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), then click Save Group.
3. Under the Actions section, click + Add.
4. 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.
Manually adding an action group to a task
If you need to add a checklist to an existing task that was created before your template was set up, you can do so manually.
Open the task and go to the Work tab.
Find the Load action template dropdown menu.
Select your desired template from the list and click Submit.
This will load the action group and all its associated actions into the task.
Video
How to auto-apply the action group template to tasks
1. Navigate to Control Panel > Actions and Edit the template.
2. Check the Default box.
3. Set up Conditions (for example, Routine Service Type) to apply the action group template only to tasks fitting the conditions.
4. Click Save Group.
Video