User Guide: Action Management

Article published on the 25th of April 2020.


1. Introduction

Action management makes it possible to create tasks jobs for the system to do (Actions) and define when the system should execute those tasks jobs (Action Triggers). You can, for example, make the system send an email to certain recipients under certain circumstances, or generate a document whenever a stage is changing.

Generally, you first want to create the Actions that you want the system to perform. Then you would create the Triggers that should make the action happen.

Usually actions are set up to be either executed manually by clicking a button in the My Tools-panel of the solution, or automatically once a certain event triggers, such as a stage change.

This system minimizes the manual configuration and creation of many different aspects of WorkPoint solutions, and thus makes it possible for the users to focus more on their actual work instead of having to spend time configuring the solution.

A use case for the Action Management feature could be when a company has a Projects business module which holds all the projects that the company is working on and has worked on. The company has a lot of finished projects that are no longer active. To avoid performance impair of their solution due to exceeding the recommendation of maximum 5000 entities per site, the company wants to move all inactive projects to an Archive module. The company wishes for their solution to automatically move projects to the Archive module when projects enter the “Archived” stage.

They therefore use the Action Management system to set up a Move Entity-action together with a Stage Change-trigger. They set it up to move Projects to a ProjectsArchive module as they transition to an Archive stage. This now helps them not cluttering the Projects module list further.

2. End User Guide

How the user uses this feature depends heavily on how it is set up. When action management is set up, it is typically set up to perform an action automatically based on a stage change or as a manual trigger which executes upon a button-press from the My Tools panel. For more information about setting up a My Tools button, visit this article.

3. Notes

Note that users should not be configuring Action Management unless they have received special training in how to use this feature.

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