Articles in this section

See more

Action Details Screen

  • Updated

Summary

This article explains how to configure Reference Maintenance (a system feature that manages automatic reference numbering for records across modules in Assure). Reference Maintenance enables administrators to activate the Auto Reference feature, which automatically assigns sequential reference numbers to new records based on configurable prefixes and current reference values. This configuration applies to each Module (functional components for managing specific health, safety, and risk processes) in Assure. The article is relevant to system administrators and users with Supervisor Privileges (high-level permissions for advanced configuration).

Prerequisites

  • User must have access to Assure (Evotix's cloud-based Environmental, Health, Safety, and Sustainability (EHS&S) management software platform)
  • User must have permission to view and manage Actions (activities created against records, schedules, or as standalone tasks)
  • User must be assigned to the Action or have permissions to view Tasks for other people

Problem/Intent

Users need a centralised screen to view detailed information about an Action and perform status-specific tasks without navigating to multiple locations. The Action Details Screen solves this by presenting all relevant Action information and providing context-sensitive buttons that streamline workflow transitions (completing, closing, uncompleting, or re-opening Actions) based on the current status.

Steps

Accessing the Action Details Screen

  1. Navigate to Action Manager (the central feature within Assure that provides a unified interface for creating, viewing, editing, assigning, filtering, and managing Actions).
  2. Locate the Action you wish to view.
  3. Click on the Action to open the Action Details Screen.

Completing Actions (Not Started or In Progress Status)

For Actions with status "Not Started" or "In Progress":

  1. From the Action Details Screen, locate the Complete button.
  2. Click Complete.
  3. The system navigates to the Complete Action form (a form used to mark an Action as finished, capturing completion details).
  4. Fill in the required completion details on the form.
  5. Submit the form to mark the Action as Completed.1.PNG

Navigating to Related Records

For Actions with status "Not Started" or "In Progress":

  1. From the Action Details Screen, locate the Go To Record button.
  2. Click Go To Record.
  3. The system navigates to the related record detail screen (the Module or sub-module record associated with the Action).

Closing or Uncompleting Actions (Completed Status)

For Actions with status "Completed":

To Close an Action:

  1. From the Action Details Screen, locate the Close button.
  2. Click Close.
  3. The system navigates to the Approve Action form (a form used to review and finalize closure by formally approving completion).
  4. Complete the approval form.
  5. Submit to change the Action status to Closed.2.PNG

To Uncomplete an Action:

  1. From the Action Details Screen, locate the Uncomplete button.
  2. Click Uncomplete.
  3. The system navigates to the Uncomplete Action form (a form that reverts the Action status from Completed back to a previous state).
  4. Provide the reason for uncompleting the Action.
  5. Submit to revert the Action status.3.PNG

Re-Opening Actions (Closed Status)

For Actions with status "Closed":

  1. From the Action Details Screen, locate the Re-Open button.
  2. Click Re-Open.
  3. The system navigates to the Unapprove Action form (a form that enables reversal of formal approval to re-open the Action).
  4. Complete the form with the reason for re-opening.
  5. Submit to re-open the Action for further work.

unapproved.PNG

Notes & Warnings

Note: The available buttons on the Action Details Screen depend on the current status of the Action and the user's permissions.

Note: Users may need specific Role Permissions (sets of access rights granted to system users defining actions they can perform within specified Modules and Organisational Units) to complete, close, uncomplete, or re-open Actions.

Note: The Action Details Screen is part of Task Management (a feature in Assure where users view, organise, and manage assigned tasks).

Warning: Uncompleting or re-opening an Action will revert its workflow status. Ensure this is appropriate before proceeding, as it may impact reporting and compliance tracking.

Examples

Example 1: Completing a Safety Inspection Action

Scenario: A safety inspector has been assigned an Action to complete a fire extinguisher inspection. The Action status is "In Progress."

Walkthrough:

  1. The inspector opens Action Manager from My Tasks (a dedicated area within Assure where users view, manage, and track all tasks assigned to them).
  2. The inspector locates the Action titled "Complete fire extinguisher inspection - Building A."
  3. The inspector clicks on the Action to open the Action Details Screen.
  4. The screen displays status "In Progress" and shows two buttons: Complete and Go To Record.
  5. The inspector clicks Complete.
  6. The system navigates to the Complete Action form.
  7. The inspector enters completion notes: "All fire extinguishers inspected and tagged. Two units require replacement next month."
  8. The inspector submits the form.
  9. The Action status changes to "Completed."

Example 2: Re-Opening a Closed Action

Scenario: A manager discovers that additional follow-up is needed on a previously closed Action related to a risk assessment.

Walkthrough:

  1. The manager navigates to Action Manager.
  2. The manager filters to show Closed Actions.
  3. The manager locates the Action "Risk Assessment Follow-Up - Warehouse."
  4. The manager clicks on the Action to open the Action Details Screen.
  5. The screen displays status "Closed" and shows the Re-Open button.
  6. The manager clicks Re-Open.
  7. The system navigates to the Unapprove Action form.
  8. The manager enters the reason: "Additional hazard identified requiring further control measures."
  9. The manager submits the form.
  10. The Action status reverts from Closed, allowing reassignment and further work.

