Managing Actions

This guide covers everyday action management tasks: creating actions manually, closing and reopening, changing priority, adding comments, converting actions to defects, and performing bulk operations. For a full description of every field, grid column, and toolbar button, see the Actions reference.

(ACTIONS tab)

Creating an Action

Actions are typically auto-generated from inspections and system events. To create one manually:

1. Go to the EQUIPMENT tab in the orange header bar.

2. Click the green expand icon on the left of the equipment row to open the Equipment Window.

3. Switch to the ACTIONS tab in the grey Equipment Window header.

   (Equipment Window — ACTIONS tab)

4. Click + Add.

5. Select a description and priority.

6. Click Save.

Finding Actions

Use the column filters to narrow the grid. Click the filter icon next to any column header to filter by that column’s values — for example, filter by Status to see only open actions, or by Type to focus on a specific action category. See Filtering and Sorting Data for step-by-step instructions.

Viewing an Action

To see full details, comments, and change history for a specific action, click the green expand icon on the left of the row to open the Action Window. See Action Window for a full description of every field and tab.

Using the Edit Menu

Most action management tasks are accessed through the Edit dropdown in the toolbar:

1. Go to the ACTIONS tab in the orange header bar.

2. Select one or more actions using the checkboxes in the grid.

3. Click Edit in the toolbar to open the dropdown menu.

   (Edit menu — ACTIONS tab)

All Edit menu operations support multiple selection — select several actions, then apply the change to all of them at once.

Back Up First

Before making large bulk changes, create a project backup so you can restore if needed.

Closing Actions

Select the open action(s) and click Edit > Close. Enter any closing comments and confirm.

Stay Current

Close actions promptly when tasks are completed to keep the list current and make filtering by status meaningful.

Reopening Actions

Select the closed action(s) and click Edit > Open. The status returns to Open immediately.

Changing Priority

Select the action(s) and click Edit > Change Priority. Choose High, Medium, Low, or Unassigned and confirm.

Priority Guidelines

Assign priorities consistently across the project. High-priority items should represent genuine safety or compliance risks, not just overdue tasks.

Adding Comments

Select the action(s) and click Edit > Add Comment. Enter your comment text and click Save.

Updating Custom Fields

Select the action(s) and click Edit > Update Other. Enter values for the User Action 1/2 fields and click Save.

External System Integration

User-defined fields (User Action 1/2) are commonly used to link to external systems like SAP or Maximo. Keep these fields consistently populated for cross-system traceability.

Moving or Copying Field Values

Select the action(s) and click Edit > Move / Copy. Choose the source and destination fields, select Copy (keeps source value) or Move (clears source after transfer), and confirm.

Converting an Action to a Defect

If an action reveals an equipment issue that should be tracked as a defect:

1. Go to the ACTIONS tab in the orange header bar.
2. Click the green expand icon on the left of the action row to open the Action Window.
3. Click Create Defect.
4. Enter a description for the new defect.
5. The action is automatically closed and a linked defect is created.

Troubleshooting

Issue	Solution
Edit menu options are grayed out	Select at least one action using the checkboxes before clicking Edit
Changes not appearing	Refresh the grid — click the page number or switch tabs and back
Wrong items updated	Verify your selection count in the Show Selection button before applying bulk changes. Restore from a project backup if needed

Related Topics

• Actions Reference — Grid columns, toolbar options, types, and creation
• Action Window — Status, comments, custom fields, and change history