Send an action and close it

To follow up an aspect, click its row, fill in Controlling activity, Responsible and Due date, and click Send action. The responsible person gets an e-mail and answers in ABMS by accepting or rejecting the action. When they have accepted, open the aspect again, choose “Yes” under Action accepted and click Close action; the aspect gets status Closed. If you are not satisfied, choose “No”, write a rejection message and click Reject action to send it back. Sending an action needs the Create right on the Environmental aspects row; closing or rejecting it needs the Edit right, and only the person who sent the action can do it.

Before you start

Environmental aspects appears in the left menu only if your company has the module and you have at least the Read right on its row. If you don’t see it, contact your user administrator. See The top bar and the left menu.
You need the Create right to send an action. Your user administrator grants it; see Give a user access rights.
Assess the risk analysis of the aspect first. Once the action is sent, the aspect’s status is In progress and the risk analysis can no longer be opened. See Add and assess aspects.
The responsible person must have the Approve right or higher on the Environmental aspects row to appear in the Responsible list.

Steps

Send the action

On the aspect page, click the aspect’s row. The dialog for the aspect opens.
Fill in Controlling activity: what should be done.
Choose the person in Responsible.
Set Due date.
Click Send action. The button can be clicked once Controlling activity and Responsible are filled in.

The aspect gets status In progress, and the responsible person gets an e-mail with the subject “An environmental aspect action is waiting for your input”.

Close or reject the action

When the responsible person has answered, you get an e-mail:

“An environmental aspect action is waiting for your input” if they accepted the action. Their description of what was done appears in the Controlling activity column.
“An environmental aspect action was rejected” if they rejected it, with their message. The aspect’s status is then Open.

If they accepted:

Click the aspect’s row. Their description is shown under Action description.
Under Action accepted, choose “Yes” to accept the work, or “No” to send it back.
With “Yes”, decide whether to record the residual risk now. While the aspect’s status is Closed, the residual risk cannot be opened; it opens again only if you change the status to Reopen (see Good to know).
- To record it: click a badge under Residual risk in the dialog, choose the cells in the risk picker and click Save. Opening the residual risk this way accepts the action and gives the aspect status Closed, and the responsible person gets the same e-mail as with Close action; then save the residual risk.
- Otherwise: click Close action. The action is accepted, the aspect gets status Closed, and the responsible person gets an e-mail with the subject “An environmental aspect action has been published”.
With “No”, write why in Rejection message and click Reject action. The responsible person gets an e-mail with your message and answers with a new description, which starts a new round.

If they rejected the action, open the aspect, adjust the fields if needed and click Send action again. This starts a new round to the same responsible person.

What you should see

The Controlling activity, Responsible and Due date columns show the latest round of the action. In the aspect’s dialog, earlier rounds are listed with the responsible person’s descriptions and the rejection messages.

Good to know

Residual risk. For an aspect, the residual risk can be set only after the action is accepted (in the dialog: once “Yes” is chosen under Action accepted), and not while the aspect’s status is Closed. Until then, the residual risk follows the risk analysis. Set it as part of closing, as in step 3.
Who sees which controls. Action accepted, Close action and the sender’s Reject action button appear only for the person who sent the action. The responsible person has their own choice of Accept action or Reject action for answering; see Answer an action you received.
Reopen. For an aspect whose action has been accepted, you can choose Reopen under Status and click Save. This only changes the status: the action stays accepted, and no new action can be sent for the aspect. While the status is Reopen, the risk analysis and the residual risk can be opened again.
Saving without sending. Save in the dialog keeps your entries as a draft action; nothing is sent until you click Send action.
E-mail language. Each person gets the e-mail in their own language.
Not in the Action Manager. Environmental aspect actions are handled on the aspect, not in the Action Manager: they are not listed under Actions, and the action reminders under Super do not cover them; see Set up action reminders. If your company’s dashboard has the Actions awaiting your input box, environmental aspect actions waiting for you are counted there; see The dashboard.
No action needed. If the aspect needs no action, choose status No action instead; see Add and assess aspects.
When someone leaves. A user’s open environmental aspect actions can be moved to another user in the Env. Aspect actions panel on the Ownership transfer page. Ask your user administrator to do this before the user is deactivated; see Transfer ownership of a user’s items.

Next step

Add and assess aspects