Action Card

In accessing the Action Card, the user is able to define and edit the attributes of a given Action.

The card is made up of:

  • A header, which provides the Action's key information and commands,

  • A common section, which is always displayed and provides the main commands and attributes, and

  • A series of optional sections that can be added by using the buttons located on the right-hand side of the card.

Important

To remove an optional section, the user has to delete all the existing objects it contains first (if any).

In cases where the Action Card is used to create a new Action, the following buttons will be available in the bottom right section of the card:

  • Create – Allows the user to complete the Action creation and closes the card.

  • Cancel – Closes the card without creating the Action.

Header

The upper section of the card provides the Action Category, Key, and Name, as well as the following tools:

WorkflowStateVote.png

Workflow State

Indicates the Action's current Workflow State, which can be modified upon clicking on it. The Workflow State can be: New, Open, Closed, or Canceled.

FlagBlue

Flag

Allows the user to mark the Action as flagged.

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Notes

Indicates whether there are new notes or not, and displays the Notes dialog box.

MoreVertical

More

Provides access to the following commands:

  • History – Displays the Workflow Information dialog box, with an additional sub-tab including the Action Cycle Time and Activity Stream.

  • Move – Allows the user to attach the Action to a new Project, Portfolio, or Work Package.

  • Copy – Allows the user to duplicate the Action.

  • Delete – Allows the user to delete the selected Action.

  • Print – Opens a printer-friendly version of the Action in a new tab.

In addition, the following attributes are displayed:

Assignee

Indicates the User assigned to the Action. The following actions are possible:

  • Clicking on the "Add Assignee" label (or the assigned Team Member's Name) allows the user to select who is in charge of the Action.

  • Clicking on the Remove (cancel.png) button empties the Assignee field.

Parent

Indicates the Parent Object (Project, Work package, or Portfolio) the Action is attached to. By using the Move feature, the user can change a Parent object.

Type

Indicates the Type of the Action. The following actions are possible:

  • Clicking on the Attach (EditColor) button (or on the defined Type's Name) prompts the Global Actions Type popup, allowing the user to select a Type for the Action.

  • Clicking on the Remove (cancel.png) button empties the Type field.

Note

The Remove button is only available if the Type is not a required field

Estimated Date

Indicates the date on which the Project manager plans to deliver the Action. By default, the Estimated Date is automatically filled in as follows (from highest to lowest priority):

  • Finish date of the Task (if a Task has been defined in the Related Task field)

  • Committed Date (if any)

  • Due Date (if any)

Common section

Definition

The main section provides the following fields:

Name

Name of the Action

Risk Action

Allows the user to define whether the Action is part of the Mitigation or the Contingency Plan (For Actions connected to Risks only).

Related Task

Allows the user to attach the Action to a task. In doing so, the Action will then be available in the Gantt side panel, Work Objects tab. The following alerts can be displayed:

  • ExclamationPointFullRedRed – Indicates that the Estimated Date falls outside the Task’s Start and Finish time frame.

  • ExclamationPointFullAmberAmber – Indicates that the Estimated Date is not aligned with the Task Finish date but still falls between the Task’s Start and Finish.

Priority

Indicates the urgency of the Action (for informative purposes only).

Client

Indicates which Organization has requested the Action. This field also conditions the Action availability in the Client Portal workspace. By default, the Client field is filled in with the Initiator’s Organization.

Planning

The following date fields are provided:

Due Date

Indicates the delivery date requested by the Initiator.

Committed Date

Indicates the date on which the accountable User plans to deliver the Action.

Estimated Date

Indicates the date on which the Project manager plans to deliver the Action. By default, the Estimated Date is automatically filled in as follows (from highest to lowest priority):

  • Finish date of the Task (if a Task has been defined in the Related Task field)

  • Committed Date (if any)

  • Due Date (if any)

Note: The Estimated Date can be overwritten manually at any time.

Completed Date

Date on which the Action has reached the “Closed” Workflow State.

When the Activity Log feature is active, the following fields will also be available: Estimated Effort, Actual Effort, and Remaining Effort.

Settings

The Administrator can make the Activity Log available for each Action in the System Settings workspace, Work Management settings folder, Work Items tab, Actions section.

In addition, the following icons that indicate there is an issue with an Action Date can be displayed:

TriangleRed

Indicates that the Action is open and that the Committed Date (or Due Date if the Committed Date field is empty) falls before Today’s date.

Estimated_in_the_past.png

Indicates that the Action is not closed and the Estimated Date falls before Today’s date.

Planned_Beyond_Due_Date.png

Indicates that the Action is open and that the Estimated Date falls after the Due Date.

Optional sections

Other Attributes

The Other Attributes section provides the following fields:

Other Assignees

Allows the user to add other stakeholders to the Action.

Link

Allows the user to enter a URL link regarding the Action. He/she can then click on the arrow icon to open the link in a new browser tab.

Connections

The Connections section provides information regarding the relationship between the selected object and other objects.

Note

For more information regarding the possible connections for an object, please refer to the Connections topic.

Each connection is represented by a card, providing the following attributes of the connected object: category of object, ID, Type, Description, Assignee, and Workflow State.

The following tools are provided:

NewProject

Create & Connect

Allows the user to create a new object that will be automatically connected to the current object.

Note: If the Action is closed, and if the “No further action” option was selected upon reaching the “Closed” Workflow State, then the other options will be made available upon clicking on the “Create & Connect” command.

ConnectionColor

Connect to Existing

Allows the user to connect the current object to another object.

Note: The Backlog Item option will only be displayed if at least one Backlog Item exists for the selected project.

DeleteRed

More

Provides access to the following commands:

  • Remove Connection – Allows the user to delete the selected connection.

  • Connection Details – Opens a popup displaying the name of the Creator of the connection, and the Created Date.

Attachments

The Attachments section provides a spreadsheet, which allows the user to attach information to the Action in the form of URL links. Attachments can be of any type (i.e., spreadsheets, documents, images, etc.) and are not saved in the Sciforma database.

Settings

The Attachments section is only displayed if the corresponding option has been activated by the Administrator in the System Settings workspace, Work Management Settings folder, Display Preferences tab.

The following attributes are available for viewing and editing: Type, Initiator, Name, and URL.

The following commands are available:

NewProject

New

Allows the user to create a new Attachment.

ConnectionColor

Connect to Existing

Opens the Global Attachments list from which the user can select an existing Attachment to be connected to the Action.

DeleteRed

Delete

Allows the user to delete the selected Attachment relationship(s). This command is only available if at least one relationship is selected (i.e., the corresponding checkbox is ticked).

Activity Log

The Activity Log section allows users to specify the effort spent on an Action, and then import the Effort in his/her Timesheet. Each Activity Log entry is defined by the following attributes: User, Date, Actual Effort, and Comments.

The following commands are available:

NewProject

New

Adds a new entry in the spreadsheet for the user to fill in. The User field will be automatically filled in with the name of the logged-in user.

DeleteRed

Delete

Deletes the selected Activity Log entry. This command is only available when at least one entry is selected (i.e., the corresponding checkbox is ticked).