When you are the owner responsible for an Action they will show on My Space > Overview > My Actions tab.
This screen shows Actions grouped by Status, moving in a flow from left to right.
Showing as Not Started, In Progress or Done:
Each Action card will show details of an Action:
On the top left you will see the Action Name.
Just below the name of the Value Driver, Objective or Initiative it is linked to.
On the bottom left you will see the Planned End Date
The speech bubble icon is for Comments
The paperclip icon is for Documents
The tick icon Checklist. which lists the tasks that make up this Action.
Clicking on one of these icons will show you more information.
The Action Priority shown on the Action card is where 1 is low and 10 is high.
This priority bar is set within the Edit Action pop up window.
Setting the priority allows you to see at a glance which Actions are more important to work on.
Priority can also be used in some Reports e.g Tabular View Widget by Actions.
*Note: This is separate to the Priority option on Checklists, which is explained below.
Click on the tick icon to configure or update Checklists:
When you update the tick boxes for checklists, Untap will automatically calculate the Progress % for you.
To change the weighting of an item, simply update the Priority values for an item (where 1 is low and 10 is high).
This is different to the Action Priority (from the Edit Action option) - which is explained above.
The top right shows the Progress %. click on the percentage to update the value.
- If using checklists this will be updated when items are crossed off the list.
Untap will automatically calculate the new Progress % for you based on the weighting.
- If not using Checklists, you will have the option to type a value in the box on the top left.
Or you can drag the slider bar to adjust the % in increments of 5.
You have the option to add a comment in the Progress Notes box.
The green box at the bottom suggests setting up Checklists.
Clients have found using Checklists the easiest way to manage Actions.
Edit Details for an Action
Click on the ellipsis ... to see edit action.
A pop up window will allow you to edit some information:
You can edit:
Name of the Action
Planned Start / End dates
Actual Start date (This field will only show if status is In Progress)
Actual End date (This field will only show if status is Done)
Click OK to save any changes.
Move Action from Not Started to In Progress
- Update the progress % to be higher than 0%
- Click on the 3 spots and select Start
- You can click and drag the Actions to the In Progress panel.
Move Action from In Progress to Done
- Update the progress % to be 100% and use the pop up to confirm you want to mark this as done.
- Click on the 3 spots and select Complete
- You can click and drag the Actions to the Done panel.
Cancel / Delete / Reopen an Action
Click on the 3 spots ... to see more options:
|Cancel||Cancelling an Action moves the Action card to the Done column.
The name will show with a strikethrough so you can clearly identify this as cancelled.
|Delete||Remember that Objectives and Initiatives require at least one Action.
We would recommend you consult the owner of the Objective / Initiative first,
or use the Cancel option instead so the Action could be used again in future if needed.
|Reopen||If an Action card shows in the Done column, clicking on the 3 spots will give you the option to reopen the Action. This will move the Action card back to the In Progress status column.
Remember to update the progress %, checklist items and / or comments when you make this change.
Go to Initiative / Objective Details
Click on the 3 spots ... and select Go to Objective or Go to Initiative
This will take you to the Objective / Initiative Details.
*This is an Advanced option which should only be used if you understand the way Financial Years and the Value Creation Plan*
Example of when this option might be used:
An Initiative had an Action which was due to be completed in 2019 but will now have 80% of the work carried out in 2020 instead.
If we simply alter the end date, this will update parts of the system but the Action will remain in the same Financial Year (FY) it was originally planned for in the Value Creation Plan (VCP).
Moving the Action into a different Financial Year will update the VCP and change which year the Action is counted towards for the Execution Status.
Click on the 3 spots ... and select Move To
Select a Financial Year from the options available.
If the Objective / Initiative does not exist in the FY you are trying to move the Action to, you will be asked to select one which exists currently, which is why you need to have an understanding of the Value Creation Plan for the Company:
If the Objective / Initiative does not exist and needs to be created, you need to set this up in the VCP for the correct Financial Year before moving the Action.
Once the Action is moved there will be no trace of it in the financial year it was originally planned for.
Also bear in mind if you have an Initiative / Objective where moving the Action will leave these objects with no Actions, the progress will be stuck at 0%.