Action Management

Once you have run your survey, you will be able to create and assign actions to your organisation's users and have a deadline for when these should be completed. They will be able to view their reports and track their actions on the dashboard.

Actions can be created from active and closed surveys.

Actions can be assigned to any login user within your account. They must have an Account Manager, Account Admin, Survey Admin or Report Viewer role.

Create an action

Actions can be created in a couple of ways including through:

Actions dashboard
Actions list
Viewing a survey's reports

To create an action:

Click Create Action
Select a survey: This is optional
Click Select a survey to relate this action to a survey by selecting from the drop-down or typing the survey name.
Select what to relate to the action:
If you have selected a survey to relate to the action, you can create actions by
1. A category: This will allow you to relate a category in the selected survey to the action.
  - Question(s): This will allow you to relate one or more questions in the selected survey to the action.
  - Neither: This means the action is just related to the survey but not specific to any category/question.
If you have selected to relate actions to a question, you can choose whether you want to write your own action or to use the suggested actions.
Suggested actions will be visible as and when it is available for surveys or questions in your subscription. More suggestions will be available over time.
If you choose to use the suggested actions, a list of suggested actions will be displayed from which you can choose.
Note: Suggested actions will not be listed if you have selected multiple questions.
Select assignee: This is mandatory
Select Assign to and find the assignee to assign the action to. An assignee must have a login to the AskYourTeam system (e.g. Account Manager, Account Admin, Survey Admin, or Report Viewer)
- To understand how to create and manage users, check out User Management.
Select a deadline: This is mandatory
Set a deadline for the action to be completed by clicking Deadline and selecting a date.
Enter an Action title to describe what the action is about.
Enter a Description in more detail of what you want the assignee to action.
Add checklist(s) : This is optional
Click on Add a checklist to break down your action into one or more checklist items. You can also assign a due date for each checklist item. The due date for the checklist item is optional.
Add attachments: This is optional
You can add relevant attachments to your actions if needed so that the assignee can see all relevant information regarding the action.
You can upload up to 10 attachments of 20 MB each.
We support .csv, .pdf, .docx, .doc, .xlsx, .xls, .png, .pptx, .ppt, .txt, .rtf, .jpg, .jpeg

After entering the relevant information, click Create. This will notify the assignee that an action has been assigned to them.

If you need to set up the same action for multiple assignees, within the Action Management dashboard select Duplicate, then change the Assign to.

Edit an action

To edit an action:

Click Edit on the right-hand side of the action card
Make required changes to the action information
To save, click out of the box you were editing. Changes will save automatically.

NOTE: Comment information related to an action, cannot be deleted or modified in any way.

Review an action

To review an action, click on the action card. This will display the action information along with the status and comments that have been added to the action.

Manage actions list

The action list shows all actions that have been created, allowing you to monitor the status of actions assigned to users.

You can also filter by Status, Assignee, Tags, Category, and Survey.

You can export all actions to a CSV file for additional reporting in MS Excel.

Action Notifications

Action notifications that are sent:

Assigned an action - an assignee will receive a notification that an action has been assigned to them.
Action reminders - an assignee will receive an automatic reminder notification depending upon the duration of the action
- If the action due date is more than 5 days from the created date, the assignee will receive a reminder notification 2 days before the due date at 10 AM (based on the time zone).
- If the action due date is less than 5 days from the created date, the assignee will receive a reminder notification on the last day at 10 AM (based on the time zone).
- If the action due date is less than 2 days from the created date, the assignee will NOT receive a reminder notification.
Re-assigned action - an assignee will receive a notification when an action assigned to them is re-assigned to someone else.
Missed deadline - if an action passes the deadline, this will notify the assignee at 6 PM (based on the time zone).
Comment added - an assignee will receive a notification when a comment has been added to an action.
Status updated - an assignee will be notified when the status of action has been updated.
Action deleted - an assignee will be notified when an action assigned to them has been deleted.
Actions monthly summary - Account managers will receive a monthly summary of actions in their organisation every first Wednesday of the month at 9 AM - Only if
- There is at least one action due in the current month, Or
- There is at least one action created in the previous month.
  The summary email will have:
  - A summary count of all actions created in the organisation till date.
  - Completion rate : % of actions completed / total actions
  - Breakdown of actions by category: Top 5 categories in the last 3 months.
  - Actions created in the last month: Actions created by any users in the organisation in the previous month.
  - Actions due this month: Actions going to hit the deadline in the current month.