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. They can also be manually selected for tasks using the "Load Action Template" dropdown to customize action group usage as needed.
How to create an action group 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).
3. (Optional) Complete the Auto-apply to tasks:
Check the Default box
Set up Conditions (for example, Routine Service Type) to apply the action group template only to tasks fitting the conditions. Additional conditions you can configure include service group, category, property, client, or branch, allowing for more precise application of templates.
4. Click Save Group.
5. Under the Actions section, click + Add.
6. Select or fill out information for Order, Type, Required, Frequency, Question, Field or Office.
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.
6. Continue to add a many actions to the template as required.
Video
Best Practices
Use clear and concise labels for forms and checklists to avoid confusion.
Regularly review and update templates to ensure they meet current task requirements.
After configuring Auto-apply to tasks, create/generate tasks to check it is accurately applied the action group to the correct task.
