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the 4Action quick start guide

1. DR d4b3 27510 Test recommendation assigned to self Training Company Dave Ramage 27 05 10 31 05 10 View A f4b3 17510 Test recommendation Training Company Dave Ramagel 17 05 10 25 05 10 A 6496 19510 afe Training Company Dave Ramage 19 05 10 23 05 10 View Progress Request Send Mail If Export to XML e To View the Recommendation Details and History click on the View link within the recommendation line display e The Recommendation Details and Actions are displayed 40 i mS ViewIssue Windows Internet Explorer i j i i https vm 4action1 1 4action Viewlssue aspx item File Edit View Favorites Tools Help k Certificate Error ltr a Live Search we ahr viewlssue Oh E e m r pRage Source Report Ref Department Assigned To Raised By Committee Date Creation Date Priority Summary Details To Do Target Date Conclusion Closure Status testing tr fht35627 test action user john Details 31 07 2009 00 00 00 16 06 2009 14 30 04 Fundamental High Audit Committee Report John 09 The Audit Committee has identified a weakness in the software licence records Plesae complete a list of all Software liceneces used in the trust 31 07 2009 00 00 00 Nea NZA Target date given to recommendation on creation Actions Close Create child Edit J 4dd new action Date Action By Summary Text ET
2. e Click Upload 70 Attachments al 4Action QA doc delete Add File Save Action e The file will be listed in the attachment section of the email e Multiple files can be attached if so click Add File again e Click Save to save the action 9 13 Undo 4Action allows users to undo their last action So if you did make a mistake the undo function allows you to undo it It only goes back 1 step so it cannot be used to undo several actions After performing an action a message will be displayed in the screen Recommendation DR 949f 12810 created Lindo Create Click the Undo link to remove your last action 11 10 0 The Dashboard The dashboard is a visual means of representing the status of your organisations recommendations It displays in an aging table the status of all recommendations so you can get a visual representation of the progress e From within the home page toolbar click on the Dashboard link Home Dashboard Account Administration Reports Help Logout e The Dashboard page is displayed aaa L O l E Ww Dave Test 2 2 open recommendations Milestone Classification All 0 0 0 0 2 OVERDUE z Training Company 10 open recommendations Milestone Classification All hail 2 4 weeks 1 2 4 weeks 0 1 less than 3 days 6 OVERDUE The dashboard displays a line for each companies to which you have been assig
3. RSM Tenon tE MONO n E EEE E EEEE 4 T a a E E E A 5 1 2 Changing the Password cccccccecseeseeeceeteeceeeteeseeeeeeteeeeeeteeseeeaees 5 Con Ce aa A E A A AA E A 6 1 4 Administration Menu 2 0 0 0 cccccccesceseseeceseeseseeeeseeeueueauseeeusenens T 20 Managing Classifications ccccccccsecceecseeseeceeeeeeceeeeeeseetseeesecseseeenaes 8 2 1 Creating a New Classification ccccccccecceccseeceeteeeseeteeeeeeeeeteeeeees 8 2 2 Deleting a Classification cc cccceccecceecceeceeeeeeceeeeeesseteeeeeeeeeteeeeees 9 2 3 Editing Classifications ec cecccecceeeeeeceeteeeseeteeeeeeteteeeseeseeeeeeees 10 EMI 21S 1a Lo S oe en 12 3 1 Creating a New User Account ccccccecseecceeteeceeeceeseeeeeeteeseeeees 12 ee cece EEEE EEA EEEE 14 3 3 Searching For Existing WISCI Soo caeicsesndoiedaredodnaccedaiadevcdeindeceRelaienateantas 15 3 4 Editing Existing Users 2 0 ecccccccceeceeeeeeeeeeeeeeeeeseeseeceeeeeseeeeess 16 3 5 Changing a User s Password nsensnosnssnenonreronrerrnrsrrrrsrrrrrrenene 18 4 0 Managing Active DIreCtOry ccc ccccccccceeceeeeeeeeeeeseeseeseeseeseeseeseeseees 19 4 1 Adding a DOMAIN 0 0 cec cece ecc ees eeceeeeeeaeeaeeeeeeeeeeeseeeeeseeseeseeseees 19 3 2 Import Users from Active Directory cccccccecceeceeeteeteeeeeeseeeeeeees 20 4 3 Edit an Active Directory DOMAIN ccc cee ceceeeseeeeeeeeeeeteeeees 21 4 4 Delete an Active Director
4. 16 06 09 john Have delegated the work to Department Heads view To View the details of Actions associated with the implementation of the recommendations click on the View link within the action display line Target date Changed to 21 05 2010 Added an action after amending the template Target date Changed to 24 05 2010 The Action detail is displayed Viewing Action Recommendation Reference Add File Action By Action Date Action Summary Action Detail DR d4b3 27510 Dave Ramage 27 05 2010 My own action with an amended overall template Toate Add new action Action By 20 05 10 Administrator 27 05 10 Dave Ramage 27 05 10 Dave Ramage My own action Have amended the overall template and then added an action lt lt Return to reco ndation details To return to the Recommendation Detail s page click on the Return to Issue Details link 8 2 Export Search Results After running a search enquiry you can export the results by one of the following methods 41 Request a progress update Send email Export to XML oe i 8 2 1 Request a Progress Update report System managers can create a Progress Update request for any recommendations on any basis by utilising the search facility For example a progress update can be made for a specific committee by using the committee filter in the search criteria Alternatively you could
5. Manage Active Directory link from the menu The Manage Active Directory page is displayed with a list of the domains you have registered Click Import Login Name l l l j gs l mee a ONS aT ii The system will load all users within the domain you specified Tick the box adjacent to the user you want to import in to the 4Action system Select the Never import tick box if you wish to exclude this user from future imports Select a Role for the user account Click Import Selected Users to confirm the import This will import the users in to the existing user database The user details can be amended by going to the Manage Users link in the Administration menu 20 4 3 Edit an Active Directory Domain e From within the home page toolbar click on the Administration link e The Administration menu will be displayed e Select the Manage Active Directory link from the menu e The Manage Active Directory page is displayed e All existing domains will be displayed Manage Active Directory H Enable Active Directory Add New Domain Domain Name IP Address import vomain OOOO 10 51 10 4 tair bell Delate Domain alasta BJBS AGTE E Show all users e Click on the Edit Domain link Add New Domain Domain Name SIES HGTE IP Address 10 51 10 4 User Name cdave ramage Password e Amend the details fo
6. The full menu is as follows Home Dashboard Account Administration Reports Help Logout Home Recommendation home page showing the recommendations that you are assigned or have created If permissions are set then you may also have access to the search facility Dashboard A graphical summary of the outstanding recommendations aged by the target date Account Password change Administration Functions which allow the administrators of the system to setup the configurable options of the software Reports Reporting module of the software allowing for a variety fo customisable reports to be generated from the system Help Access within the system to the user manual Logout Ends your current session and returns you to the login screen 1 4 Administration Menu Administrators of the system will be iven access to the administration menu so that various configurable options can be setup within the system The menu will appear as follows Manage Users Manage Active Directory Manage Priorities Manage Classifications Manage Custom Fields Import Recommendations Layout Import Manage Alerts Message Templates Edit Language The menu options are explained in more detail throughout this user guide 2 0 Managing Classifications Recommendations come from multiple sources and it is vital that we are able to track these and label them Users with system Manager access rights can create an un
7. implementing them is closely monitored As an organisation you need the ability to collate the recommendations arising from some or all of these sources and then monitor whether these recommendations are being implemented 9 1 Creating a New Recommendation e From the 4Action home page select the Create New Recommendation link AAction RSM Tenon Home Dashboard Account Administration Reports Help Logout Training Company Change Organisation Outstanding Recommendations Create New Recommendation Progress Update srah Target Doe A 6898 19510 afe Department 23 05 10 View DR adab 13810 Department 31 08 10 View e The Create New Recommendation page is displayed 48 Create New Recommendation These items are mandatory Report Ref Priority Please Select Entered on behalf of Dave Ramage Assigned To Target Date LEI dd mm yyyy Committee Audit w Department Department ka Source Source i Allow the operator to close the 0 recommendation Details e Enter the following Report Ref Using free text entry type the Report Ref Priority Recommendations can be prioritised by selecting one of the available values A detailed explanation of this feature and how to customise the values can be found in section 6 Entered on behalf of To allocate ownership of the recommendation to another system user click on the
8. 59 Viewing Action Recommendation Reference DOR d4b3 27510 Action By Dave Ramage Action Date 10 08 2010 Action Summary Recommendation re assigned to user Dave Ramage Action Detail Recommendaton re assigned to user Dave Ramage Ade Fila e To close the Viewing Actions page click on Return to Issue Details 9 7 Creating a Child Recommendation For more complex recommendations it may be necessary to split a single recommendation into a number of simpler parts each allocated to different individuals within the organisation These children may then be managed in isolation e Select the recommendation you wish to amend and navigate to the Recommendation details page by clicking the View link e Click on the Create Child link Close Recommendation Jif Create child jl Edit e The Create Child Recommendation page is displayed This is the same screen as originally creating the recommendation but fields from the parent will be pre populated 60 Create Child Recommendation ref DR d4b3 27510 1 These tems are mandatary Report Ref Test own Priority High w Entered on behalf of Assigned To y Target Date 1L1 09 2010 E3 dd mm yyyy Committee Audit ka Department Department PF Source Source ka Allow the operator to close the c recommendation E E e The following details will auto populate from the parent Recommendat
