The Action Manager Admin tab

The Admin tab of the Action Manager holds the setup that all actions in your company use: the tagging fields, the checklist templates and the setting that decides whether due-date changes need approval. You open it with Actions in the left menu; it is the last tab, after All Actions, My Actions, All Plans and My plans. A plan page has an Admin tab too, after the plan’s own tabs; it shows the same company-wide setup, not settings for that plan.

The Admin tab of the Action Manager is shown only to users with the Admin level on the Super area row of their rights (Manage or Archive is not enough). Your user administrator sets this; see The Users page and the rights table.

The tab has three sections, described below in the order they appear. All three are open when you open the tab; click a section heading to close or open it. This page describes the tab as you see it in a wide browser window.

Admin tab of the Action Manager with the sections Management of drop down menus and Checklist templates management

Management of drop down menus

This section lists the tagging fields of the Action Manager, by name and sorted alphabetically, in two columns. Global fields, shared with other modules, have “(global)” after the name; fields that belong only to the Action Manager are shown with their name alone. These are the fields users fill in under Tagging information in the action dialog. Each field there is optional and allows several values. The fields can also be chosen as columns with Select columns and used in Filter in the action list. For step-by-step use, see Manage tagging fields and due-date approval in the Action Manager.

Controls, in order

Control	What it does
New dropdown	Opens a menu with two entries, Create new drop-down and Add from global drop-downs.
Create new drop-down	Opens a dialog where you name the new field and click Create. The field belongs only to the Action Manager. You see “Drop-down saved successfully”, or “An error occurred” if it could not be saved.
Add from global drop-downs	Opens a dialog with the same title that lists the global fields not yet in the Action Manager. Add to module next to a field adds it; you see “Global drop-down has been added”. The field keeps its values and stays in the other modules that use it.
Field name	The name of the field, with “(global)” for a global field.
Value box (“Type here to search”)	Opens the field’s list of values; see “Value list” below.
Pencil (tooltip Edit)	Renames the field. A new name for a global field shows in every module that uses it.
Trash icon (tooltip Remove on a global field, Delete on a field of the Action Manager)	For a global field, removes it from the Action Manager after the confirmation “Please confirm that you would like to remove this field from the module”; the field stays global and in the other modules that use it. You see “Drop-down removed successfully”. For a field of the Action Manager, deletes the field after the confirmation “Are you sure you want to delete this field?”; you see “Drop-down deleted successfully”. The confirmation dialog is titled “Confirmation”.

A field cannot be removed or deleted while any action has a value in it: you see “Drop-down cannot be removed because it’s in use”. To stop using values in such a field, deactivate them in the value list instead.

Value list

The value box opens the field’s values, active values first, then deactivated values marked “[Deactivated]”. For a global field, every change here applies in all modules that use the field.

Control	What it does
Search box (“Type here to search”)	Searches the values of the field.
Add new	Adds a value, with a Translation toggle for separate English and Norwegian texts, and Save and Cancel.
Pencil (Edit)	Edits an active value; Update saves it. For a global field: “Editing the value will affect all modules in which it is in use. Are you sure you would like to continue?”
Deactivate / Activate	Marks a value as deactivated, or activates it again.
Delete	Deletes a value after the confirmation “Are you sure you want to delete this value?” (global field: “Deleting the value will affect all modules in which it is in use. Are you sure you would like to continue?”).
Merge checkbox (tooltip Merge) and Merge …	Tick the values to merge, then click Merge … to merge them into one in the Merge fields dialog: check the values under Fields to merge, choose the surviving value under Select a name, and optionally rename it with Use new name. The dialog warns: “Merging values will overwrite current value everywhere they are in use”.

How to add a value, with or without translation, is described in Add a value to a global field, with or without translation; the list works the same way here.

Checklist templates management

The company’s checklist templates, the same list you find under Super > Templates. Users add a template to an action with Select checklist. See Create and manage checklist templates.

Action manager settings

The heading is shown in English in both languages.

Control	What it does	Values and default
Require approval for change of due date	On: when the person who currently holds an action changes its due date, the change goes to the action’s creator for approval. Off: the change takes effect at once, and the action stays with the person who holds it. An action where the creator is also the responsible is always approved automatically, whatever the setting.	On or off. On by default.

The setting applies to every action in your company. It is saved as soon as you switch it; there is no Save button. It is checked when someone changes a due date, so requests already waiting for approval are not affected when you switch it. How a due-date change works for the user is described in Change the due date of an action.