Event Folders

The ACT module menu is visible only if you have the permission of ACT User, ACT Power User and/or ACT Super User and specific company, division or account level ACT access permission.

Below are the guidelines for ALL Event folders

List View

• The List View displays the Event Title, Number, Category, Form, Originator, Team Leader and Date Created.
• You may apply and save filters to this view based on any of the columns or Event details.
• Clicking on an Event title in the List View displays the Event details.

Event Details

• A user must be in Event Details to edit an Event. Users can create a new Event from either the List view or the Event Details.
• Category: Categories are configured by a company ACT administrator in Settings > Categories. This is a mandatory field and is used to create a unique Event number.

• Form: Displayed the title of the form used to create the Event. This Event form is displayed further down on the Event Details page.

• Title (of Event): This will be displayed to assignees and role players of the Event either on assignments or in email notifications.
• Event Number: A unique number created automatically by appending first 4 characters of category and form, with Ref Code, division ID, year Event created, and sequential number.
• Priority: Values shown are configured in Settings > Priority.
• Originator: Filled in automatically with the person who submitted the Event. 
• Team Leader: This is the main role player of the Event, responsible for overseeing it from start to close out.

• Default Days to Complete: Default number of days allowed to complete each new action item created for this Event.

• Stage: Shows current stage of the Event.
• Date Created: Date an Event was saved in the new stage is stored automatically as date created.
• Company/Division/Account: Allows administrators to track Events by company, division, and account. By default, this is filled in automatically with the default company/division/account of the Originator or the administrator creating shortcut (in case of Events created using system desktop shortcuts).
• Event Details: This area near the bottom displays all fields from the form completed upon Event submission.

Toolbar Buttons:

• View Summary: The View Summary button displays the Event summary. The summary includes the filled-in Event form, including all its custom fields, its current Collaboration and Approval status, and the implementation status of its action items.
  • The summary is updated as it moves through Collaboration/Approval stages and action items get completed in the implementation stage. The equipment affected section shows any referenced equipment (selected from equipment configured via > Settings Equipment. The attachments section shows any documents attached to this Event by Originator or an administrator.
• Update: The Update button allows administrators to update any in process Event details. Originators or Team Leaders can update only their Events. ACT power users can update any Originator's Event.
• Copy: The Copy button allows administrators to copy an Event. Everything about the Event is copied, including its action items, attachments, equipment, Approvers, and collaborators.

• Send Event Notices: This link allows administrators to notify selected people about this Event. People notified will be required to view the Event details and sign-off.

Tabs

• Collaboration: The Collaboration tab allows administrators to view, add or edit collaborators for the selected Event. Some collaborators may be added automatically if the Event form selected above has default collaborators. This tab also displays the current Collaboration status and all comments (history button), or comments by any collaborator.
• Approval: The Approvers tab allows administrators to view, add or edit Approvers for the selected Event. The Approvers can be individuals or jobs*. Some Approvers may be added automatically if the Event form selected above has default Approvers. Approvers can also be added using a route (pre-defined list of Approvers). This tab also displays the current Approval status and comments entered by any Approver.
• Action Items: The Action Items tab displays the action items entered for the selected Event. Some action items may be added automatically if the Event form selected above has default action items. Administrators can add or update action items from this tab.
• Attachments: The Attachments tab allows administrators to view, add or edit attachments, such as drawing, picture or procedure, to the selected Event.
  • Administrators can add multiple attachments, all of which will be shown with hyperlinks in the attachments section of the Event summary form.
  • Attachments can also be added by any role player from the Event summary form.
  • The Added By and Date Added fields allow administrators to track source of the attachments. 

• Equipment: The Equipment tab allows administrators to view, add or edit one or more equipment referenced by this Event. These are also shown in the equipment affected section of the Event summary form.

About Completed Events

The Completed folder displays all the Events in the company, division or account which are closed-out (completed). Completed action item fields (Action Item tab) cannot be updated.

The Attachments tab for a completed Event allows administrators to add new attachments or update the URL of an existing attachment for a closed-out Event.

About In Process Events

This section explains the options unique to the Event In-Process folder. The Event module menu is visible only if you have the permission of Event User, Event Power User and/or Event Super User and specific company, division or account level Event access permission.

Buttons

• New: This option is unique to the In-Process folder as this is the only folder you can create a new Event in.
• Delete: The Delete button allows administrators to delete an Event in the new stage. After the Collaboration or workflow is started (Event in Collaboration, Approval, or Implementation stage), the delete button changes to the void button.
• Void: The Void button allows administrators to void an Event in Collaboration, Approval, or Implementation stage. An Event can be voided by the Originator, Team Leader, Power User, or a Super User.
• Procedure: The Procedure button allows you to link guidelines that Originators in your division can refer to when creating a new Event. Procedures are created in Settings > Procedures.
• Send Immediate E-mails: The Send Immediate E-mails link allows administrators to send immediate e-mail to any role players (Originator, Team Leader, collaborators, and action item Implementers) with a custom message which distributes new information about the Event or requests status of the assigned task.

About Voided Events

This section explains the options unique to the Event Voided folder.

• The Event Voided folder lists all Events in your company, division or account which have been voided.
• Clicking on an Event title from this list, or the details tab, or the form view button shows the Event in the form view. Administrators can view the details of the voided Event but cannot change any field.
• Clicking the View Summary button shows the Event summary, allowing administrators to see the comments of the person disapproving the Event.
• An Event can be voided one of these two ways:
  1. An Approver can disapprove an Event during the Approval stage.
  2. The Event is administratively voided by its Originator or Team Leader, or a power user from the ACT Module Menu using the Void button.
     Resubmit voided Event.

Buttons

• Resubmit: The Resubmit button allows the Event Originator, Team Leader or a power user to resubmit the voided Event.
  • When a voided Event is resubmitted, you will be asked to enter a reason for this action. A copy is placed in the In Process folder with a new Event number.
  • The Originator, Team Leader or power user can then start Collaboration, start Approval, or start implementation after making changes recommended by the person disapproving the Event.
  • The original voided Event remains in the Voided folder with the original Event number. This allows administrators to maintain a complete history of all voided Events.
  • The reason for resubmitting the voided Event with a hyperlink to the original Event is displayed on the resubmitted Event summary page. This allows Approvers a convenient reference to the original Event.
  • A voided Event can be resubmitted just once; the Resubmit button is therefore visible only for the Events which have not been resubmitted before.