9. Closed Notification Edit e Click on the Edit link adjacent to the template that you wish to edit e The Template page is displayed Manage Email Templates Name Recommendation Assignment Reassignment Notification Fields you can use in the text Ref Priorty Target SummaryText DetailText Link Ese ala ORB BR AR SSO oA GIB Be ome B ww B Z U w SHE TS tach SS SS eas FERRER E E Content e Format Font Size ii TE 4 B AlE Dear User You have been assigned the Issue reference Ref Save Cancel 81 Enter a Subject that will appear in the email subject line in the Subject field Amend the body of the email using the free text area and the tools for formatting the email Click Save to save the email format 82 15 0 Edit Language 4Action has been designed as an English language software application but all fields in the system can be customised and amended allowing an administrative user to amend these to another language e From within the home page toolbar click on the Administration link e The Administration menu will be displayed e Select the Edit Language link from the menu e The Language Edit page is displayed Language Edit Access Rights List AccList Edit Edit AcecList_HeadOrg Organisation AccList_HeadRole Role Name AccList_New Create New Role AccList_Title Manage Roles AccList Select
10. completed and recorded the recommendation can then be closed Note Parent recommendations cannot be closed until all related child recommendations have been closed e From within the 4Action home page click on the View link adjacent to the recommendation that you wish to Close e The Recommendation Detail page is displayed e Click on Close Recommendation Close Recommendation iCreate child Edit 65 e The Close Recommendation page is displayed Close Reference DR d4b3 27510 1 Conclusion Status Fully Implemented v Save and Close Down Recommendation e t is mandatory to enter a Conclusion to the recommendation This will normally be a simple statement such as completed as requested but may contain additional information deemed useful It may include lessons learnt and lend itself to new requests for action e Select a Status of Fully Implemented or Superseded from the Status drop down pick list Status Fully Implemented Fully Implemented Superseded e Click on Save and Close Down Recommendation e The following on screen confirmation is displayed Reference j5 f4af 25309 2 has been closed e The recommendation will be removed from the users work queue e An email will be sent to the originating user to notify them that the recommendation has been closed The conclusion will be displayed in this e
11. keep a record of their historical activity in the system 3 1 Creating a New User Account e From within the home page toolbar click on the Administration link The Administration menu will be displayed e Select the Manage Users link from the menu e The Manage Users page is displayed Manage Users Search for Users to edit Name UserName email Address Organisations All v e Click on Create New User e The Create New User page is displayed 12 These items are mandatory Login Name Email Address Active Password Repeat Password Name Line Manager Telephone Notes Enter the Login Name this must be unique Enter the Email address 4Action generates automatic Email alerts and Progress Updates This will be the Email Address used by the system for forwarding the automatic notifications to the User The system will Automatically flag the new User as Active Un checking this tick box will remove all access rights for the user The user will not be presented for selection when assigning recommendations Enter a Password for the new user and repeat in the following field Enter the Users Name Select a Line Manager from the system This user can be setup to receive escalated alerts Enter a telephone number for the user Enter any Notes for the user these Notes do not appear on any reports but can be vie
12. send a progress update report only on those recommendations that have not been updated since a certain date using the No Update since search criteria e From the Search results page select Progress Request e The Request for progress update page is displayed Request for progress update 2 Source LL L amp Be gy ETETE B Z U a s JF E Enj Style Fomai Font x Size alg Please provide a progress update for all outstanding recommendations Send progress for request to Name Email Number Outstanding Manuva Tale Mela p j Ae abl e In the lower part of the screen is a summary of the users who will be emailed with the request e The upper part of the screen allows you to customise the message that will be sent to the users Enter a message for the recipients into the message dialogue box using free text data entry or by pasting the data into the field e Click on the Send Request button Example of progress request email 42 From 4action bjbs co uk Date 09 August 2010 17 30 To dave ramage rsmtenon com Subject Request for progress update Please provide a progress update for all outstanding recommendations 8 2 2 Send email System managers can request that an email reminder be sent to all of the currently assigned users e From the Search results page select Send email e A message will be displayed showing the reques
13. AJHS Test Companyl AJHE Test Companyl AJHS Test Companyl e Click on Create New Role e The Create New Role page is displayed Role Name C Select De Select all CJ add File O Delete Files C create Recommendations C View Recommendations LJ Edit Recommendations C Create Child Recommendations C Add Actions O View Actions C Delete Actions C Close Recommendation O Search All Recommendations C Email Search Results 23 not see alastair bell issues Edit Enter the Role Name this must be unique Select the options that this role will be allowed to perform using the tick boxes The available options are as follows Add File Allows users to add file attachments to the actions Delete Files Deletes the file attachments that have been added to actions Create Recommendations Users can add more recommendations to the system within the selected organisation View Recommendations Users can view the recommendations that have been put on the system Edit Recommendations Users can amend all fields of the recomemendation in the system Create Child Recommendations Enables recommendations in a lower hierarchy level to be added to the main recommendation Add Actions Enables users to add actions to the recommendations View Actions Users can view the actions that have been posted against the recommendation Delete Actions Users can delete the actions that hav
14. Action Summary und the report which detailed out the steps needed Action Detail Attachments aca re save Action Cancel Create Action e An upload dialogue box will appear e Type in the path to the file or click the browse button to navigate to the file e Click Upload EEE Attachments al 4Action QA doc delete Add File Save Action e The file will be listed in the attachment section of the email 69 e Multiple files can be attached if so click Add File again e Click Save to save the action 9 12 2 Adding Files to the Recommendation e From the recommendation view screen select the add file link Summary Test recommendation assigned to self Details This is a recommendation that is assigned to your own user To Do Alert Alert 1 Status Target Date 11 Conclusion N A Closure Status N A Close Recommendation Create child Edit e The Add New Action dialogue box will appear to allow you to add an action with the documentation e Click the Add file button Create New Action Reference OR d4b3 27510 Parent Attaching documentation Action Summary Found the report which detailed out the steps needed Action Detail Attachments Save Action Cancel Create Action e An upload dialogue box will appear e Type in the path to the file or click the browse button to navigate to the file
15. If required Recommendations can also be added to a Watch list to enable closer monitoring of the progress of an assigned Recommendation This will allow the recommendation to be watched regardless of whether it is open or closed Note If you do not have sufficient access rights the recommendation will disappear off your watch list if it is assigned to another user e From within the Recommendation line display click on the View link Outstanding Recommendations You currently have 5 open recommendatons Create New Recommendation Progress Update Reference Summary Text Department Target Date Eaa A 6498 19510 afe l Department 23 05 10 View DR a4ab 13810 Ensure that as soon as the restructure is completed the authonsed signatory list is Department 31 08 10 updated to reflect the changes DR a48c 13810 Reconciliation work Department 31 08 10 EN 52 e The Recommendation summary page is displayed e To add the Recommendation to the Watch List click on the Add to your watch list link Reference DR d4b3 27510 Reference OR d4b3 27510 Report Ref Test own Priority High Committee Audit Department Department Source Source Assigned To Dave Ramage e To return to the home page click on the Home tab in the toolbar e The Recommendation will now be represented within the Watched Recommendations section of the home page work queue 9 3 Removing a re
16. Select Organisation AceSett_BtnChangePassword Change Password AccSett_ChangePassword Change Password AccSett_ConfNewPass Confirm New Password AccSett_ConfNewPassErr New password confirmation incorrect AccSett_CurrentPassErr You must enter your current password ee ae e Amend each of the values you wish to change to the new value e Click Save to save the language settings 83 16 0 Generating Reports Detailed Reports can be generated for all recommendations using customisable filters within the system These reports can be generated as a PDF or a MS Word Document which can be viewed or saved to disc for later viewing or emailing e From the Home Page select the Reports link e The Generate Reports page is displayed Report Name Detailed report View Report Detailed report with actions View Report View Report Summary report e The following reports are available by default Detailed Report a list of all recommendations Detailed Report with actions a list of all recommendations together with the actions taken on them Summary Report a brief report showing total recommendations 16 1 Generating a Report e Click on the View Report link adjacent to the report you wish to run 84 Generating report Detailed report Recommendation Status All Priority w Reference Report Ref Assigned To I s i 7 l C i _ aca Text Filter by targ
