Automatic Actions (a feature in Assure that automatically creates and assigns an Action (a task assigned to a user to complete a corrective or preventive measure) when a specific event occurs, such as the creation of a module record) allow administrators to configure tasks that are sent to a named user, a Default Action Recipient (the default user to whom automatically generated Actions are assigned within an Organisational Unit (Org Unit)), or a Notification Group (a configured group of Assure users) without requiring manual intervention. This removes the need for a manager to raise follow-up tasks each time a new record is submitted.
When to use this: Configure Automatic Actions when a standard task must always be triggered on record creation, for example, a corrective review that must be assigned every time a specific record type is submitted.
Access: Settings > Automatic Actions. This page is accessible only to users with the Manage Automatic Actions and Action Templates Supervisor Privilege (a high-level permission that allows configuration of actions automatically created and associated with a module record upon creation or edit, and management of the Action Templates linked to them).
Prerequisites
| Requirement | Detail |
|---|---|
| Supervisor Privilege | Manage Automatic Actions and Action Templates must be set to Allow |
| If using Default Action Recipient | The recipient user must be configured on the relevant Org Unit in advance |
| If using Notification Group | The Notification Group must already exist in Assure |
Steps
Step 1: Navigate to Automatic Actions
Navigate to Settings > Automatic Actions.
Note: This area may only be accessible to Admin users. If the menu option is not visible, confirm that the Manage Automatic Actions and Action Templates Supervisor Privilege is set to Allow on the user account.
If no Automatic Actions have previously been configured, the page will be blank.
Step 2: Create a New Automatic Action
Click the New Record icon on the right-hand side of the page.
The Automatic Action configuration form opens.
Step 3: Configure the Action Recipient
The Automatic Action can be assigned to one of three recipient types. Select the appropriate option:
Option A - Individual User
- Select the required user from the list displayed.
Option B - Default Action Recipient
- The Default Action Recipient is the user configured at the Org Unit level. This user must be set up on the relevant Org Unit before this option will work correctly.
- Navigate to Settings > Organisational Configuration > Organisational Units, edit the relevant Org Unit, and confirm the Automatic Action Recipient is assigned before completing this step.
Option C - Notification Group
- Select the required Notification Group from the list by clicking the Add button.
Step 4: Save the Configuration
Once the recipient has been selected, click Save and Close.
The Automatic Action is now active and will trigger when the configured event occurs (for example, on the creation of a relevant module record).
Notes
- Multiple recipient types cannot be combined within a single Automatic Action configuration. Select one recipient type per Automatic Action.
- Action Templates linked to Automatic Actions can also be created, edited, or deleted via the Manage Automatic Actions and Action Templates Supervisor Privilege.
- When the Automatic Action triggers, the assigned user receives an Action in their task queue in the same way as a manually raised Action.
AI Metadata
- Product Area: Assure - System Configuration, Action Management, Automatic Actions
- User Role: System Administrator (requires Manage Automatic Actions and Action Templates Supervisor Privilege)
- Tags: Automatic Actions, Action Templates, Default Action Recipient, Notification Group, Org Unit, Action Management, System Configuration, Supervisor Privilege, record creation, auto action
- Version/Region: All Assure versions; all regions
- Important synonyms: Automatic Action = Auto Action = Auto-generated Action; Default Action Recipient = Org Unit default action recipient; Notification Group = user group notification; Action = Task
- Suggested embedding keywords: automatic actions Assure, set up automatic action, auto action on record creation, default action recipient Assure, notification group action Assure, configure automatic tasks Assure, action triggered on record creation, Assure auto task setup, Manage Automatic Actions privilege
- Relevant modules and explicit mention of cross-module implications: Automatic Actions are configured in Settings > System Configuration > Automatic Actions and apply across all Assure modules where records can be created. When an Automatic Action is triggered, it creates an Action that appears in Task Management (Action Manager) and the recipient's My Tasks view. The Default Action Recipient is configured at Org Unit level within Organisational Configuration, creating a dependency between System Configuration and Organisational Configuration. Notification Groups are managed separately within System Configuration.