In this article
Overview
You can reach the Action Planner setup menu by clicking the SETUP ACTION PLANNER button in the Initiative Summary or Initiative List widgets:
From here, there are several available options. You can access them either by clicking on the blue hyperlinks for each option, or from the side menu on the left.
Sync To Hub
Action Planner data typically syncs automatically with the hub, but if for some reason you’re encountering data issues with your Action Planner project, you can click this option to manually trigger a hub sync. You can also click the arrow to trigger a “full reload”, which is more likely to fix issues but can take a while if you have a particularly large project.
Action Plan Lists
Action plan lists can be used to categorize action plans in your project. You can then build reports based on these lists.
To create a new Action Plan list, select the “Action Plan lists” option in the Setup, and then click the + NEW LIST button in the Action Plan Lists table.
On the Create List page, you’ll see several options:
You must enter a name for the list. You can also optionally include a tip to be displayed next to the list.
You can choose whether or not to display this list when setting up an Action Plan by checking the appropriate checkbox. You can also choose whether or not to display the list when closing an Action Plan. If neither option is selected, you can still set the list for the plan by editing it after its creation.
You can add one or more list items. Each of these items can be given one or more sub items, and each sub item can be given sub items as well, up to three levels.
Once you’ve finished your list, you can click the SAVE button to save your changes to the list.
Pay attention to the ID the list is given on the Action Plan Lists page. You’ll need this to reference the list in CDL code for reporting. The format for referencing a list as a property of the Initiatives table is “listXXXX”, where XXXX is the ID of the list. So if your initiatives list table is named “apInitiatives”, and your list ID is 1234, you would use the CDL “apInitiatives:list1234”.
Action Plan Attributes
Like lists, attributes can be used to categorize action plans and report on them.
To create a new Action Plan attribute, select the “Action Plan attributes” option in the Setup, and then click the + ADD AN ATTRIBUTE button on the Action Plan Attributes page.
Each attribute has the following properties:
You must select the type for the attribute. The options are Numeric, Open Text/Comment, or Date.
For numerics, you can choose the maximum and minimum values allowed. For open texts and comments, you can choose the maximum number of characters.
Like with lists, there are two checkboxes for choosing whether or not to show an attribute on setup, and whether or not to show an attribute on close.
You must provide a name for the attribute. You can also provide an optional tip that will show up in the setup or close.
Once you have created, updated, and deleted your attributes, you can click the SAVE button to save your changes, or the CANCEL button to cancel them.
Actions Repository
The actions repository lists all saved actions pertaining to your hub. Each row will include the name and description of the action, as well as show how many action plans the action shows up in.
These actions can be created a couple of different ways. You can create actions during the action plan creation process, and then later save them to your actions repository. But you can also create actions here directly.
To do this, select the Actions Repository option, and then on the next page, click the + NEW ACTION button.
A window will open up with several fields to fill out:
Name: The Name of the action.
Description: A description for the action.
Source: The survey source that the action will be associated with.
Items: The survey variables the action will be associated with.
Once you’ve filled these fields out, click the ADD button to add the action to your repository.
When creating new plans in Action Planner, actions from the repository will show up on step 2 of the action plan creation wizard, depending on the survey source and variables selected.
Email Alerts
You can configure several email alerts to send to action plan owners and collaborators. These emails will provide a link to the relevant action plan.
When the following options are checked, an email will be sent to plan owners and collaborators when:
Action Plan is completed: An action plan is completed.
Action plan has been active for # days: An action plan has been active (i.e. in progress) for the number of days specified. You can set up to ten separate alerts for different amounts of days.
Action plan is # day(s) before overdue: An action plan is X number of days from its due date, where X is the number you specify.
Action plan is overdue: An action plan is overdue.
Action plan is # day(s) beyond overdue: An action plan is X days overdue, where X is the number you specify.
In addition, there is one more option for action owners (and collaborators if checked):
An action is completed: If an action for a given plan is completed, owners and collaborators for the specific action will be emailed.
Please note that changes to email alerts will only apply to new action plans going forward. Existing action plans will not be updated.
End User Permissions
This option allows you to control end user access to your Action Planner project. After clicking it, you will be taken to the Action Planner Permissions page.
To add an end user list to the permissions list, click the +/- button next to End user lists(s). You will be shown a modal listing all end user lists associated with the corresponding hub.
Select one or more end user lists and click the UPDATE button. You can also use this modal to remove end user lists you no longer want on the project.
After selecting your end user lists, the table should now show all end users, all groups associated with each end user list, and a special group “Everyone” for each end user list. You can use the “List ID” column to see which list each end user or group belongs to. You can grant end user access to the Action Planner project either by selecting end users individually, or selecting one or more groups. If an end user isn’t selected directly, but is given access via a group, their checkbox will have the [] icon to indicate that their access is inherited from a group.
Once you’re finished with the changes to the end user permissions, click the SAVE button to save your changes.
Settings
This option contains the remaining options for customizing your action planner setup.
Company Settings - Is this the central hub?: When enabled, all hubs associated with your company will have access to the actions repository in this hub. This allows you to create a “central repository” for actions you want all plans to have access to across your company. Note that only one hub can be the central hub at a time. If you enable this option, it will be greyed out for all other hubs in your company until it is disabled at the central hub.
Is this a Commercial EX program?: When enabled, Action Planner will look for additional hidden tables for handing both the creation of plans and the reporting. At this time these tables can only be created through special processes and cannot be added through the interface. Do not click this option unless you are certain these tables have been added, otherwise the Action Planner project will stop working. If you click this option by mistake, you can always turn it off to revert any issues.
Studio Report ID: This is the report that alerts will direct users to.