17. Select User button o The User Search page is displayed o Enter your search criteria Search fields can be used individually or in combination You can also enter partial data To view all system users leave the search criteria fields Blank and click on Search User Name Name email Address 49 o Click on Search o All Users matching the criteria entered will be displayed Your search returned 5 result s Administrator Administrator alastair bell bjbs co uk Select _Administrator2 Administrator2 Administrator2 Dave Ramage Dave Ramage dave ramage rsmtenon com Select o Click on Select to Assign the Recommendation The window will close and the user name will be updated on the recommendation sheet Assigned to To assign the Recommendation to a system user click on the Select User button o The User Search page is displayed o Enter your search criteria Search fields can be used individually or in combination You can also enter partial data To view all system users leave the search criteria fields Blank and click on Search User Name Name email Address o Click on Search o All Users matching the criteria entered will be displayed Your search returned 5 result s Email Address Fes Administrator Administrator alastair bell bjbs co uk Select Administrator2 Administrator2 Administrator2 Dave Ramage Dave Ramage d
18. Selected Set selected value as default I an Philip a fa e Enter the name of the New Classification into the Name dialogue box e Enter the Possible values in the value list dialogue box and click Add new value to add them to the Current possible values Add new value Update Selected Delete Selected Set selected value a default e Highlight one of the values in the Current possible values and select Set selected value as default Add new value Update Selected Delete Selected Set selected value a default e Click on the Save button to create the new classification 2 2 Deleting a Classification e From within the home page toolbar click on the Administration link e Select the Manage Classifications link from the menu e All existing classifications will be displayed e Click on the Delete Classification link adjacent to the classification that you wish to delete Create new Classification Classification name Default value Committee Committee Edit Classifications Delete Classifications Department Department Edit Classifications Delete Classifications Source Source Edit Classifications Delete Classifications e The classification will be deleted Note Classifications can only be deleted if they are not in use lf a recommendation is currently assigned to this recommendation it must be changed before the classification c
19. View 9 8 Adding an Action to a Recommendation 4Action provides the ability to monitor all tasks and actions undertaken during the implementation of recommendations especially where the recommendation requires a number of distinct actions before it is complete e From the Home page select the recommendation you want to add an action to by clicking View link Outstanding Recommendations You currently have 1 open recommendation Create New Recommendation Progress Update Summary Text Department Target Date Aesseissio afe Ci partment Oy e The Recommendation Detail page is displayed To Do Alert Alert 1 Status Target Date 23 05 2010 00 00 00 Conclusion N A Closure Status N A Add Fila Close Recommendation Create child Edit date given to recommendation on creation Actions Add new action Action Summary vate actiona e Click on the Add New Action link e The Add New Action page is displayed 62 Create New Action Reference 4 6498 19510 Parent Action Detail Attachments Add File e Enter an Action Summary for the action e Enter the details of the action or task undertaken e Click on the Save Action button e The recommendation page is re displayed and the action summary is added to the actions history Actions Add new action eT Tar get date Changed to 21 05 2010 20 1 Adminstrator Edit Added an acti
20. a entered will be displayed e Click on the Select link within the appropriates user line 58 email Address Your search returned 5 result s Administrator Administrator alastair bell bjbs co uk Select Administrator2 Administrator2 Administrator2 Select Dave Ramage Dave Ramage dave ramage rsmtenon com Select e The new user will not be displayed within the Recommendation Details page e To save the recommendation re assignment click on Save Details Save Details Cancel Edit Save and Close Down Recommendation e A system generated email alert will be sent to the user to which the recommendation has been re assigned e The recommendation will be removed from your work queue and will now appear on the home page work queue of the user to which the recommendation has been re assigned e The recommendation is updated with the details of the edit recorded as a user Action Actions Add new action z Action Summary Action By LI Action added 27 05 10 Dave Ramage Edit My own action with an amended overall template l 27 05 10 Dave Ramage Edit Bl E i Recommendation re assigned to user Dave Ramage Dave Ramage 10 08 10 Dave Ramage Edit Target date Changed to 11 08 2010 e The Details of the Action can be viewed by clicking on the View link within the action line display
21. all recommendations e Manage System Users e Manage Classifications e Manage Priorities e Manage Custom Fields Manage Progress Updates 3 3 Searching For Existing Users e From within the home page toolbar click on the Administration link e The Administration menu will be displayed e Select the Manage Users link from the menu e The Manage Users page is displayed Create New User Search for Users to edit Name UserName email Address Organisations i a v Search e User Accounts can be searched using the following criteria Name Username Email Address Organisation Search fields can be used individually or in combination with one another You can also search on Partial data i e If you enter Jo into the Name field and click on Search all users with a name containing Jo would be displayed as a search result 15 e Enter your Search criteria e Click on Search e All users matching the Search criteria entered will be displayed Create New User Search for Users to edit Organisations a y Dave Ramage Dave Ramage Edit Dave Ramagel Dave Ramagel Edit John Smith John Smith Edit Lee Clark Lee Clark Edit Phil Brown Phil Brown Edit N B Leaving the Search Fields un populated and clicking on Search will display all users 3 4 Editing Existing Users e From within the home page toolbar click on the Administration lin
22. an be deleted 2 3 Editing Classifications e From within the home page toolbar click on the Administration link e Select the Manage Classifications link from the menu e All existing classifications will be displayed e Click on the Edit classification link adjacent to the classification that you wish to edit Create new Classification Committee Committee t Classificati Delete Classifications Department Department Edit Classifications Delete Classifications Source Source Edit Classifications Delete Classifications e The Editing Classifications page is displayed 10 Editing Classifications Name Committee Default value Add Update Current possible values list _Current possible values Audit Governance IT Add new value Update Selected Delete Selected Set selected value as default save J cance e Add new values and click the Add new value button e Or highlight the value you wish to amend and click the Update Selected button This will open the value in the right hand text box for you to amend e Click Save 11 3 0 Managing Users User accounts must be setup for any individuals within an organisation that will have responsibility for implementing and progressing recommendations Once you have created a user you may need to modify their details or make them inactive Please note that you will never delete a user as you will want to
23. ation link e The Administration page is displayed e Select the Manage Priorities link from the menu e All existing priorities will be displayed e Click on the Delete Priority link adjacent to the Priority that you wish to delete If the Priority is not in use then it will be deleted Create New Priority Level Priority level name Number of days Number of hours Low C Edit Priority Delete Priority Medium i Edit Priority Delete Priority High Edit Priority Delete Priority 6 3 Editing Priorities e From within the home page toolbar click on the Administration link e The Administration page is displayed e Select the Manage Priorities link from the menu e All existing priorities will be displayed e Click on the Edit Priority link adjacent to the classification that you wish to edit Create New Priority Level Priority level name Number of days Number of hours Low Edit Priority Delete Priority Medium Edit Priority Delete Priority High Edit Priority Delete Priority 28 e The Editing Priorities page is displayed Name Low Number of days 28 Number of hours E Save Priority e Update selected values e Click Save Priority 29 7 0 Managing Custom Fields System administrators can create and append up to 4 custom fields to the recommendation view The custom fields can be of the following types Single Line Text B
24. ations 38 8 1 Using the Home Page Recommendation Search Tool All users can use the search tool but access rights as defined in the user roles will determine which recommendations you have access to Both open and closed recommendations can be searched for Recommendations can be searched using the following criteria o Recommendation Status Select one of the following criteria from the drop down pick list All Open Closed Reference Report Ref Assigned To Text Target Date Creation Date No update since Committee Source Department Oo O O O O O OOG OOQ N B All search fields can be used in isolation or in conjunction with each other in order to construct more complex search criteria An Organisation must be selected otherwise no results will be returned e Once all of the relevant Search Criteria have been entered click on the Search button 39 Search Recommendations Recommendation Status Reference Report Ref Assigned To Text Filter by target Date End Date Filter by creation Date No update since Dave Test 2 O Committee Department Aji Training company Committee aii v Department Source E v e All Recommendations matching the criteria entered will be displayed e To refine the Search results click on the New Search link Search Recommendations Your search returned 3 result New Search
