Setup
You will need the Actions module turned on in your workspace. If you do not see this in your main menu, reach out to [email protected].
You will also need the following permissions in your security group:
Can change site configuration settings.
Can update tasks.
Click here to learn about permissions and security groups.
Action group templates can be manually added or automatically applied to tasks based on set conditions.
If you see this arrow, click to expand for more information!
If you see this arrow, click to expand for more information!
We will add optional information and images under these arrows.
How to create an action group template
1. Navigate to Control Panel > Actions and click + Create template.
1. Navigate to Control Panel > Actions and click + Create template.
2. Enter Name and Order (negative or zero for pre-start, positive for post-completion), then click Save Group.
2. Enter Name and Order (negative or zero for pre-start, positive for post-completion), then click Save Group.
3. Under the Actions section, click + Add.
3. Under the Actions section, click + Add.
4. Select or fill out information for:
4. Select or fill out information for:
Order: The order in which the action will appear, with 0 being the top of the list.
Type: Specifies the kind of action
Checkbox: A checkbox for users to tick.
Form: A form for field users to complete.
URL: If selected as the action type, provide a link in the URL field to direct the user to.
Report type: Provides a link to create a specific report (available to desk users).
Required: If ticked, the action must be completed before starting or completing the task (applicable to field users).
Frequency: Select how often the action to be completed: Once, Daily, or Daily per technician (only for form actions).
Question: Provide the name or instruction shown for the action.
Field or Office: If Office is selected, the action is not visible in the app; Field actions are visible to both desk and field users.
5. Click Add.
5. Click Add.
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How to auto-apply the action group template to tasks
1. Navigate to Control Panel > Actions and Edit the template.
1. Navigate to Control Panel > Actions and Edit the template.
2. Check the Default box.
2. Check the Default box.
3. Set up Conditions to apply the action group template only to specific tasks rather than all tasks.
3. Set up Conditions to apply the action group template only to specific tasks rather than all tasks.
Conditions must follow the format key: [ID, ID, ID], for example
servicegroup: [2, 3]where:key is one of: client, clientgroup, servicegroup, category, property, service, branch, routineservicetype, or routineserviceleveltype; and
ID is the ID number for that object. Learn how to find the ID number of the object here.
Each condition must be entered on a separate line.
For example,
category: [2]
servicegroup: [2, 3]
Conditions can be set as exclusions by adding not_ before the key. For example,
not_client: [25]applies to all tasks except for the ones generated for the client with ID 25.
4. Click Save Group.
4. Click Save Group.
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