My Actions Tab
When a user logs into their account, and navigates to the My Actions tab on the main dashboard, they are presented with a smart dashboard and interactive grid. This dashboard will contain three smaller ‘Dashlets’ which focus on an aspect of the actions. Throughout Safefood360° as programmes are built and records created, you will often assign tasks and actions or assign responsibility for programmes to certain individuals within your company. Previously it was difficult to extrapolate precisely what it is "I need to do" amongst all the actions awaiting attention. Not anymore. Simply click the ‘My Actions’ tab to see what’s on your plate for the day.
This dashboard will present two main elements:
1. Key Data and Trends – Firstly, the User will find three new Dashlets which present the most important activity data relating to My Actions. For example, you will see in a clear and informative way the number of open actions, overdue actions and actions which have had a significant risk assigned to them.
2. Interactive Grid - Secondly, the user will find a grid that displays key information relating to each open action. This data includes the name, due date and significance of each open action. Furthermore, Users can now filter their open actions in various ways including by due date, name, module and significance.
1. My Action Volume
1. My Actions Open: The number of open actions assigned to the user.
2. My Actions Overdue: The number of open actions assigned to the user which have become overdue.
3. My Significant Risk Actions Overdue: The number of open actions assigned to the user which have become overdue and have a significant risk (By default in Safefood360, any record assigned as medium or high risk is significant).
4. My Actions Created By Week: Displays analysis of the total number of actions created by week. Hover over the plotted points to see the quantity created.
2. My Open Actions By Module
1. My Open Actions Open: The dashlet displays the total number of open actions by module. Click on the module button to access the module.
3. My Overdue Actions by Module
1. My Actions Overdue: Display by module the number of overdue actions.
2. My Significant Risk Actions Overdue: Of the overdue actions, the number that have a significant risk is displayed here by module. You can click on the buttons to access the modules.
4. Open Actions Grid
1. Use the search bar to search for the name of the record you have an action for.
2. This is the number of the record from which you received an action.
3. The date the record was generated.
4. The date there was last activity in the record.
5. The name of the record.
6. The risk assigned to record. This will appear blank if there is no risk.
7. The date the record is due to be completed.
8. The module from which the action was generated.
9. The specific action you are required to complete.
10. Displays whether or not an action is overdue.
11. Displays whether or not the record is significant (By default, any record assigned as medium or high risk is significant).
12. Click on 'View' to access the record to complete your action.
13. Use the arrows to move from page to page.
14. Select the refresh symbol to ensure your actions that are displayed are updated.
15. The total number of records requiring an action.
16. Click Archive Off to display archived actions.
17. Select the number of actions you would like to display in the grid at once from the drop-down (Choose from 10, 20, 30, 40 or All).
18. Click the printer symbol to retrieve a copy of your actions. Select the file format you would like (PDF, XLSX, XLS, RTF, CSV, ODT, PPTX). You can hover over the preferred file format and select for the data to be displayed paginated or non-paginated.
5. Filtering & Sorting My Actions
Columns can be sorted and filtered by clicking on the column heading. The sort & filtering options will appear.
1. Use the arrows to sort the data in ascending order or descending order.
Apply the filter option to rows to search for actions based on criteria. For example, if you select the date column you can search for actions within a specific time frame. Another example would be to filter the actions based on risk e.g. only show the high-risk actions.
1. Click on the filter column to filter the actions.
2. Select 'Show only rows where'.
3. Select the condition from the drop-down.
4. In the example above we are filtering by date and therefore can use the calendar to select the specific date and time. For other headings, you will have a open field to type in e.g. Name.
5. Click OK to filter the actions.
6. Formatting & Hiding Columns
1. Select formatting if you would like to format headings or rows (see next slide for more information).
2. If you would like to hide the column you can select Hide Column. To show a hidden column simply click on any heading and select 'Show Column'. Select either all or specific hidden columns to show again.
