Who is this article for?

Ideagen EHS Users responsible for managing Actions Items

Access to Calendar and Task Management is required.

The Calendar allows users to access Action Item Management tasks and Action Items created in other modules on the system.

In the Calendar, users can only create one-time activities. In Task Management repeating or one-time tasks can be created. In Task Management users can also copy tasks from the Task Library and customize fields like due date and ownership before enabling to the Calendar.

Tasks created in the Task Management component also permits users to add reminders and alerts. Reminders are triggered prior to a task’s due date and alerts are triggered after a task’s due date if the task has not been closed.

This article outlines how to managed items in the Calendar section.

To make managing Calendar items easier to learn, this article is split into four sections so that you can either walk through the steps in sequence or you can jump to the section relevant to what you are doing in Ideagen EHS:

1. How to Extend the Due Date of an Action Item
2. How to Create Alerts and Reminders for an Action Item
3. How to Upload Documents to an Action Item
4. Further Reading

1. How to Extend the Due Date of an Action Item

From time to time, there maybe instances where you will need to extend the due date of an action.  To do this you will need to:

1. Navigate to Modules and then Calendar.
2. Click the Manage Action Items.
3. Click on the name of the action you want to extend.
4. Expand the Create section.

5. Locate the Action Item Due Date field.
6. Click Reset.
7. Enter your new date.
8. Click Save.

2. How to Create Alerts and Reminders for an Action Item

To ensure that due dates of items are not missed you are able to create alerts and reminders. 

Note: Alerts are notifications sent after the Due Date until the status is changed to Closed.
Reminders are notifications that are sent before the Due Date.

To do this you will need to:

1. Navigate to Modules and then Calendar.
2. Click the Manage Action Items, within the Calendar section.
3. Select the action you wish to create an alert or reminders for, by clicking the Action Name.
4. Scroll to the Alerts & Reminders section and click New.
5. From here you will need to input:
   • Type: Alert or Reminder
   • Notification: Whether you wish for the user to be notified by Email, Portal or both.
   • First Reminder Date: Allowing you to select a number of days, weeks or months before the item's due date
   • Notify Every: Allowing you to set regular reminders for a number of days, weeks or months to be sent after the initial reminder.
   • Include Owners and Assigned By: This will include these users in any reminders or alerts sent.
   • Notify User: This will allow you to select users from the system to notify
   • Notify Others: Allowing you to notify people not on the system by inputting their email address.
6. Click Save and the reminder or alert will be added to the item.

3. How to Upload Documents to an Action Item

To help support any action item evidence it is possible to upload documents for reference.  To do this:

1. Navigate to Modules > Task Management.
2. Click the Manage Tasks, within this section.
3. Select the item you wish to add a document to by clicking the Action Item Name.
4. Click on Documents tab.
5. Click on New.
6. Click Choose File and select the file you wish to upload
7. Select the Click to Attach File option
8. Input all relevant information into the Document Detail fields.
9. Click Save and the document will be added to the item.

4. Further Reading