Who is this article for?

Administrators who need to understand Entity Action properties.

Administrator access to the Universe module is required.

Entity Action Updates allow you to track and manage the progress of actions through various states, from pending to completion, with only one current unresolved update permitted per action.

1. Understanding Action Update commands

The Action Update commands available depend on the current state of the update:

• Add – only available if the current one is unresolved (or does not exist)
• Delete – available when an existing Update is selected (current and not accepted or rejected)
• View – shows the Update properties in the Property Grid
• Set as Pending – only available for the current Update
• Set as Submitted – only available for the current Update
• Set as Accepted – only available for the current Update
• Set as Rejected – only available for the current Update

When an update is accepted, the following Action properties are updated from the action update:

• Owner – where the Person is the Owner of the Action
• Current Due Date – select a current due date, which can be edited after the action has been created
• Implementation date – the date that the action was implemented
• Resolution – select the state of the resolution, that is, completed or uncompleted
• Resolution Comments – add any extra comments to the resolution

2. Adding an Action Update

1. Navigate to Entity Work
2. Next choose Action Updates
3. Select the action from the data grid.
4. Right click and select Add Action Update from the drop-down menu.
5. Complete the Action Update information within the properties panel:
   • Respondent – the person who must respond to the Update (may differ from the Owner of the Action)
   • Notified Date – date when the Respondent was notified
   • Respond By Date – when the Respondent is expected to reply by
   • Comments – for the Auditor to enter guidance or ask questions of the update
   • Current Due Date – select a current due date, which can be edited after the action has been created
   • Owner – where the Person is the Owner of the Action
   • Implementation date – the date that the action was implemented
   • Resolution – select the state of the resolution, that is, completed or uncompleted
   • Resolution Comments – add any extra comments to the resolution
   • Respondent Comments – add any extra comments to the resolution
   • Action Update State – Pending (that is, with Owner), Submitted, Accepted, Rejected
   • Review Comment – add any extra comments to the resolution
6. Save the Action Update.

3. Understanding Action Update icons

The system uses icons to indicate the status of Action Updates:

4. Managing Action Update states

To simplify Action Tracking, there can only be one current Action Update (for each Action) that is either Pending or Submitted (referred to as unresolved).

Historic Action Updates will always be Rejected or Accepted (referred to as resolved) and it will not be possible to create a new Action Update while the current one is still Pending or Submitted (that is, unresolved).

Action Updates must be resolved before the Action can be Completed, at which point Updates can no longer be added. Execution elements can continue to be updated until the Action is Approved.

Note: You may delete action updates with the relevant permission: Delete Action Updates - None, Open, or All.

5. Using Action commands

On the Action, the available commands are:

• Add Action Update – only available if the current one is resolved. This creates a new entity and links it in both ways
• Accept Action Update – only available if the current one is Submitted. This sets the current update to Accepted which fires the behaviour
• Reject Action Update – only available if the current one is Submitted. This sets the current update to Rejected which fires the behaviour

6. Attaching supporting documentation

Action Updates may have Attachments and Notes so the respondent can supply evidence of their work when using the main application.

If they are replying via email, they must attach the files to that email and the Staff who accepts their changes needs to manually upload the files to the system.