Actions linked to documents and other modules

An action created from a document, a risk element, an equipment item, a person in Competency or a data sheet is an ordinary Action Manager action that is linked to that item. This page is a lookup for what the link shows, what it changes for the item, and who can copy or delete a linked action.

Where linked actions come from

Item	Where the action is created	Shown as Source name	What the link changes for the item
A document in a document module, for example a nonconformity module (Avvik)	The flag (Create new action) on the document in edit mode, or New action on the document’s Actions list (see below)	The document’s name, or “Unnamed Document”	While the document has a linked action that is not Closed, the document cannot be published, also not as an observation; see Edit mode: buttons, the send dialog, the required-fields dialog.
A row in a document’s table field	The row’s actions in the table field; see The table field	The document’s name	As for the document.
A risk element	The element’s Actions cell; see Follow up a risk element with actions	The risk analysis and the risk area	The linked actions set the risk element’s Status: Actions in progress while at least one linked action is not closed, Actions completed when all are closed; see Risk-element values: scores, colours and statuses.
An equipment item	The Actions section of the equipment page; see The equipment page	The item’s Internal id/name	None beyond the list on the item.
A person in Competency	The person details page; see The person details page	The person’s first and last name	None beyond the list on the person.
A data sheet in the Substance register	The data sheet page; see The data sheet page	The data sheet’s name	The sheet shows closed linked actions / all linked actions.

Actions in Environmental aspects are not Action Manager actions and are not covered here; see Action rounds, statuses and e-mails.

Rules for every linked action

Rule	What it means
One item, fixed	An action is linked to at most one item. The link is set when the action is created and cannot be changed or removed afterwards.
An ordinary action	A linked action follows the same workflow, e-mails, reminders and plans as any other action, and is listed on All Actions for everyone who can open the Action Manager.
What the action shows	In the Action Manager lists, Module name and Source name; in the action dialog, under Tagging information, Module name and Connected to. Source name and Connected to are links that open the item in a new browser tab.
Rights on a document	The flag and the document’s Actions tab, and so New action there, need the Read right on the Action Manager row (see The Users page and the rights table); without it, they are disabled with the tooltip “Requires Action Manager access. Contact a superuser.” (the superuser meant here is your user administrator).
Copying	Copy action in the Action Manager lists makes a copy that is not linked. Copy action in the item’s own list of actions makes a copy linked to the same item. See Changing an action in detail: fields, checklist, attachments, copies and deleting.
Deleting the action	A linked action cannot be deleted in the Action Manager lists. It can be deleted from the item’s own list of actions by its creator or a user with the Admin level on the Super area row, while the action is New or In progress. On a document, the row buttons are limited as described below; on a risk element, they are shown only while the risk analysis is in edit mode.
Deleting the item	Deleting a document, a risk element or an equipment item deletes the actions linked to it; see Delete or archive a document and Copy, deactivate or delete equipment.

The Actions list on a document

Control	Who sees it	What it does
New action	The person who owns the document’s current step, while the document is not published. In a module where revisioning is turned off, also users who can edit a section of the document.	Opens a new action dialog linked to the document.
Row buttons	Users with the Admin level on the Super area row, the person who owns the document’s current step, and, in a module where revisioning is turned off, users who can edit a section.	Shows the copy and trash icons below, where they apply.
Copy action (copy icon)	Within the row buttons: the action’s creator and users with the Admin level on the Super area row.	Copies the action, linked to the same document.
Delete action (trash icon)	Within the row buttons: the action’s creator and users with the Admin level on the Super area row, while the action is New or In progress. Not for a Closed action.	Asks “Are you sure you want to delete this action?” and deletes the action.

The columns of this list are described in Action lists in detail: what each list holds, columns, sorting, filters and search.

Links in older action e-mails

A link in an older e-mail about an action on a document, sent before the Action Manager was used, opens the matching action in the Action Manager when there is one, and otherwise the dashboard.

Next step

Create an action and send it to someone