Ref Codes

Below are the Guidelines for ACT Ref Codes

• ACT Power or Super User's at the division level are able to view, create, and edit Ref Codes using the Settings > Ref Codes section.
• The ability to view Ref Codes in divisions outside of a users default division is determined by organization permissions.
• It can be used as search criteria to find an Event or groups of action items.
• The default Ref Codes automatically added to the ACT module are Engineering, Maintenance, Operations, Quality, Safety.
• A Ref Code can represent a plant, a process area, or department depending on how the company chooses to categorize Events and action items in Frontline ACT.

• A Ref Code cannot be deleted if it is being used by an Event or action item. It is recommended to inactivate Ref Codes that should no longer be available for users to select.
• A Ref Code is the configurable portion of an Event and action item number. Below are the different formulas for how the numbers are generated.
  • Event: First four characters of category + First four characters of Event form name + Ref Code + Unique division identifier number + Year created + Sequential number
  • Event Based Action Items: Event number (explained in row above) + Action item sequential number
  • Ad hoc action items: First four characters of category + Ref Code + Unique division identifier number + Year created + Sequential number
  • Sub action items: Ad hoc action item (explained in row above + Sub action item sequential number

How to Create a Ref Code

1. Navigate to ACT > Settings > Ref Codes
2. Select New from the toolbar.
3. Enter the name of the Ref Code
4. Description is an optional field that can be used to further describe the Ref Code. Enter a description, if necessary.
5. Ensure Company, and Division are correct.
6. Ensure Active is checked, making the new Ref Code available for use once completed.
7. Modify the Active and Inactive dates, if necessary.
8. Select New on the toolbar.

How to Update a Ref Code

1. Navigate to ACT > Settings > Ref Codes
2. Select the Ref Code that needs to be updated.
3. Modify the fields that need to be changed.
4. Select Update on the toolbar to update the Ref Code with the modifications that were made on the Ref Code Information form.

How to Delete or Inactivate a Ref Code

A Ref Code cannot be deleted if it is being used by an Event or action item. It is recommended to inactivate Ref Codes that should no longer be available for users to select.

1. Navigate to ACT > Settings > Ref Codes
2. Select the Ref Code that needs to be deleted or inactivated.
3. If the Ref Code has not been used in an Event or action item, it is possible to delete the Ref Code.
4. To delete a Ref Code, select Delete on the toolbar. Then select Ok when asked "Are you sure you want to delete?" from the pop-up message.
5. If the Ref Code has been used in an Event or action item, the Ref Code can be inactivated to remove it from the list of available Ref Codes for users to select.
6. To inactivate a Ref Code, uncheck Active from the Ref Code Information form. Then select Update on the toolbar to update the Ref Code with the change in active status.