Action management is essential to ensure that decisions are executed with clarity, organization, and accountability. With the features available in the system, it is possible not only to create actions, but also to track their progress, collaborate with other users, and control access and permissions in a structured manner.
Below, you will find a complete guide to using all functionalities related to actions.
Access the meeting and select the “Actions” option, then click on “Create Action”.
You must enter the name of the action and then select the person responsible for carrying it out.
Write a brief description of the action and select the due date.
How to create and structure a checklist in an action
The checklist allows you to divide an action into smaller steps, making it easier to track progress.
To create a checklist:
Access the desired action;
Click on the “Checklist” tab, next to “Description”;
Click on “Add Item”;
Define the item and click on “Save”;
Check off the items as they are completed to monitor progress.
It is also possible to edit, delete, or reorder the items by dragging them.
Important:
Users with interaction permission on the action may comment and attach documents, contributing to the monitoring of the steps.
Rules by role:
Responsible: may comment and attach documents.
Subscriber: may comment and attach documents.
Reviewer: may comment and attach documents.
Creator: may comment and attach documents.
How to edit action information
Keeping information up to date is essential for proper progress.
To edit:
Access the action;
Click on the pencil icon next to the desired field;
Make the change and press “Enter”;
To change the deadline, use the calendar.
Important:
Editing is primarily controlled by the action creator or by users with equivalent permissions.
Rules by role:
Creator:
May edit the title and description;
May change the due date;
May change the responsible person;
May delete the action.
How to include attachments in an action:
Attachments help centralize important information.
To include files:
Access the action;
Go to the “Attachments” tab;
Click on “Choose files”;
Confirm the upload.
Rules by role:
Responsible, Subscriber, Reviewer, and Creator: may attach documents.
How to resend notifications for pending actions:
To reinforce pending items:
Access the action;
Click on the options menu (three dots);
Select “Resend action”.
Important:
An email notification will be sent to the person responsible for the action.
How to manage viewing permissions
Control who can view the action:
Access the action;
Click on the “Green toggle”;
Add or remove users;
Click on “Save”.
Rules by role:
Creator: may manage viewing permissions.
How to manage the status of an action
The status allows you to track the lifecycle of the action.
The main statuses are:
Open
In progress
In review (with reviewer selection)
Completed
Rules by role:
Responsible:
May change the status to:
Open
In progress
In review (with reviewer selection)
Completed
Creator:
Has the same permissions as the Responsible;
Reviewer:
May approve the action (automatically finalizes it);
May reject the action (it is mandatory to provide a reason, and the action returns to “Open”).
General note on permissions
All the rules above consider users who are not Board Owners or meeting Owners. If the user holds any of these permissions, their level of control will be expanded, approaching the permissions of the Action Creator.