Action items: raising, working and closing them

An action item is a task with an owner and a due date. Most are raised from a record — an incident's root cause, a form answer, an inspection finding, an FLHA finding, a meeting, an observation, an out-of-date SDS, a rising trend — and link back to it.

Who can use it

• Everyone works their own, under My Action Items.
• Action Items → View reads the register; Action Items → Edit raises and assigns.
• Signing off needs the Sign off action items right or a Company Admin. Deleting needs Delete on Action Items (a Company Admin always can).

Raise one by hand

1. Admin side → Action Items → + New action item (top right of the list).
2. Title and description: what needs doing.
3. Assign it to a person, a position (everyone in that role sees it), or both.
4. Pick a due date, and tick Requires sign-off if a manager should check it once done.
5. Add action item. Whoever it's assigned to is told.

Close one (the owner)

1. Open it from My Action Items or your To do.
2. In Add an update, write what you did and add photos or files.
3. Post update keeps it open (waiting on parts, say). Post and mark complete closes it.

Mark complete anywhere else — your Actions list, an incident's Actions tab, a form submission — opens this same update box rather than closing it in one tap. A "Complete inspection" action on a machine has Do the inspection instead: it closes when the inspection is filed, or when the machine is marked not running today.

On the admin side

• Tabs: Open action, SDS actions, Observations, Completed and Action chart. Search from the box above the list; Filters narrows by status, source, who it's assigned to, position and due dates; the colours count down to the due date. Click anywhere on a row to open it; on a phone each action is a card.
• Open an item to change who owns it, Sign off one that's waiting, or Reopen a completed one (its completion and sign-off are cleared; nothing else is lost).
• At the top of an item, its route shows where it is: Raised, Open, Completed and, when it needs a sign-off, Signed off. Select a stage to see who did it and when; the sentence under it says who has it and when it is due.
• Send reminder on one item, or Remind overdue / Remind all open on the register. Each person gets one notice covering all their items.
• Observations tab: actions raised by at-risk observations. Anyone with access can Review one, say what was done, and Mark reviewed.
• Delete removes an item everywhere it shows, with its updates and files. To undo a completion, use Reopen instead.