Action rounds, statuses and e-mails

An aspect in an environmental aspect analysis is followed up with an action that goes back and forth between two people: the sender, who sends the action, and the responsible person, who carries it out. Each pass is a round. The table on the aspect page shows the latest round; the dialog for the aspect lists the earlier ones. Each step changes the aspect’s status and sends an e-mail to the other person. The controls for each step are in the dialog for the aspect; see The aspect page and the item dialogs.

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.

Rights

Step	Right on Environmental aspects	Who
Send an action (first round, or again after a rejection)	Create	Anyone with the right while the aspect has no action yet; whoever first saves a draft (Save) or sends (Send action) becomes the sender. After that, only the sender sees Send action, also in later rounds; see Environmental aspect actions in detail.
Answer, close or reject an action	Edit	Only the sender or the responsible person of that action.
Be chosen as Responsible	Approve or higher	Active users.

Your user administrator grants the rights; see Give a user access rights.

The round step by step

Step	Who	What they do	Aspect status after	E-mail
Draft	Sender	Fills in Controlling activity, Responsible and Due date and clicks Save. Nothing is sent.	As chosen in the dialog	None
1. Send	Sender	Clicks Send action.	In progress	To the responsible person: “An environmental aspect action is waiting for your input”
2a. Accept	Responsible	Chooses Accept action, writes in Action description message and clicks Return response.	In progress	To the sender: “An environmental aspect action is waiting for your input”
2b. Reject	Responsible	Chooses Reject action, writes in Action rejection message and clicks Return response.	Open	To the sender: “An environmental aspect action was rejected”, with the message
3a. Close	Sender	After 2a: chooses “Yes” under Action accepted and clicks Close action. The action is accepted.	Closed	To the responsible person: “An environmental aspect action has been published”
3b. Send back	Sender	After 2a: chooses “No”, writes in Rejection message and clicks Reject action.		To the responsible person: “An environmental aspect action was rejected”, with the message
New round after 3b	Responsible	Writes a new description in Action description and clicks Return response. This starts a new round.
New round after 2b	Sender	Clicks Send action again. This starts a new round to the same responsible person.	In progress	To the responsible person, as step 1

See Send an action and close it and Answer an action you received.

Statuses

Status	How an aspect gets it
Open	The starting status of a new aspect, or set by a rejection from the responsible person. Can also be chosen in the dialog.
Pending	Chosen in the dialog.
No action	Chosen in the dialog once the risk analysis has been set, or chosen in the Insert aspect item dialog. The aspect then gets no action.
In progress	Set when an action is sent, or chosen in the Insert aspect item dialog. An aspect that gets In progress from that dialog has no action; to follow it up, click its row, choose Open under Status and click Save.
Closed	Set when the sender closes the action. Can also be chosen in the dialog once the action has been accepted.
Reopen	Can be chosen in the dialog once the action has been accepted. It 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.

While the status is Closed, No action or In progress, the risk analysis cannot be opened and the description fields of the aspect cannot be changed.

Risk analysis and residual risk

Rule	Applies to
Saving the risk analysis also sets the residual risk to the same values.	An aspect whose action has not been accepted.
The residual risk can be opened only after the action has been accepted (in the dialog: once “Yes” is chosen under Action accepted), and not while the status is Closed.	Every aspect.
Saving the residual risk from the dialog sets the status to Closed.	An aspect whose action has been accepted.
The residual risk stays the same as the risk analysis and cannot be set on its own.	An aspect with status No action whose action has not been accepted.

E-mails

The e-mails are sent automatically by ABMS. Each person gets the e-mail in their own language.

E-mail	Subject	Text
Waiting for your input	“An environmental aspect action is waiting for your input”	“You have been assigned to fill out the action for this environmental aspect item.”
Accepted	“An environmental aspect action has been published”	“Your action was accepted.”
Rejected	“An environmental aspect action was rejected”	“Your action was rejected with the following message:”, followed by the message.

Each e-mail starts with “Dear” and the recipient’s first name, and has a table with Area, Aspect, Reason, Sent by, Due date and Link. The link opens a view of the aspect. It ends with a greeting, your company’s name and logo.

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.