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ActionTracker Archive Listing
Posted by Jay Farr, Last modified by Jay Farr on 18 November 2013 02:56 PM

ActionTracker Archive Listing

The ActionTracker (AT) Archive listing is a collection of completed action items only. Each user has their own Archive Listing of items that they have archived.  Purging  archived items from their Archive table will not affect any other AT user in the user group.

 

The AT Archive has limited functions, including: searching, sorting/filtering in a read-only mode. All items are locked and do not allow users to make changes. Action item are required to be  re-opened  by a user with AT Admin Rights before any changes can be made.

 Exports your action items to MS Excel. This works in conjunction with the Quick Filters including you custom filter (Manage Filter) which will export only those action items in the selected filter.

 

This dropdown allows you to toggle your action items between their unique Action ID or by IP Address. Using IP address allows you to group action items from the same IP Address which would allow you to see anonymous issues coming from the individual or company.

 

The Show Only works in conjunction with the Show By option to display action items based on either a single or range of action items. e.g. For Action ID if you input 286* (*=wildcard) and press the funnel icon, it will show only action items (including copied items) 286, 286.1, 286.2 etc. For IP Address 75.23* would show all IPs that start with 75.23.

 

Input any key word to search across all action items in your ActionTracker or your AT Archive listing.

 

The Quick Filter By bar lets you quickly filter your ActionTracker Archive by their status.

 

Manage Filters allows you to filter based upon multiple combinations.

 

 

The ActionTracker Archive lists each action items key fields for easy tracking and management. You can sort any column by clicking on the header. The green arrow points to the sorting order.

 

The following fields can be modified as long as the action item remains “open however, these fields become locked upon selecting any of the completion status.

 

Action ID or IP Address: Each action item is automatically assigned a unique Action ID number. Both the Action ID# and the IP Address are the same across all sub-users ActionTrackers within the same account.

 

Issue Date: The original date the action item was created on.

 

Last Update: The last date a change was made to the action item.

 

Issue Code: You can assign a user defined  Issue Code  which can be setup in the surveys Survey Option/ActionTracker Options.

 

Assigned To: All action items can be assigned to an ActionTracker user however, users have to be defined first in the surveys Survey Options/ ActionTracker Options/Manage ActionTracker Users section. The Assigned To field also has an Auto Assign feature allowing you to setup your surveys to automatically assign survey responses and customer comments. See ActionTracker Options/Auto-Assign

 

Rejection Code: This function would be utilized when you have multiple users and it allows sub-users to reject an item assigned to them for various reasons (e.g. the action item does not belong to them or its in the wrong department etc.) To setup the Rejection Codes go to Survey Options/ActionTracker Options/Manage Rejection Codes. Once an item has been rejected, the system will update the action items  Status  on the AT Listing page and automatically notify users according to their Email Notification settings .

 

Follow-Up Date: The date the user inserts that requires follow-up and can be changed from the ActionTracker-Item Details tab. When either the Reminder or Email Reminder check box are selected, the "Bell" icon will appear. Future enhancement will allow the Reminder feature to interface with MS Outlook. The Email Reminder feature will send users an email reminder. See ActionTracker Follow-Up Date

 

Days O/S: The Days O/S (Outstanding) field displays how many days have passed since the action item was first created, through todays date. This counter stops when the action item has been completed and it gets reset through todays date when the action item is reopened.

 

Action Required: This indicator allows users to quickly identify which action items need to action taken.

 

Status: Action items are managed by their status codes. Action items can be changed, updated etc. as long as their status remains Open and once they have been marked Competed the action item can no longer be changed. To  reopen  an action item requires the user to have ActionTracker Admin Rights." Only Completed action items can be Archived. AT Status Definitions

Choose Action: options  the user will check the box on the left hand column for any items they want to apply the mass change to and then press go. The following options are available in the dropdown list:

1) Re-Open Items - This impacts all users that can see this action item. User without AT Admin Rights will not be allowed to use this function.

This will:

  • Change the Status to Open
  • Clear the Completed On Date,
  • Update the Last Update date field and
  • Date Time/Stamp in the History Notes
  • Move the Action Item back to the ActionTracker.

2) Move Back to ActionTracker - This will move the item back to the ActionTracker table but will not change the Status. Any user can do this and only impacts this users ActionTracker listing.

3) Purge Completed Items - This will permanently remove the action item from the users AT Archive page. This does not affect other users ActionTracker for this action item.