25. atus Control Values e Click on Add Value e The Control value is added and the Add New input field becomes available for further data entry Control Values Abt ___ a vauc Awaiting attention Move Up 33 e Repeat the above process until all of the values that are to be presented to the users as options have been added e Click on Save Custom Field e The new Custom pick list will be displayed within the recommendation detail screen LeS Alert Default Status da Cancel Awaiting attention IlUnder Investigation Resolved 7 3 Re ordering Control Values The order that control values are presented can be changed by system managers e From within the home page toolbar click on the Administration tab e The Administrators menu will be displayed e Select the Manage Custom Fields link from the menu e Click on Edit adjacent to the custom field that you wish to change a 7 1 Status dropdown 2 not set not set edit 3 not set not set edit 4 not set not set edit e The Edit Custom Field page is presented e Select the value that you wish to re order or remove 34 Control Values Add New Add Value Awaiting attention lunder investigation Move Down Edit Selected Remove Selected Save Custom Field Cancel e To move the selected
26. ave ramage rsmtenon com Select o Click on Select to Assign the Recommendation 50 The window will close and the user name will be updated on the recommendation sheet Target Date Enter a Target Date for the execution of the Recommendation The date can be entered manually in the format dd mm yyyy or can be selected from the pop up system calendar Classifications From the drop down lists select the classification options These fields are customised by the system administrator For detail on how to configure and edit these classification fields refer to Section 2 in the manual Allow the operator to close the recommendation Enter a tick in the radio button box to indicate if you allow the operators to close the recommendation If this is not ticked the recommendation will be returned to you on conclusion for you to approve the closure Summary Using free text data entry type in a Summary of the Recommendation The summary field should contain enough information to identify the recommendation without being a full commentary This description will appear on the user home page and in search results Details Using free text data entry type in the full Details of the Recommendation Text can also be pasted into this field To Do Type in the details of any actions to be completed by the user to which the Recommendation is assigned Text can also be pasted
27. commendations from the Watch List e Click on the View link within the recommendation that you wish to remove from your Wish List e The recommendation details are displayed e Click on Remove from your Watch List Reference DR d4b3 27510 Reference DR d4b3 27510 Report Ref Test own Priority High Committee Audit Department Department Source Source Assigned To Cave Ramage e The recommendation is removed form your watch List 9 4 Viewing and Updating a Recommendation Any user who has a Recommendation assigned to them will receive a system generated email notification This email contains the Summary and Detail information entered into the create recommendation screen It also 53 displays a link to the 4Action software enabling the user to access the recommendation by clicking onto the Link within the body of the Email e Click on the link within the body of the notification email e The 4Action log in screen is displayed e Login using the Username and Password provided e The User Home page is displayed e To view the details of the Recommendation click on the View link within the relevant recommendation line display Outstanding Recommendations You currently have 5 open recommendatons Create New Recommendation Progress Update Reference summary ret OO OOOO pepartmemt Targetoate DR ad4ab 13810 Ensure that as soon as the restructure is c
28. control value up the pick list click on Move Up e To move the selected control value down the pick list click on Move Down e Click on Save Custom Field 7 4 Editing the Selected Custom Control Value e To edit the wording of the selected control value click on Edit Selected e The Update Control Value field will be presented 35 Update under investigation Update Value 7 9 Enter the value as you wish it to be presented within the pick list Click on Update Value Click on Save Custom Field Removing the Selected Custom Control value To remove the control value form the presentation pick list click on Remove Selected The selected control value will no longer be presented for selection Click on Save Custom Field De activating a Custom Field From within the home page toolbar click on the Administration tab The Administrators menu will be displayed Select the Manage Custom Fields link from the menu 36 The 4 Possible fields are displayed Click on Edit adjacent to the field you wish to amend The Edit Custom Field page is displayed Select Not Set from the Type drop down pick list Custom Field Number 1 Check box list Radio Button list contro Values Click on Save Custom Field The field will no longer display to users 3 8 0 The User Home Page When a U
29. ction of setting up access rights Name UserName email Address Accessible classifications Accessible reports lf you wish to prevent a group of users viewing recommendations that have been assigned to a higher level user use the filter to select the user and use the Move button to move the user to the left hand panel This can be done where either the recommendation is assigned to that user where that user created the recommendation or both Under Accessible classifications you will see a list of all the classifications setup for your organisation Tick the classifications you wish the user role to be able to access and un tick those you do not Click the Update button to setup the user role Editing User Roles From within home page toolbar click on the Administration link 25 e Select the Manage Roles link from the menu e The Manage Roles page is displayed Create New Role Organisation Role Name ABC Limited Manager ABC Limited Super User EG ABC Limited Basic User Edit e Click on Edit to the right of the role you wish to edit e The Manage Roles page is displayed B Role Name Cl Select De Select All CJ add File Cl Delete Files C Create Recommendations Cl View Recommendations CJ Edit Recommendations Cl Create Child Recommendations C Add Actions C View Actions C Delete Actions CJ close Recommenda
30. d Update User Details 18 4 0 Managing Active Directory Active Directory allows your organisation to setup specific users in 4Action by utilising your organisations existing network security Therefore they will not need to login to the application it will know who you are because you signed in to your computer Active Directory is only available if the system has been installed to your own infrastructure 4 1 Adding a Domain e From within the home page toolbar click on the Administration link e The Administration menu will be displayed e Select the Manage Active Directory link from the menu e The Manage Active Directory page is displayed Manage Active Directory Enable Active Directory Add New Domain BIBS HGTE 10 51 10 4 alastair bell Edit Domain Delete Domain Ol Show all users e All existing domains will be displayed Click on the Add New Domain link Add New Domain Domain Name IP Address User Name Password e Complete the details for the Domain Name and IP address of the main Active Directory server e Enter a username and password for a user which has permission to access the Active Directory structure e Click Save to record the domain 19 3 2 Domain Name BIBS HSTE Import Users from Active Directory From within the home page toolbar click on the Administration link The Administration menu will be displayed Select the
31. e been posted to the system against the individual recommendations Close Recommendations The close recommendation option closes recommendations and notifies the owner of the recommendation of the conclusion search All Recommendations Search facility will be available on the user home page allowing the user to search the system for recommendations Email Search Results Enables emails to be sent to the currently assigned users of the recommendations returned in the search results View Reports The reporting module will be available to the user Manage Users Allows the setup of new users and the maintenance of existing users Manage Reports New reports can be specified and existing ones can be deleted Manage Classificiations Allows the classifications in the system to be edited and for new ones to be created Progress Request from Search A progress update request can be sent to the assigned users of the returned search recommendations 24 5 2 e Access Dashboard The dashboard gives a visual representation of the aging of recommendations in the system e Language Management Allows users to amend the field titles so the system can be set to another language or they can amend existing descriptions in the system e Manage Message Templates Email templates can be amended by the user e Manage Alerts Allows the user to amend the existing alert criteria scroll down the page to the next se
32. e due date and repeats every days but in the last 3 days an alert is sent out that includes the line manager This is illustrated below 76 Template Name Fina Activates days before 28 5J Repeats every days Send to line manager Additional Recipients seperated by a colon LJ Activates days before Repeats every days 1 Send to line manager Additional Recipients seperated by a colon Administrator 12 2 Deleting an Alert Template e From within the home page toolbar click on the Administration link e Select the Manage Alerts link from the menu e All existing alert templates will be displayed Create New Alert Template Name hal eel Alert i Edit Remove Default Edit Remove Final Edit Remove e Click on the Remove link adjacent to the template that you wish to delete 12 3 Editing Alert Templates e From within the home page toolbar click on the Administration link Tf e Select the Manage Alerts link from the menu e All existing alert templates will be displayed Create New Alert Template name _ Alert 1 Edit Remove Default Edit Remove Final Edit femove e Click on the Edit link adjacent to the template that you wish to edit e The Edit Alert page is displayed Edit Alert Activates days before 28 Repeats every days 7 Send to line manager Additional Recipients seperated by a colon Act
