allowing rules to apply to entire sections of the organisational structure.
- Filter: Set additional criteria that a record must meet. Filters created within a rule are only visible within that rule and cannot be accessed via Action filters. Date/time criteria are restricted to empty and not empty. Picklist criteria are restricted to equal to, not equal to, empty, and not empty.
Step 6 - Set the Outcome
Close Action is the only available outcome and is pre-selected. This creates a rule to change the status of an Action to Closed once the Actionee has completed it.
Select how the Action Approver (the user displayed as having closed the Action) should be assigned:
| Option | Description |
| Set Action Approver to Raised by User | 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 | The Actionee will show as the user who closed the Action. |
| Set Action Approver to Select User | You can choose a specific user who will show as the user who closed the Action, for example your H&S Manager or Administrator. |
Step 7 - Save the Rule
Click Save to activate the rule. The rule will now appear in the Workflow Rules Management list with a status of Enabled.
Monitoring Rule Execution
The Workflow Rules Log is accessible via System Settings and allows you to monitor the outcome of a rule after it has been executed. Use this to verify that auto-close rules are running as expected and to diagnose any issues.
Related Articles
AI Metadata
- Product Area: Workflow Rules Management, Action Management, System Configuration
- User Role: Assure System Administrator (requires Workflow Rules Supervisor Privilege); any user reviewing Action closure behaviour
- Tags: Workflow Rules, Auto Close Action, Action Set Status, Close Action, Actionee, Action Approver, Action Workflow, Automation, Workflow Rules Management, Action Rules, Supervisor Privilege
- Version/Region: All Assure versions; all regions
- Important Synonyms: Action Set Status = Close Action outcome; Actionee = the user assigned to complete the Action; Raised by User = the user who created the Action; Workflow Rules Manager = Workflow Rules Management; Auto Close = Automatically Close Action
- Suggested Embedding Keywords: auto close action Assure, workflow rule close action, automatically close action Assure, action set status workflow rule, action approver Assure, action marked complete Assure, close action workflow Assure, action automation Assure, workflow rules action rule, Assure action lifecycle
- Relevant Modules and Cross-Module Implications: This article is located within the Workflow Management area of Assure. Action auto-close rules are not module-specific by default; a single rule can apply across all modules unless scoped by Module, iQ Template, or Org Unit criteria. Actions can be raised within any Assure module (for example, Incident Record, Audit, Risk Assessment) or as free-standing Actions. Free-standing Actions may not carry an Org Unit and could be excluded from rules where an Org Unit filter has been applied. AssureGO+ only users cannot be set as the Action Approver in a close rule.