Troubleshooting

Symptom: Complete button is not visible on the Action Details Screen

Cause: The Action status may already be "Completed" or "Closed," or the user may not have the required permissions to complete Actions.
Resolution:

  1. Check the current Action status displayed on the Action Details Screen.
  2. If the status is "Completed," use the Close or Uncomplete buttons instead.
  3. If the status is "Closed," use the Re-Open button.
  4. If permissions are the issue, contact your Assure Administrator (an individual responsible for managing user accounts, permissions, and system settings) to verify your Role Permissions.

Symptom: Unable to uncomplete an Action after clicking Uncomplete

Cause: The user may not have the Override Actions permission (a permission allowing users to edit an Action, such as changing priority or due date).
Resolution:

  1. Contact your Assure Administrator to request Override Actions permission if this task is within your role responsibilities.
  2. If the Action should remain completed, consider using the Close button instead to move it to Closed status.

Symptom: Go To Record button navigates to an unexpected screen

Cause: The Action may be a Free Standing Action (an Action created independently that is not linked to any specific Module record, schedule, or ongoing process), which has no related record.
Resolution:

  1. Verify whether the Action is linked to a Module Action (an Action linked to a specific Module or record) or is a Free Standing Action.
  2. If it is a Free Standing Action, the Go To Record button may not be available or may not function as expected.

Symptom: Re-Open button is greyed out or inactive

Cause: The user may not have the Override Review permission or the Action may have dependencies preventing re-opening.
Resolution:

  1. Contact your Assure Administrator to verify permissions.
  2. Check if there are any Workflow Rules (configurable features that automate specific process steps) preventing the Action from being re-opened.

FAQ

Q: What is the difference between "Uncomplete" and "Re-Open" on the Action Details Screen?
A: Uncomplete is used for Actions with status "Completed" to revert them to a previous state (typically "In Progress"). Re-Open is used for Actions with status "Closed" to reverse the formal approval and allow further work. Uncompleting an Action means it was completed prematurely; re-opening an Action means the closed Action requires additional attention.

Q: Can I complete an Action that is assigned to someone else?
A: This depends on your Role Permissions. If you have the "View tasks for other people" permission and appropriate Action management rights, you may be able to complete Actions assigned to others. Check with your Assure Administrator for your specific permissions.

Q: What happens when I click "Go To Record" on the Action Details Screen?
A: The Go To Record button navigates you to the related record detail screen—the specific Module or sub-module record (such as an Incident Record, Risk Assessment, or Audit) that the Action is associated with. This allows you to view full context and details of the record that generated or is linked to the Action.

Q: Why don't I see all the buttons mentioned in this article?
A: The buttons displayed on the Action Details Screen are status-specific and user-specific. Only buttons relevant to the current Action status (Not Started, In Progress, Completed, Closed) and your user permissions will be visible. For example, if an Action is "Not Started," you will see Complete and Go To Record buttons, but not Close, Uncomplete, or Re-Open.

Q: Can I edit an Action directly from the Action Details Screen?
A: The Action Details Screen is primarily for viewing Action information and performing status transitions (completing, closing, uncompleting, re-opening). To edit Action details such as description, priority, or due date, you typically need to access the Action through the Action Manager and use the edit function, provided you have appropriate permissions such as Override Actions.

AI Metadata

  • Product Area: Task Management, Actions
  • User Role: All Assure users with permission to view and manage Actions; particularly relevant for Action Assignees, Action Approvers, Supervisors, and Managers
  • Tags: Action Details Screen, Action Status, Complete Action, Close Action, Uncomplete Action, Re-Open Action, Action Manager, Task Management, Action Workflow, Approve Action, Unapprove Action, Action Forms, Status-Specific Buttons, Action Lifecycle
  • Version/Region: Assure (all versions and regions)
  • Important synonyms:
    • "Action Detail screen" = "Action Details Screen"
    • "Task" may be used interchangeably with "Action" in some contexts
    • "Approve Action form" = "Close Action"
    • "Complete button" = "Complete option"
    • "Module record" = "related record"
  • Suggested embedding keywords: Action status transitions, complete action from detail screen, close completed action, uncomplete action workflow, re-open closed action, action detail view, action management interface, task completion forms, action approval process, status-specific action buttons, action lifecycle management, manage actions by status, action detail navigation, go to related record from action
  • Relevant modules and explicit mention of cross-module implications:
    • Primary Module: Task Management (Actions)
    • Cross-Module Implications: Actions can be created from and linked to multiple Modules within Assure, including Incident Records, Risk Assessments, Audits, Inspections, and any Module supporting action creation. The Action Details Screen provides a unified interface regardless of the originating Module. When users click "Go To Record," they navigate to the specific Module record (e.g., Incident Module, Risk Assessment Module, Audit Module) that the Action is associated with. This cross-module functionality means that understanding the Action Details Screen is relevant for users working across all Modules that generate or manage Actions.

 

Return to top

Related articles