33. e recommendation details are displayed 67 Alert Alert 1 Status Target Date 11 08 2010 00 00 00 Conclusion Testing complete on child recommendations Closure Status Fully Implemented Lrernommonashnan nn creshinn e Click on Re open e The following on screen prompt is displayed Re Open Reference DR d4b3 27510 1 Are you sure that you want to re open this recommendation 4Action v 1 0 0 26 RSM Tenon The Hamlet Hornbeam Park Harrogate HGZ BRE Tel 01423 859555 Fax 01423 659550 e Click on Yes to re open the recommendation e The recommendation action audit trial will be up dated with the user action Actions Add new action j Action Summary Action By jest 10 08 10 Dave Ramage Edit l Progress Update 10 08 2010 10 08 10 Dave Ramage Edit closed the Recommendation 10 09 10 Dave Ramage Edit 68 9 12 Adding Files Files can be added to recommendations to provide additional reference or evidence of actions They will be available for download by any user that views the recommendation Files can be added by 2 methods either by including when adding an action or by adding directly to the recommendation Note Files can not be added to closing conclusions They must be attached to the recommendation prior to closing 9 12 1 Adding Files to an Action e When adding an action click the Add file button Create New Action Reference DOR d4b3 27510 Parent
34. eeeeceeeeeeeeeseeeeeeees 46 DA SPEIL NECRO crier iriran en aea ONEA EEEE AEAEE REE TEN ATENTA Arin 46 9 0 Creating a Recommendation cccecceccseeceeceeeceeteeeeeeteeeeeeeeteeeeess 48 9 1 Creating a New Recommendation cccccceeceeeeeeeeteeeeeeseeeeeeees 48 9 2 Adding a Recommendation to the Watch List eee 52 9 3 Removing a recommendations from the Watch List 0 0 53 9 4 Viewing and Updating a Recommendation cccccecseeeeee seen 53 9 5 Editing Recommendation Details cee cecseeceeeeeeeeseeeeeeeees 55 9 6 Reassigning a Recommendation to Another User cee 58 9 7 Creating a Child Recommendation cccceccecceeeceeeeeeseeteeeeeeees 60 9 8 Adding an Action to a Recommendation cccceccecsecceeceeeeeeeees 62 9 9 Responding to a Progress Update Request ccceececeeeeee eee 64 9 10 Closing a Recommendation ccceceeeeeees 9 11 Re opening a recommendation cccee 11 1 Importing your Recommendations 12 1 Creating a New Alert Template 12 2 Deleting an Alert Template 0 eee 12 3 Editing Alert Templates ec eeceeeeeeeees 13 2 Selecting the Layout File for your Organisation 14 0 Manage Message Templates ccceceeeeee ees 15 0 Edit Language ccc ccc ecc cece eeeeeeeeeeeseeseeeeeees 16 0 Generating Reports aiavgectsteacganedeucgacetea
35. ence Summary Tex i i a A 5 Aa ae 7 n es EET TVET nA rea Target Date Dapa D i kfl le S P Fal slit Chl e All progress update requests for the user will be displayed The following items require a progress update a ferented Target DR d4b3 27510 1 Child Action 10 08 10 11 08 10 Update Enter the update details into the Updates dialogue box using free text data entry e Click on the Update button An action for the response is created and displayed on the Recommendation Details page 64 Actions Add new action Date Action By Summary Text a 24 07 08 John Smith Progress Update 24 07 2008 View e The details of the Update can be viewed by clicking on the View link within the action line display e The details of the response are displayed Viewing Action Recommendation Reference D8 d4b3 27510 1 Action By Dave Ramage Action Date 10 08 2010 Action Summary Frogress Update 10 08 2010 Update Nothing has happened since the last request I contacted dient but I am awaiting a call back Will Acton Detali chase again in a couple of weeks Add File lt lt Return to recommendation details e To return to the Recommendation Detail page click on the Return to Issue Details link 9 10 Closing a Recommendation When all of the required tasks and actions taken during the implementation of the recommendation have been
36. esented to users within the recommendation details page 31 Managers Comments Ea Alert Default w 7 2 Create Recommendation Creating a Custom Pick list Field If you wish to create a dropdown check box or radio button pick list you must also create and manage the values that are presented to the users for selection From within the home page toolbar click on the Administration link The Administrators menu will be displayed Select the Manage Custom Fields link from the menu The 4 Possible custom fields are displayed Click on Edit adjacent to the custom field that you wish to set The Edit Custom Field page is displayed From the Type drop down pick list select the custom field type from the following options 1 Dropdown List 2 Check Box List 3 Radio Button List The screen will change so that Control Values can be setup 32 Edit Custom Field Custom Field Number 4 Type Dropdown list Name Control Values Add New Edit Selected Remove Selected Save Custom Field Control Examples Single line text box z Note only 255 characters are permitted in the single line text box e Enter a Name for the new field e Type the Control Value as you wish it to be presented to users into the Add New field Custom Field Number 1 Type Dropdown list v Name St
37. et Date Start Date End Date C Today y a C Today Filter by creation Date Start Date End Date 3 ES ClToday l LI Today No update since 8 today Committee All y Department All ne Source All v Group By Reference Sort Direction Ascending Save Current Parameters e The above report parameters screen is displayed e Various options can be selected that will allow any variation of recommendations to be displayed A detailed description of the criteria is as follows Recommendation Status Select whether the report displays open closed or all recommendations Reference Sort to only display recommendations with this reference Report Ref Sort to only display recommendations with this report reference Assigned to Display only recommendations assigned to a specific user Text Display only recommendations that have text matching the criteria Filter by Target Date Show only recommendations that have a target date between the two values Creation Date Show only recommendations that were created between the two values No Update Since Show recommendations that have not had actions since this criteria date Classifications The classifications that were defined in Section 2 85 Group by The report can be grouped by Reference Recommendation status Assigned to or any of the classifications Sort Direction choose if you wa
38. for the action This ensures efficiency savings and that responsibility and accountability for maintaining the recommendation status rests with the individual responsible for the recommendation Monitor the progress of individual recommendations and changes to target dates through a full audit trail Monitor overall progress on recommendation implementation whether by source period status or individual responsible through reports 1 1 Signing In Once your organisation has been set up in the 4Action software you will be allocated a manager login This user can then create new system users for their organisation through the web interface If the user subsequently forgets their password they can reset it through the forgotten password link and it is for this reason that we use the user s email address in setting up their username When you visit the 4Action portal you are presented with the user login screen as shown below Existing Users Please log on here Username Password Administrator GO Remember username a Force Login Forgotten Password Here you should enter your username and password as supplied to you If you are on a computer that is secure and for your use only you may choose to select the Remember username checkbox This saves on typing next time Please note that it will not for security reasons remember your password 1 2 Changing the Password When you log onto the system for the first time y
39. into this field Alert Select an Alert type to assign to this recommendation Alerts can be configured and customised to send at various times before and after the due date and to various people in the organisation structure Details of how to customise this can be found in Section 12 of the manual Custom fields Custom values that have been setup by the administrator of the system A detailed explanation of this feature and how to customise the values can be found in Section 1 e Click on the Create Recommendation button A unique reference is created for the recommendation and an email is sent to the user who the recommendation was allocated to Please note that 51 no email is sent to you if you allocate the recommendation to yourself as you will already be aware of the need for action An entry will also be created in the work Queue of the selected Users home page Example Recommendation email notification From 4action bjbs co uk Date 10 August 2010 16 10 To alastair bell bjbs co uk Subject New Issue Dear User You have been assigned the Issue reference DR d4b3 27510 1 The Priority of this issue is High The Target Date of this issue 1s 11 08 2010 The Summary text for this Issue 1s Child Action 9 2 Adding a Recommendation to the Watch List Any Recommendations created by a user will be displayed within the User Created Recommendations section of the home page work queue
40. ion They can however be edited for the child Report Reference Priority Entered on behalf of Assigned To Classifications Target date N B When creating a child recommendation it is important to note that the Target Date for the child recommendation should not be later that that of the parent recommendation e Enter a Summary for the child recommendation e Enter The Details of the Child Recommendation e Enter the details of the actions that the user is to action for the child recommendation e Click on the Create Recommendation button e The user to which the child recommendation has been assigned will be notified by a system generated email notification e The Parent recommendations will be updated with the latest action and the Child recommendation will be displayed within the Children Pane of the parent recommendation details page 61 Add File Close Recommendation Create child Edit Target date given to recommendation on creation Actions Add new action J Action Summary Date Action By Action added 27 05 10 Dave Ramage Edit My own action with an amended overall template 27 05 10 Dave Ramage Edit 10 08 10 Dave Ramage Edit Recommendation re assigned to user Dave Ramage Target date Changed to 11 08 2010 10 08 10 Dave Ramage Edit Related Recommendations i e Test recommendation assigned to self 11 06 10 open ba Child Action 11 08 10 open