7. Basic Formatting
1. Select the basic formatting tab to allow you to select font types, style, colour and alignment.
2. Select if the formatting should be applied to the heading or rows.
3. When a heading is selected, the name of the heading selected appears.
4. Use the options to change font style, size, colour and alignment.
8. Conditional Formatting
1. Select conditional formatting tab if you would like to set conditions.
2. Select apply to rows.
3. Click 'Add' to allow you to define a condition.
4. Select from the operator drop-down.
5. Type in the specific condition. For example, in the above image, we are formatting the Risk column. If you would like all actions with 'High' risk to be formatted in a certain way you would put High in the condition field.
6. Select the formatting you prefer e.g. Bold.
9. Associate Users with Contacts to Enable 'My Actions'
In Safefood360° Users and Contacts (Employees, Customers, Organisations, and Suppliers) are different entities. This is necessary from a security, compliance and management point of view. However, in order for the ‘My Actions’ tab to present the currently logged in user with the list of Actions awaiting their attention we must ‘associate’ that user with their respective contact. You can associate a user with an Employee contact, Customer contact, Supplier contact or Organisation contact. A user can only be associated with one contact.
This only has to be done once and should be carried out by an administrator with permission to access user settings.
Simply go to each user page (from Settings in the top toolbar) and complete the 'Contact Association' field at the bottom of the page and save.
10. What Actions Will I See?
Currently there are many different types of actions that will be fed to your ‘My Actions’ tab. Some of these include:
- In Corrective Actions you are responsible for an Action and the Action is not yet completed.
- In Management Review you are responsible for an Action/Improvement and the Action is not yet completed.
- In Food Safety Plan Review you are responsible for an Action/Improvement and the Action is not yet completed.
- In PRP Review you are responsible for an Action/Improvement and the Action is not yet completed.
- In Pest Control you are responsible for an Action and the Action is not yet completed.
- In Pest Inspection you are responsible for an Action and the Action is not yet completed.
- In Monitoring you are responsible for an Action and the Action is not yet completed.
- In Recall / Withdrawal you are responsible for a Recall/Withdrawal Plan task and the task is not yet completed.
- In Quality Objective you are responsible for a task and the task is not yet completed.
- In Traceability you are responsible for a Traceability Plan Task and the Task is not yet completed.
- In a Food Safety Plan you are assigned to approve the Plan and the plan is awaiting your approval.
- In a Food Safety Plan you are assigned to validate a Flow Diagram and the Flow Diagram is awaiting your validation.
- In Document Control you are assigned to approve a Document and the Document is awaiting your approval.
- In Cleaning you are responsible for a Standard Cleaning Program and the Record is not yet fully complete.
- In Cleaning you are responsible for Visual Inspection and the record is awaiting Verification & Release.
- In Cleaning you are responsible for a CIP Programme and the Record is not yet fully complete.
- In Cleaning you are responsible for a CIP Line and the Cleaning Record stage is not yet complete.
- In Internal Auditing you are responsible for a Programme (auditor) and the Record is not yet fully complete.
- In Maintenance you are responsible for a Programme (supervisor) and the Record is not yet fully complete.
- In Maintenance you are responsible for Programme Task and Maintenance Record stage is not yet complete.
- In Microbiological Control you are responsible for a Product Test Programme and the Record is not yet fully complete.
- In Microbiological Control you are responsible for a Material Test Programme and the Record is not yet fully complete.
- In Microbiological Control you are responsible for a Monitoring Programme and the Record is not yet fully complete.
- In Pest Control you are responsible for a Control Programme and Record is not yet fully complete.
- In Pest Control you are responsible for a Control Programme Task and the Record is not yet fully complete.
- In Pest Control you are responsible for an Inspection Programme and the Record is not yet fully complete.
- In Traceability you are responsible for a Programme and the Record is not yet fully complete.
- In Glass Control you are responsible for an Audit Programme (auditor) and the Record is not yet fully complete.
- In Contamination Control you have issued a Knife/Sharp to an employee and the record is awaiting reconciliation.
- In Contamination Control you have issued a Plaster to an employee and the record is awaiting reconciliation.
- In Recall / Withdrawal you are responsible for a Programme and the Record(s) is not yet fully complete.
- In Medical Screening you are responsible for a Programme and the Record(s) is not yet fully complete.
- In Supplier Management you have been assigned to review a supplier corrective action or you are an assigned assessor required to review an assessment completed by a supplier.