The Action Screen
Last updated
Last updated
The Action screen has the same overall layout as the Ticket and Case screen, and the same basic features including adding a note to a work item, sending an email, viewing the files and links attached and viewing the comms/timeline, but the Action screen also contains some Action-specific features.
At the top of the Action screen, you'll see the title of the Action, made up of:
Customer name - Contract name - Service name - Case Process name - Action Process name
For example:
The title of an Action is automatically set and is not editable.
If the short description of the Action's Case has been edited, the changes to Case Short Description will be reflected in the Actions Screens of all the Case's Actions (you may need to refresh your Action screen for this to take immediate effect) and the title of the Action will be made up of:
'Action Reference - Case Short Description - Action Process Name' '10040-C-A1.1 - Jack Jones new starter - HR Approval'
Note that the Case Short Description cannot be edited directly from an Action.
This is the name that will be shown in the Action tab:
The Case's short description is also the title that will also appear in the 'Title' column of the homepage grid for the Action.
You can copy the Action's reference and number by clicking on the copy icon in the tab:
The Action's due date will display, colour-coded to show if the date is:
On schedule:
Due today:
Late:
If an Action has been configured with an override due date option in Builder, then you will be able to override the due date of an Action by clicking on the due date in the header and changing the date in the popup.
You can also see whether or not the Action has been assigned, and who to.
You are able to reassign and unassign an Action, or assign the Action to yourself if it has not been assigned to you already.
See here for more information about assigning work in Enate:
Assigning / Reassigning / Unassigning WorkIn the Info Card you can see the status of the Action and change the status as needed.
The main label on the left side of the Info card will display the status the Action is currently in. The dropdown button on the right side gives options for the states which you can move it into as part of processing.
See here for more information about processing an Action:
Processing an ActionOnce you have selected the new status from the dropdown and filled in any further required information, click the button to confirm.
The border of the Info Card highlights in a colour relating to the current status – once you have clicked the button to change status, the system will process the changes – the border colour and new status will change to confirm that the status update has occurred.
When changing the status of a work item, if you are moving it to a state of 'In Progress', the work item tab will remain open upon confirming the new status. When changing to any other status, e.g. 'Wait' or 'Rejected', the tab will automatically close. A label under the Status will inform you of this in advance.
In addition to showing the Action's status, the following information is displayed directly underneath:
Set by - who set the status
Reason - the status change reason - i.e. why was it changed, this could be manual or as part of a process)
Date - when the status was changed
Last Updated By - who last changed some data on the Action
Last Updated On - when some data was last changed on the Action.
Note that not all of the above information will be displayed every time, the information that is shown depends on the status of the Action and how the Action has been configured in Builder.
The Settings Card shows you detailed information about the Action, including:
The Action's context (Customer>Contract>Service>Case Process). This cannot be modified.
Action Instructions
The Action's parent Case, a link to the parent Case and a symbol showing the state of the Case
When the Action was created and who by
If this Action was created from another work item, the initial request date shows the start date of the original request, allowing you to capture the entire length of time it has taken to complete a request.
Keep with me - users who have this option selected will be auto assigned as the work item's owner or assignee. This can still be changed manually.
Record Count - depending on configuration for the Action in Builder, the record count may or may not be displayed here. If it is, the record count is editable. If you update the record count for an Action, it will update the record count for future Actions but not previous Actions that have been closed.
The contacts card is where you can specify the people who relate to the Action.
By default, the available relationships are:
Primary Contact – the main person you are dealing with for this Action.
Requester – the person that raised the initial request.
Subject – who the Action is about (this may be neither of the above).
Very often all three will be the same person.
CCs – any further contacts which can be copied on any correspondence. When a contact is tagged only as ‘CC’, it will be displayed in the separate CCs section (hidden until any CC-only contacts exist on the work item.
Note: it is possible to add further relationship types into the system. See here for more information on how to add contact tags.
An Action's contacts will usually be auto-populated as the same as the contacts for the parent Case. However, if the Action's contacts are not auto-populated or if you want to add a different contact to the Action, you can add contacts to the Action manually by searching for them in the Contacts Card. This change will also be reflected in the Case's contacts too.
If you search for a user in the contacts card that does not exist in the system, you can create a new contact by clicking on the ‘Create Contact’ option and filling in the contact's details.
If you have written the email address for the contact, the system will decode and auto-populate the first name and last name of the contact. Once you fill in all the information and click on create contact, the system will redirect you back to the work item.
When you manually add a contact they will be set as the Primary Contact, Requester and Subject by default. You can manually reassign these tags to other users afterwards.
To help you manage activity against your SLAs, Enate allows users to track the time it takes for work items to be completed, both as an overall total and broken out by the various resources who may have worked on it.
The Time Tracker Card in work items tracks the time of each individual browser session that the item is worked on.
See here for more information about time tracking:
Time TrackingAdditionally, a Custom Card can be configured to display custom data..
See here for more information:
Custom CardsWhen you're working on a Ticket, Action or Case, operational issues can occur which have an effect on how you're able to deliver the process. It is important to record these as a way to highlight them for others who may view or work on the item, and to help with longer term efforts to improve process delivery.
Watch this video to find out more about recording defects in Enate.
You can also go to the dedicated article to find out more:
Defects Card and Recording DefectsSome Actions have a checklist section. This shows the checks which are required for this Action - defined during its configuration in Builder.
In order to mark an Action as complete, you must confirm for each item in the checklist whether you have completed it (the options are Yes, No, N/A) and you may need to add a note for each check.
You can also see the name of the person who last updated the item in the checklist and when this update was made.
If issues have occurred during the running of a Case you may wish to rework the Case. You can do this from an Action by selecting the ‘Rework’ tab from the Action screen.
See here to find out more about reworking a Case from an Action:
Reworking a CaseMost often the Actions in a Case are started automatically (either by process flow or based on schedules). However, if an Action has been configured to be manually startable, you can do this from an Action using the 'Start Action' feature.
See here to find out more about manually launching an Action from an Action:
Manually Launching An ActionWhen a new email has come in for the Action that hasn't been read yet, the New Information icon will be highlighted. Clicking on it shows you when the new email was received.
You can choose to mark the new information as read which will set the New Information icon back to normal. You can also mark the information as unread by clicking on the 'Mark as New' option.
You can view how the Case that the Action belongs to is progressing by clicking on the map icon. will bring up the Case progress popup. This displays the progress made on steps in the Case, showing completed steps in green, the current step in orange and future steps in grey.
If you do not want any percentages to show here, simply leave them blank when configuring the Case’s steps in Builder.
This provides a link to the Standard Operating Procedure for the work item that has been set in Builder.