41. ivates days before 3 Repeats every days 1 Send to line manager Additional Recipients seperated by a colon Administrator e Click Edit on the Alert you wish to edit e Add new values or update selected values e Click Save 78 13 0 Layout Import Layouts can be changed within 4Action to allow organisations to customise the look and feel of the software Layout files used are RESX NET Managed Resources File and can be edited using programs such as Microsoft Visual Studio 13 1 Importing a Layout File From within the home page toolbar click on the Administration link The Administration menu will be displayed Select the Layout Import link from the menu The Layout Import page is displayed Import Layout 13 2 zie fle Br Import New layout Click on the Browse button to locate your file Click the Import New layout button to begin the import After a short moment the following message will be displayed to confirm the import was successful Import a new layout has been finished successful Please find a new layout file ImgCustom ddr on the Edit Organisation page Selecting the Layout File for your Organisation From within the home page toolbar click on the Administration link The Administration menu will be displayed Click on the Manage Organisations link in the menu 19 e The Manage Organisations page is di
42. k e Select the Manage Users link from the menu e Using the User Search feature locate the user that you wish to edit Details of how to use this can be found in Section 3 3 e Click on the Edit link adjacent to the user you wish to edit 16 User Name Login Name Dave Ramage Dave Ramage Dave Ramagel Dave Ramagel John Smith John Smith Phil Brown Phil Brown e The Edit User page is displayed Login Name Dave Ramage Email Address dave ramage rsmtenon com _ Active V Name Administrator Mne anager cuaus Notes Roles 17 3 9 e The following user account fields can be edited o Login Name Email Address Login Name Users can be flagged as Inactive by un checking the Active tick box Name Line Manager Telephone number Notes User Role O O O O G O U e Click on the Update User Details button to save the edit Changing a User s Password e From within the home page toolbar click on the Administration link e Select the Manage Users link from the menu e Using the User Search feature locate the user to be edited e Click on the Edit link within the User line display e Enter the new password into the New Password dialogue box and retype in the Repeat Password dialogue box to confirm e Click on the Update User Details button to save the edit New Password Repeat Passwor
43. limited number of Classifications within 4Action Classifications allow you to label your recommendations with a variety of markers which can be utilised in the search and reporting modules to filter on It is therefore vital that some thought is given in to setting these up correctly so they can be utilised fully An example of classifications could be Source Internal external Committee Governance Audit IT Department HR Finance IT Management 2 1 Creating a New Classification By default your organisation may have no classifications setup for you and it is therefore your responsibility to create the classifications you wish to use e From within the home page toolbar click on the Administration link e The Administration menu will be displayed e Select the Manage Classifications link from the menu e The Manage Classifications page is displayed Create new Classification a a Committee Committee Edit Classifications Delete Classifications Department Department Edit Classifications Delete Classifications Source Source Edit Classifications Delete Classifications e Select Create new Classification e The Creating Classification page is displayed Creating Classifications Name Manager Responsible Default value Add Update Current possible values list Current possible values _ John Smith Alan Brown Add new value Update Selected Delete
44. mail e Where the recommendation is a Child Recommendation an entry will be created within the action history of the parent recommendation details page viewable by the originating user Actions Action By Action Summary Date eee 10 08 10 ER 0 Dave Ran l Progress Update 10 08 2 vee anes Edit Example Recommendation Closed email notification 66 From 4action bjbs co uk Date 10 August 2010 16 31 To dave ramage rsmtenon com Subject Recommendation Closed Dear User The Issue with reference DR d4b3 27510 1 has been closed The Summary text for this Issue is Child Action The Details text for this Issue is must be dealt with prior to closing parent The reason for this issue being closed is shown below Testing complete on child recommendations Please visit http localhost to review this issue 9 11 Re opening a recommendation Where needed it is possible to re open recommendations that you have closed e Using the recommendation Search tool locate the recommendation that you wish to re open e Click on the View link adjacent to the recommendation that you wish to re open Search Recommendations Your search returned 2 result New Search aie Se meny DR d4b3 27510 Test recommendation assigned to self Training Company Administrator 27 05 10 11 08 10 ma E DR d4b3 27510 1 Child Action Training Company Administrator 10 08 10 11 08 10 lt e Th
45. ndations being imported 4Action RSM Tenon 1 RR a Back to Import Recommendations Home Dashboard Account Administration Reports Help Logout Training Company Import Recommendations SE EN TR IRE e that a s the v o Dave Ram age i Dave Ramage Audit Cop Copy Topy Copy Copy Copy Cop Ensure that the BACS payroll she Medium w Ca Dave Ramage Dave Ramage Y 1 Audit Copy Copy Copy Copy Copy Copy Copy Cor High v ma Dave Ramage Dave Ramage Audit Copy Copy Copy Copy C Import Recommendations 13 From here you can amend the import values and populate the fields that are not imported such as the assignee and the classifications Once all values have been set click Import Recommendations The following message is displayed Import Success 74 12 0 Manage Alerts Alerts are setup by the administrator to inform users when recommendations are approaching their due date and will ensure actions are taken at the right time They also allow an escalation to take place so if a user is not dealing with the recommendation then an alert can be sent to a manager to prompt further action 12 1 Creating a New Alert Template e From within the home page toolbar click on the Administration link e The Administration menu will be displayed e Select the Manage Alerts link from the menu e The Manage Alerts page is displayed Create New Alert Templa
46. ned The bar shows the split of recommendations in to the ageing period The periods are defined beneath the line with a numeric value to you know exactly the number of recommendations are in each period In the above diagram The first Organisation has only 2 recommendations still open and both are overdue therefore the bar is 100 red The second organisation has a total of 10 recommendations open 6 are overdue and are displayed in red 1 is less than 3 days due and is displayed in orange 1 is 2 4 weeks from due and is displayed in blue and 2 are 4 weeks from becoming due and are displayed in turquoise 11 0 Import Recommendations Recommendations from 4Audit can be imported in to the system using a Word XML file that is produced from that system This saves a significant amount of time manually entering the recommendations one by one to 4Action 11 1 Importing your Recommendations e From within the home page toolbar click on the Administration link e The Administration menu will be displayed e Select the Import Recommendations link from the menu e The Import Recommendations page is displayed Import Recommendations Please select a file to import recommendations from Browse e Select Browse to locate your file e Click the Import Recommendations button to begin the import e After the import has completed the following screen will be displayed allowing you to customise the recomme
47. ngastetaacgeneaen sapere eee eect 67 PENETER EE 19 POE PPEP ss 84 1 0 Introduction Modern organisations are continually changing and improving Actions are agreed by management and non executives to ensure that these changes occur and organisational objectives are achieved To ensure that the required changes are actually achieved it is essential that your organisation keeps track of all the recommendations and actions that have been agreed and that performance against implementing them is closely monitored Actions can arise from many sources e g Non executive or board decisions Senior management or departmental management decisions Organisational risk management processes Project developments External auditors Internal auditors Other external or regulatory review agencies As an organisation you need the ability to collate the actions arising from some or all of these sources and then monitor whether these actions are being implemented 4Action allows your organisation to Record all actions or recommendations and allocate them to individual managers or members of staff for action To set a target date for implementation To automatically notify the individual responsible for the recommendation that they have a new action point to address To automatically notify relevant individuals when deadlines are amended Pass the responsibility for updating the status of each recommendation point to the individual responsible
