Actions - Redefine Action Tracking for Better Workflow Control

Actions Overview

When Actions is accessed within SapphireOne Workbook mode or from the Inquiry Palette, all actions in SapphireOne with a status of Open or Hold will be listed.

Action Page Overview

The Action Page in SapphireOne serves as access to a comprehensive hub for managing and organising tasks, meetings, and notes, seamlessly integrating actionable items with relevant records and transactions. By providing access to a wide array of features such as Calendar Reminders, Meeting Invites, Alarms, Emails, To-Do Lists, and various types of Notes, the Action Page ensures that users can efficiently coordinate their activities within a centralised platform. 

One of the key advantages of the Action Page is its ability to link actions directly to specific records or transactions, enhancing the accessibility and relevance of alerts throughout SapphireOne. This integration allows users to set up actionable alerts that are contextually tied to their organisational data, ensuring that important tasks and notifications are not only visible but also directly connected to the pertinent information. By leveraging these capabilities, users can improve their productivity and maintain a well-organised workflow, all within the intuitive environment of SapphireOne.

The Action Page enables users to manage actions by using the add or delete buttons. To add or delete an action, simply click the corresponding button.

Diary Area

The Diary Area in SapphireOne provides users with a comprehensive range of options to customise their actions. It includes the following functionality:

• Sequence – SapphireOne automatically generates a unique sequence number for each action.
• Title – Enter a title for the action.
• Type – Choose from the customisable drop-down menu to input a type. This will subsequently become a permanent type within the drop-down.
• Action – Utilise the user-customisable drop-down menu to input an Action. This will then become a permanent action within the drop-down.
• User – SapphireOne automatically inputs the user creating this action, though it can be modified if necessary.
• Private – If this checkbox is selected, SapphireOne will only permit the specified user to view or modify this action.
• Status – The user has three options: Open, Hold, and Completed.
  • Open – Action is open and active.
  • Hold – Action is active, but no alarms will be active.
  • Completed – Action is now Inactive and won’t be displayed in any list of actions.
• Tag – Choose from the customisable drop-down menu to input a type. This will subsequently become a permanent type within the drop-down.
• Link – When created within a transaction or record, SapphireOne automatically generates a link to the transaction or record. When created from the Options Menu, Palette, or Workbook, users must select an item or function from the drop-down menu to link the action. There are 12 items on this list, ranging from Clients to Manager.

Check List Area

SapphireOne offers a user-friendly checklist tool to create and track actions, allowing users to check off completed items as they progress.

Dates and Times Area

• Start/Finish – Set a Start and Finish time for the action, or select the checkbox for an all-day option.
• Completed – Entering a completion date for an action deactivates it, and it will no longer appear in the action lists.

Alarm Area

Ensure you never miss a task again by setting up alarms to send reminders to the designated email at specified dates and times. Users can also receive notifications through SapphireOne Workflow.

Recurring Area

If necessary, the alarm can be set to recur at specified intervals chosen from the Type drop-down menu which contains an exhaustive list of interval options. Additionally, the recurring period can be defined by date.

Notes Area

This area can be used to make permanent notes or reminders when dealing with contacts. When you click on the clock button, a timestamp will be created at the beginning of the notes section. [Command or Control] places it at the end, and you can input the note straight away. The functionality is as follows:

• Right-Click context menu – Users can also customise the font, style, size, colour, and background colour of the text in the Notes area by selecting the desired text and choosing the options available from the right-click context menu
• Green Clock Button – Include a date and time stamp.
• Font Size Buttons – Modify the font size.
• Expand button – Maximise the notes screen for unobstructed editing. You can click the same expand button again to minimise the notes.

Invite Attendees Area

In the event module, you can invite multiple attendees to your event and track their acceptance or rejection of the invitation. You can also send them email notifications if their email addresses are provided. Additionally, you can manage and track attendees RSVP status in real-time.

 In conclusion, the Action Page in SapphireOne stands as a pivotal tool for enhancing organisational efficiency and productivity. By offering access to a centralised platform that seamlessly integrates tasks, meetings, and notes with relevant records and transactions, it empowers users to maintain a streamlined and well-coordinated workflow. The ability to link actions directly to specific data points ensures that alerts are not only accessible but also contextually relevant, providing users with the insights needed to make informed decisions. As organisations continue to navigate complex operational landscapes, the Action Page remains an indispensable resource for optimising task management and fostering a more organised and productive environment within SapphireOne.

Workbook – General – Contacts

Differences in the Lists of Actions:

Workbook mode or the Inquiry Palette on the main toolbar

• When Actions is accessed here in Workbook mode or from the Inquiry Palette, all actions in SapphireOne with a status of Open or Hold will be listed as may seen in the screenshot above.
• The main tool bar is then used to then Add , Modify , Look or Delete an action.

Additional tools for displaying the list of actions may be found on the Options menu on the main toolbar by using the Find function.

The Find function then has a main drop down menu that has a number of built in filters as follows:

• Standard Selection – Default display
• All Records will display all actions including those that have been set as Completed.
• Active Only will only display Open or active actions in the list.
• User entries will filter the list to those actions linked to the currently logged in user that have a status of Open or Hold.
• Current Alarms will only display all alarms that are current.

From a Function

When a function has been opened for viewing or modification, there is an Action Page at the bottom of the page menu. When the Actions Page is selected, SapphireOne will filter the list of actions to display only actions that are linked to the currently open item.

