Create and Manage Events

How to Create an Event from a Desktop Shortcut

The instructions below provide detailed steps on how to create an event by using an event desktop shortcut.

Select shortcut title from the Shortcuts tab on the Frontline Desktop.
Select the Procedure button, to review any instructions for filling out the required event details form have been provided by an administrator.
Complete fields on the event form.
Select Save.
1. The event is then saved and automatically sent to the collaborators, Approvers or Team leader depending on the shortcut design. The event will not stop at the new stage from a shortcut.

The submitter gets a message describing how to track the status of the event submitted under the Desktop Quick Links tab.

How to Create an Event from the Events > In Process folder

The steps below provide detailed steps on how to create an event from the Events > In Process folder.

Only users with ACT Power User and ACT User permission can do this.

Select ACT > Events > In Process.
Select New on the toolbar.
Select Procedure on the toolbar to review any site-specific event creation procedures placed here by the administrators, if desired.
Complete the following mandatory fields: Category, Form, Ref Code, and Title.
Complete the following optional fields, if desired: Description, Priority, Estimated Cost, and Cost Comments
To select a team leader different from than the originator, remove the originators name from the Team Leader field and enter the first few characters of the team leader's last name
1. Then click the ellipses ".." button. Then double click on the team leader's name from the populated list.
Change the default days to complete, if desired.
Select Save.

The team leader field cannot be blank. The team leader participates in Collaboration, is automatically the final Approver of an event which requires Approval and closes out the event.

How to Add Collaborators

If the Event form selected has default collaborators, those collaborators will be automatically added to the event.

Select the Collaborators tab.
Select New.
Enter in the search criteria to search for users and select Search.
To enter Collaborators by job, select the Jobs radio button.
Select the users or jobs that will be collaborators for the event form by selecting the checkboxes next to their names.
Enter the Order of each person or job for Collaboration.
Select Save.

The order indicates how the Collaboration task will move from person to person. The order can be sequential (1,2,3), parallel (1,1), or a combination (1,1,2,2,3). The order by default is parallel, allowing all collaborators to discuss the event simultaneously.

Add Approvers

An event does not need to have Approvers unless your business practices require them.

By default, if there are no approvers on the Event when submitted, the Team Leader is Automatically added.

If the Event form selected above has default Approvers, these would be automatically added.

Select the Approvers tab.
Select New.
When adding Approvers as individuals or jobs, select the appropriate radio button.
1. Copy Collaborators will allow you to select from the current list of collaborators which are to be added as approvers.
2. Route will allow you to select from a grouping of users to be added. This grouping is managed under ACT > Settings.
Enter in the search criteria to search for users and select Search.
Select the users or jobs that will be Approvers for the event form by selecting the checkboxes next to their names or titles.
Enter the Order of each person or job for Approval.
Select Save.

How to Add Action Items to your Event

New action items can be added to an in-process event at any time. Existing action items if not already assigned can be edited (i.e., not in an Implementer's inbox).

Action items can be completed by an ACT Administrator from the in-process folder before starting Collaboration or other stages in the workflow.

Select the Action Items tab
Select New.
Select General or PHA
Enter the Title for the action item.
Enter in optional fields as needed: Description, Implementation Steps, Priority, Risk Ranking, Classification, Assigned To, Verifier, Supervisor, Order, Day to Complete, and Estimated Cost.
Select the Create MOC checkbox to require the assignee to submit an MOC as their event task.
1. If checked, the task will be displayed on the assignee's desktop as an action item with a Create MOC requirement display in the Action Item Completion form.
2. This feature can only be used when the Individual radio button has been selected in the Assigned: field.
Select the Require Attachment checkbox to require the assignee to add an attachment to the action item before they are able to complete their task.
To assign an action item to an individual or job, enter the first few letters of the Assigned To's name and select the ellipses ".." button then double click on the name from the list that appears.
Enter a Verifier to have the action item verified after it has been completed by the assigned person, if desired.
1. If a verifier has been added to the action item, the Days to Verify field becomes available.
2. Enter the number of days for verification of the action item by the verifier, if desired. The verifier due date is calculated by the date the action item is sent to verification plus the number of days to verify.
Enter the assignee's Supervisor, if desired.
1. If the assignee has a supervisor assigned to them in the system, the field will auto-populate with their supervisor.
Change the default Days to Complete, if desired.
Select Save.

A Form displays only if there are any action item forms created in the same category as the event under ACT > Settings.

How to Import Generic or PHA Action Items

Select the Action Items tab.
Select Import on the toolbar
Select General or PHA.
Browse to the desired excel file to import.
Once the file is added, select the Next button.
Select one of the following options: Add as New Action Items (or New PHA Action Items), Update Existing Action Items only (or PHA Recommendation Action Items), or Both.
1. If Add as New is selected, the application will import all of the items in the excel sheet as new action items.
2. If Update Existing or Both is selected, the application will require the user to select the criteria on which the application should find the existing action items to update. The options to replace will be based on Recommendation or Id for PHA recommendations and Title for General Action Items.
Select Next once it’s been decided how the items should be imported.
Use the dropdown menu in the right column to map each field to a column from the file that was uploaded.
1. A data bar on the top will display the total number of mapped fields and the total number of unmapped fields to ensure all fields are mapped.
2. To reset the mapping, select Reset Field Mapping. To allow the application to auto map the fields from the provided folder to Frontline fields based on the field titles, select Apply Auto Mapping.
3. More than one field from the file can be mapped to Frontline’s field to combine data.
Select Next to complete the import.

Up to 500 action items can be imported using .xls, .xlsx, or .csv file types.