48. nisation 4Action allows users to belong to several organisations with the 1 unique username This allows users to switch between organisations to manage their workload To change the organisation in 4Action click the Change Organisation link in the upper right of the screen Training Company Change Organisation e Select the Organisation you wish to change to D Dave Test 2 Training Company Confirm Company Change Click Confirm Company Change 8 4 Spell Checking 4Action has a built in spell checker that will highlight any potential spelling mistakes by marking them with a yellow highlight to check the EE Summary e To amend the spelling mistake click on the yellow area 46 Need to check the en reconciliation reconciliatory reconcilable conciliation reconciled add Summary close Details Select the correct value or add to add it to the dictionary or close to not make any change 47 9 0 Creating a Recommendation Modern organisations are continually changing and improving Recommendations are agreed by management and non executives to ensure that these changes occur and organisational objectives are achieved To ensure that the required changes are actually achieved it is essential that your organisation keeps track of all the recommendations that have been agreed the actions that have been taken on them and that performance against
49. nt the report ordered in ascending or descending order NB With date fields use the Today tick box if you want to use todays date This is essential for when creating saves report parameters for use later e Once the criteria has been set click the PDF or Word icon to generate the report 16 2 Saving Report Parameters After specifying a detailed parameter you can save the criteria you have set SO you Can easily access the same report in the future These will form your saved reports in the system For example you can setup a parameter for all open recommendations and save it as outstanding recommendations Or you can setup a report showing where the target date has expired thus allowing you to set up an overdue recommendation report e Setup your reporting parameters as per Section 16 1 e Click on the Save Current Parameters button Save Current Parameters e The following on screen prompt is displayed 86 Explorer User Prompt a cript Prompt ok Please enter a name Cancel e Specify a Name for your report e Click on OK e The saved parameters will now be displayed under the parameter selection area Saved Report Parameters Saved Report Parameters Open Recommendations for User Administrator Load Parameters Export Delete e In the future just click to load the parameters to run your report 8
50. ompleted the authonsed signatory list is Department 31 08 10 updated to reflect the changes i OR a48c 13810 Reconciliation work Department 31 08 10 View e The Recommendation detail is displayed 54 Reference OR d4b3 27510 Reference Report Ref Priority Committee Department Source Assigned To Raised By Committee Date Creation Date Summary Details To Do Alert Status Target Date Conclusion Closure Status 9 5 Editing Recommendation Details DR d4b3 27510 Test own High Audit Department Source Dave Ramage Dave Ramage Details 31 05 2010 00 00 00 27 05 2010 14 46 23 Test recommendation assigned to self This i5 a recommendation that is assigned to your own User Alert 1 31 05 2010 00 00 00 W A N A Remove from your watch list e From within the Recommendation details page click on the Edit link 55 Summary Test recommendation assigned to self Details This is a recommendation that is assigned to your own user To Do Alert Alert 1 Status Target Date 31 05 2010 00 00 00 Conclusion N A Closure Status W A Add File Clase Recommendation Create child J Edit J e The Edit Recommendation page is displayed 56 Editing Ref OR d4b3 27510 Reference Report Ref Priority Committee Department Source Assigned To Raised By Creation Date Target Date 31 05 201 S
51. on after amending the template 27 05 10 Dave Ramage Edit Target date Changed to 24 05 2010 27 05 10 Dave Ramage Edit Recommendation re assigned to user Dave Ramage 27 05 10 Dave Ramage Edit Test Action 27 05 10 Dave Ramagel Edit Target date Changed to 23 05 2010 24 05 10 Dave Rameges Edit Recommendation r assi ned to user Dave Ramagel 27 05 10 Dave Ramagel Edit added an action to a trammg Fraine to os io Da ar Edit e The recommendations originating user will be notified of the new action by an automated email alert Example new action notification email 63 From 4action bjbs co uk Date 10 August 2010 16 16 To Subject New action added to Issue 2 User A new action has been added to the Issue with reference A 6498 19510 The summary of this action ts Added an action to a traning recommendation The details of this action are Added more detail to it too Please wisit http flocalhost to review this issue 2222 9 9 Responding to a Progress Update Request From time to time administrators of the system may request a progress update You will be notified of this via an email If you receive such a request login to the 4Action software to provide detail From within the 4Action home page click on the Progress Update link Outstanding Recommendations You currently have 1 open recommendation Create New Recommendation Progress Update refer
52. ou should change your password to something that is both memorable and secure We would Suggest a minimum of 8 characters with a combination of letters and characters e From within the User Home Page toolbar select the Account Link Home Dashboard Administration Reports Help Logout The Account Settings page is displayed The Account Settings Page ee l l e Enter the current Password issued to you e Enter the New Password consisting of a minimum of 8 Alpha numeric characters e Re Enter the New Password as confirmation e Click on the Change Password button to update the new password e The following on screen confirmation is displayed Home Dashboard Acc Password change successful Passwords should be changed periodically to ensure their security and as soon as you believe that your security has become compromised Do not write your password down or share your password with others If you believe that someone has access to your account then please change your password immediately The number of users that can be setup in 4Action is determined by the licence purchased There should be a sufficient number of users that can be setup in 4Action so please resist the temptation to share accounts 1 3 Navigation Menu The system navigation is controlled by a single menu in the upper right of the screen The options available are determined by your login rights
53. ox up to 255 characters Multi Line Text Box Dropdown List Check Box List Radio Button List These custom fields are fields which will be added to the bottom of recommendations They are not searchable using the filters in the reporting module 7 4 Creating a Text Input Custom Field e From within the home page toolbar click on the Administration link e The Administrators menu will be displayed e Select the Manage Custom Fields link from the menu e The 4 Possible Custom Fields are displayed Field Type Ss Field Number not set not set edit 2 not set not set edit 3 not set not set edit 4 not set not set edit e Click on Edit adjacent to the field that you wish to set up e The Edit Custom Field page is displayed 30 Edit Custom Field Custom Field Number 1 Type Not Set w Not Set Single line text box Name Multi line text box Dropdown list Check box list iRadio Button list Save Custom Field Cancel Control Examples Single line text box Note only 255 characters are permitted in the single line text box Multi line text box Dropdown list Itemi e From the Type drop down pick list select the custom field type from the following options 1 Single Line Text Box up to 255 characters 2 Multi Line Text Box e Enter a Name for the custom field e Click on Save Custom Field e The New Field will now be pr
54. r the Domain Name and IP address of the main Active Directory server e Amend the username and password to a user which has permission to access the Active Directory e Click Save to record the domain 4 4 Delete an Active Directory Domain e From within the home page toolbar click on the Administration link e The Administration menu will be displayed e Select the Manage Active Directory link from the menu e The Manage Active Directory page is displayed e All existing domains will be displayed 21 Manage Active Directory F Enable Active Directory Add New Domain omainName IP Address User Name Imp in BJBS HGTE 10 51 10 4 alastair bell Edit Domain Cl Show all users e Click on the Delete Domain link e Confirm the deletion 22 5 0 Adding User Roles User roles determine what access a user has to the system and it is therefore vital that these are setup to maintain the access rights of the user accounts Once a user account has been created it must be assigned a role for each organisation that user is assigned to 5 1 Creating a new User Role e From within the home page toolbar click on the Administration link e The Administration menu will be displayed e Select the Manage Roles link from the menu e The Manage Roles page is displayed Manage Roles Create New Role formanisation Rotename
55. ser logs into the 4Action software the User Home Page is displayed The User Homepage displays the Users Work Queue that includes a list of those recommendations which you have created or have been assigned to yOu As recommendations pass their target date their background colour will change to red or pink indicating that the target date for that recommendation has been missed At the same time an email will be sent to the user allocated responsibility for the recommendation alerting them to the issue and providing a link to the website to update the recommendation as appropriate In addition to this you are able to maintain a list of recommendations that you wish to watch In the lower part of screen you will also see the search control that allows you to find any other recommendations from within your organisation including those that have been previously closed The User Home Page 4 Action RSM Tenon Home Dashboard Account Administration Reports Help Logout Login Successful Dave Test Company Change Organisation Outstanding Recommendations You currently have 2 open recommendations Create New Recommendation Progress Update Reference Su User Created Recommendations ou currently have 1 open recommendaton I Ere Test recommendation assigned to self 3 08 10 View Watched Recommendation List You are not currently watching any recommendations Search Recommend