• Action Linking – When the Actions Page is selected from a Job Project Inquiry, only Actions linked to the currently viewed Job Project will be listed. The only actions displayed in the list will have a status of either Open or Hold on them. While these actions may be set as completed here, the user will have to use the Actions option from either here in Workbook Mode or from the Inquiry Palette to view or modify any actions with their status set as completed. This is because the Action Inquiry function on either here in Workbook Mode or the Inquiry Palette is the only two locations that completed actions may be displayed. 
• New Action – To create a new action, the user must select the button on the main toolbar.
• Deleting an Action – To remove an action from the list, select the button on the main toolbar.

The Action screen has seven main areas.

1. Diary area

Entering Diary area details

• Sequence – For each action SapphireOne will automatically generate a sequence number and this may not be altered by the user.
• Title – Enter a name or title for the Action.
• Type –This is a user created drop down menu.
• Action – This is user created drop down menu as usual.

The headings in this area may be set up by going to: Utilities \ Controls \ Master Defaults \ System 

• User – The current user will be entered here but this may be altered if required to any valid user and if the private checkbox is selected SapphireOne will only allow the user entered to see this action.
• Private Checkbox – If the Private checkbox is selected, the user who creates this action will be the only user who may view or modify this action.
• Status – This a standard hard wired drop down menu. The user has only three options when selecting from this menu. Open, Hold and Completed. The Status will commence as Open and if Completed is selected the current system date will be entered in to the Completed data entry field and the action will no longer be displayed in the list of Actions. 
• Tag – Is a user created drop down menu and is directly linked to the Calendar in Workbook mode. To filter actions appearing in the Calendar when using Workbook mode or the Inquiry Palette select the required Tag at the top of the screen. Then only actions with that same tag will be displayed in the calendar. When you have a number of actions this will help minimise the list. This tag data entry field although not applicable to this Action function is, directly linked to an item in Master Defaults on the System Page enabling the restriction of posting and converting transactions by users. 
• Link – When using the actions function from Workbook mode or the Palette SapphireOne will not insert anything into this data entry field. The user will have to manually select the link and untill they do the action will not be linked to anything in the SapphireOne data file.

Please note the drop down menu on the right of the Link data entry field.

Here in Workbook this action may be linked to virtually anything in SapphireOne as the drop down menu may be accessed by the user.

• This drop down menu is user created and is directly linked to the Calendar in the Inquiry Palette. To filter actions appearing in the Calendar when using the Inquiry Palette select the required Tag at the top of the screen. Then only actions with that same tag will be displayed in the calendar. When you have a number of actions this will help minimise the list. This tag data entry field although not applicable to this Action function is, directly linked to an item in Master Defaults on the System Page enabling the restriction of posting and converting transactions by users. 

Check list area

• Users may enter what they want into this area when common items are required for checking. 

Date & Times area

Dates and times for an alarm may be setup in this area for the action.

• Start Date & Time – A start date and time may be set up here. A date and time picking calendars are available for data entry.
• Finish Date & Time – A Finish date and time may be set up here. A date and time picking calendars are available for data entry. In addition
• Completed – A Completed date and time may be set up here. A date and time picking calendars/dropdowns are available for data entry. The Complete date will be initially set by SapphireOne as 00. If a date is entered by the user SapphireOne will automatically mark the action as Completed when the date is reached. 

Alarm area:

Dates and time may be set up in this area for the automatic generation of email alarms.

• Date – A date is entered her for the alarm email. A date picking calendars are available for data entry.
• Time – A time is entered her for the alarm email. A time picking drop down are available for data entry.
• Email alarm checkbox – If selected SapphireOne will send an email alarm.

An alarm may also be sent as an Email but it is a two step process.

A valid email address must be entered into the Email data entry field. Next the must be selected. Unless an Email address is entered into the Email data entry field and the associated checkbox selected SapphireOne will not generate the email alarm as documented on the next page in this manual. 

• Message Alarm checkbox – If selected SapphireOne will send an message alarm in the form of a pop up when a user logs into SapphireOne.

Result of an Alarm

Not all actions will be set up with an alarm date and time, but say for this example this has been done.

When an action has an alarm time set, and SapphireOne detects that this user logs in after the alarm time has been reached, a pop-up will be displayed. This pop-up will also appear at other times when the user who set up the action either enters or exits some parts of the SapphireOne program. 

This message will continue to be displayed until the Alarm has had the date adjusted back or the Status has been changed from Open to either Hold or Completed. 

Choices from the Alarm Message

Select [No] and the menu item you have selected will be displayed as normal. 

Select [Yes] and SapphireOne will do a detailed query for the action that has been activated so that the list of actions only contains the active action. 

From here you may then select the Action and then deal with it in the normal way. 

Any changes to this action must now be saved with a [Tick]. 

• As mentioned previously, all actions are automatically linked to the function from which they are created. This message is automatically entered by SapphireOne indicates that this action was created from a Client Inquiry for the Client ARCGRO. While you are allowed to create Actions here from the palette they WILL NOT be linked to any function and so will only be displayed from Actions when accessed from the Inquiry Palette. 

Recurring area: 

• Users can now have recurring actions set-up within the system.
• The Recurring Type drop down menu is also linked to the recurring data entry field. Once within an Action, users can choose from a number of Recurring Types as seen to the right. Just select the Recurring Date heading and a calendar will be displayed enabling the user to select a date for this to occur. 

Notes area 

The notes area is where notes may be kept about the action. Making some alterations to the action will cause SapphireOne to automatically make an entry in the notes area. 

• An Action is the same for all functions. However, each function has individual Action files which are filtered so that only Actions created while using that function are able to be viewed or modified. (See the details on Message).
• There is a Calendar function available enabling you to quickly view and alter all actions currently in SapphireOne. This may be found under the Inquiries Palette on the main toolbar or under the General drop down menu in Workbook mode. It has been placed here on the Palette so that it is quickly available from all areas in the program. Items from the palette menu open in addition to the function you already have opened. This is documented in the next section of this manual.

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