Configure an action stage
For each action stage, you will be configuring who takes the action, managed by defining who the recipient of the initial action notification is sent to. You will also design the action forms by selecting which fields are displayed and editable to the user. Options are also available for you to display informational content about the action to the user which may include instructions, support information and the consequences of clicking either the Proceed or Stop action buttons.
Setting up an action stage
Step one: create an action flow stage
- Go to Settings > General > Action flow
- Create a New action stage
- Give the action stage a name (this is for internal reference only, name it based on its purpose (i.e. Manager approval, Internal vetting...))
- Choose a Start stage option (this controls how the action stage is triggered, generally either automatically at the time an application is submitted, or manually if you choose to select no 'Start stage' option)
Choose whether the action is to be conducted by a manager, or by a person nominated in the application (i.e. 3rd party person)
- For action by manager(s), check all the managers who should be given the task. Note that if more than one manager is tasked, only one needs to complete it— once one manager has finished, it is then locked and another manager cannot change it. If you require e.g. two managers to take action, then set up two action stages sequentially (alternatively, you may consider a qualifying assessment stage instead)
- For action by a person nominated in the application form, a 'name' field and an 'email' field are required in the application fields
If you have a notification prepared for this action stage already, select it under Send stage start notification— otherwise leave it blank and you can come back and add it later.
If the action is an internal task, such as by grant managers, you can choose not to send a notification as managers can access all requests via Manage actions or Action applications from the main menu, however, no notification means no one is notified, therefore, grant managers will need to periodically visit the 'Manage actions' view to see if there are any new actions requiring attention.
Step two: configure what the reviewer gets to see
On the Action page tab, select which fields to show to the user/reviewer. Field access is a list of all application fields in order of appearance (tab then field order)
If you have informative and/or instructional content already prepared in a content block for this action stage, select it from the Content block dropdown list— otherwise, leave it blank and you can come back and add it later
Step three: configure the 'Proceed' and 'Stop' action buttons
On the Proceed/Stop tab, add the button labels for the Proceed action and Stop action buttons, these are the text-based names applied to the buttons and seen by the end-user/reviewer. The Process status and Stop status is required, too, you will need to complete the status fields before the system will let you save.
The Proceed status and Stop status are used to help you find and manage the decisions as applied by the end-user/reviewer. Make sure each action stage you create has unique Proceed and Stop status values.
The Hide stop action will prevent a user from seeing or interacting with the stop action button, requiring them to proceed
The Validate fields will verify that all fields have been completed correctly if the user selects the stop action
Create review notifications
You can also refer to general instructions for configuring notifications.
Add informational content to review pages
- Go to Content > Content blocks
- Create a New content block
- Choose the content location Action flow page
- After creating and saving your content, return to the action stage configuration to choose the content block so it can be displayed on the action page for the user to see
Viewing and exporting action flow data
All data collected during the action flow process is stored within an application itself, but is not accessible by the applicant or applicant views like the applicant PDF. Should you need to view or export this data, you have a few options.
- Navigate to Applications > Manage reviews and click on the application to see the data
- Create an export via the Applications > Manage applications view; see: Standard exports or Custom exports
- Download a PDF that includes the application flow data; see: Downloading a PDF that includes action flow data