56. splayed Create New Organisation Message Edit Templates Alerts Licence Language Not Licenced Message Edit Aimiidtrators Edit Personnel Templates Alerts Licence Language North Yorkshire Harrogate HG2 ERB Message Edit _ a i AJHE Test Company2 Templates Alerts Licence Language a e Select Edit adjacent to the Organisation you wish to amend e In the Editing Organisation use the dropdown menu under Template Theme to select the new layout you imported default iv 4 Template Theme Default Classification e Click Save Organisation Details to save 80 14 0 Manage Message Templates Message Templates are the templates 4Action uses for sending email notifications to users These templates can be customised by users with sufficient access rights e From within the home page toolbar click on the Administration link e The Administration menu will be displayed e Select the Message Templates link from the menu e The Manage Email Templates page is displayed Manage Email Templates Tempinte name Email From Search Edit Forgotten Password Reset Edit New Action Notification Edit New Password Notification Edit Non Specific Email Edit Recommendation Overdue Reminder Alert Edit Recommendation Reminder Alert Edit Recommendation Assignment Reassignment Notificatio Edit Recommendation
57. t XML export details Export recommendations O Export recommendations and actions O Export recommendations and nested actions Run The options available for the export are as follows o Export Recommendations Only exports the recommendation detail and does not include any subsequent actions that have been added o Export Recommendations and actions Exports recommendations and all actions that have been added directly to the recommendation o Export Recommendations and nested actions Exports recommendations and all actions that have been added to the recommendation or to linked recommendations e Select the type of export and click Run e A message will be displayed asking if you wish to Open Save or Cancel the operation 44 File Download Do you want to open or save this file G Name XML_Export xml Type XML Document 3 18KB From 10 51 253 13 While files from the Internet can be useful some files can potentially harm your computer If you do not trust the source do not open or save this file What s the risk XML files are typically read in packages such as Excel or with report writing software such as Crystal Reports 8 2 4 XML File Format 45 UserlD2 Internal reference ActionSummary Summary text of action ActionDetail Detail text of action Parent Ref Reference of Parent recommendation Completed Date Date of action Progress Date Date field 8 3 Changing your Orga
58. t has been properly actioned Emails have been sent for DR d4b3 27510 A f4b3 17510 A 6498 19510 The following is an example of this email From 4action bjbs co uk Date 10 August 2010 11 35 To dave ramage rsmtenon com Subject Recommendation Needing Attention NOW Dear User This is an issue reminder You are being sent this email because an issue assigned to you may need your attention Please action this email as soon as possible Issue ref A 6498 19510 The Target Date of this issue is 5 23 2010 The Summary text for this Issue is ate The Details text for this issue 1s dsaf Please visit httpvflocalhost to review and action thus issue Thank you for your co operation 43 8 2 3 Export to XML Search results can be exported to XML files which can then be used in external packages such as excel to analyse the data and present it in a useful format e From the Search results page select Export to XML Search Recommendations Your search returned 3 result New Search a cterence summo Tet oraneaton rete roroot DR d4b 3 27510 i Test recommendation assigned to self Training Company Dave Ramage 27 05 1 0 31 95 1 5 view v A f4b3 17510 Test recommendation Training Company Dave Ramagel 17 05 10 25 05 10 View 4 6498 19510 afe Training Company Dave Ramage 19 05 10 23 05 10 View Progress Request Send Mail e A message will be displayed asking you to confirm the type of expor
59. te Name aa eH Alert i Edit Remove Default Edit Remove e Select Create New Alert e The Create Alert page is displayed Create Alert e Enter the name of the New Alert Template into the Template Name dialogue box e Click Save e An additional button will appear to allow you to setup alerts within your template 19 e Click the Add Alert button Template Name Final Activates days before 7 Repeats every days 1 Send to line manager Additional Recipients seperated by a colon Administrator e Enter the following details o Activates days before Set a value for the alert to begin E g 7 would start alerting 7 days before the due date o Repeats every days How often the alert repeats E g 1 would repeat sending the alert every day o Send to line manger tick if you would like a duplicate alert to be sent to another user o Additional Recipients Enter the username of the person to be included in the alert e Click Save to save the alert e If you wish to add more alerts to the template select the Add Alert button again and repeat the process e Click on the Save button to save the alert Note Several alerts can be setup per template This allows you to send different alerts at different periods and potentially to the line manager For example send a notification that starts at 28 days before th
60. tion C Search All Recommendations C Email Search Results e Amend the values you wish to change e Click Update to save 26 6 0 Manage Priorities Recommendations can be prioritised so you can manage which must be dealt with first The priorities in the system can be customised to the terminology you use Users with sufficient access rights can create an unlimited number of Priorities within 4Action 6 1 Creating a New Priority e From within the home page toolbar click on the Administration link e The Administration menu will be displayed e Select the Manage Priorities link from the menu e The Manage Priorities page is displayed Sr a Low 8 0 Edit Priority Delete Priority Medium Edit Priority Delete Priority High 1 i Edit Priority Delete Priority e Select Create new Priority Level e The Creating Priorities page is displayed Number of days Number of hours o Enter the name of the New Priority into the Name dialogue box o Enter the number of days in the Number of days dialogue box o Enter the number of hours in the Number of hours dialogue box 2 o Click Save Priority to save Note the number or days and number of hours are entered so the system can prioritise the order of the list The items will be ordered in descending order 6 2 Deleting a Priority e From within the home page toolbar click on the Administr
61. ummary Details These items are mandatory DR d463 27510 Test own High WF Audit wt Department Source ka Dave Ramaga Select User Dave Ramage Details 27 05 2010 14 46 23 fest recommendation assigned to self This is a recommendation that is assigned to your own user e The following recommendation details can be edited Report Ref Priority Classifications Assigned To Target Date Summary Details To Do Alert Custom Fields 57 e Click on Save Details to record your changes The Recommendation Details page will redisplay showing the Edited details 9 6 Reassigning a Recommendation to Another User It is possible to Re Assign a Recommendation to another system user for actioning e From within the Recommendation Details page click on the Edit link Summary Test recommendation assigned to self Details This is a recommendation that is assigned to your own user To Do Alert Alert 1 Status Target Date 31 05 2010 00 00 00 Conclusion N A Closure Status N A T Add File Close Recommendation Create child if Edit e The Edit Recommendation page is displayed e Click on the Assigned To Select user button Assigned To e The Search User page is displayed e Enter your Search criteria User Name Name email Address Search e Click on Search e All users matching the search criteri
62. wed by other users within the system 13 Note Any field marked with an asterix is a mandatory field and must have a value to save the record Once created users must be assigned a role for each of their organisations This allows for users to be setup with specific rights for different organisations For example a user may have full admin rights in a subsidiary organisation but only have basic access for a holding organisation e Scroll to the bottom of the page and in the drop down list select the Organisation which you want to select a role for Note You will only be able to view organisations to which your user account has access to Roles Set as detault e This will load all roles setup for that organisation in the right hand pane e Select the role you wish to allocate and click the lt Move button Roles Organisation Dave Test Company Dave Test Company Admin Create User e Once complete click the Create User button 3 2 User Roles By default the following Roles will be setup for you User Role Access Rights 14 User Create Recommendations View and amend Recommendations that have been assigned to them View and amend recommendations that they have created Super User e Create Recommendations e View and Amend all Recommendations e Run Reports on all recommendations Manager e Create Recommendations e View and Amend all Recommendations e Run Reports on
63. y DOMAIN ccc cceceeeceeeeeeeeeeeeeeeeees 21 50 Addn Vser 8 2 en ee Aa EEEE 23 5 1 Creating a new User Role ccccecccccsecceeeeecceeteeeeeeteeeeeeeseteeeeeeeas 23 5S2 28 Ola ROIS eerror ee ae ne re re 25 6 0 Manage ltrs vadtsnainaiesaanpisdvnaupasdsacspausynsie praensep bate sang bolnenaa aamerangaanel 2 6 1 Creating a NEW Priority cc ccccecceccseeceeeeeeseeteeeeseceeeeeeeeeseeeeeeees 21 G2 RS Be ep ine FOON See 28 63 BEING PROHUGS occsscenscssaconisnpasnsivngiaatdsasisesinegisediesdisedanebbanntaanianidonds 28 7 0 Managing Custom FieldS coeitccirnccxnatcanncnadranasnadoniureadeinceaennmenteniarieiensan 30 7 1 Creating a Text Input Custom Field cc eccceeseeeeeeeeeteeeeeeees 30 7 2 Creating a Custom Pick list Field 2 0 ee eceseeceeeeeeeeeseeeeeeees 32 7 3 Re ordering Control oaioicacescaticrvnwandinessivienegadceeanteaeegueaeaadenn 34 7 4 Editing the Selected Custom Control Value cecceccseeeeeeeeeees 35 7 5 Removing the Selected Custom Control value cccceeceeeeeeees 36 7 6 De activating a Custom Field ee cceceeeeeeeeeteeteeeeeeseeeeeeees 36 8 0 The User Home Page ccccccccceccscceeceececeeceeeceeceeceeceeceeseeseeseesaees 38 8 1 Using the Home Page Recommendation Search Tool 39 8 2 Export Search Results 2 0 0 cc cccceccecceeeeeeeeeeseeeeeeeeeeeeeeeeeeseeeaess 41 8 3 Changing your Organisation ccccceeceecsecseecee

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