In order to fully analyze and resolve an incident, problem, project, CSI or failure analysis report, authorized users may wish to assign personnel to perform a variety of activities and follow up on the progress on those activities. XFRACAS allows you to define, assign and monitor progress for actions associated with a particular record and allows the individual responsible for completing an action (the action owner) to manage the actions assigned to him/her and report on progress.
To create an action associated with an incident, problem, project, CSI
or failure analysis report, click the Create
New Action Item icon, 
, on the record page.
To create an action associated with another action, choose Home
> Action > Create Linked Action while viewing the Action
page.
Note: Linked actions are associated with the same record that the original action was associated with.
In the Create Action utility, the action type (i.e., whether the action belongs to an incident, problem, project, CSI or failure analysis) will be displayed at the top of the utility, along with the number and owner of the associated record. Select the user to assign the action to. The action category, or type, is automatically selected, but you may be able to change the subcategory (e.g., for problem actions, you can change the section of the problem that the action applies to). Enter the due date and a description for the action. If you are creating an action associated with another action, select the type of relationship between the two actions. The associations between actions are reciprocal (i.e., they are two-way links).
Click Create to create the action. Note that depending on the settings chosen by the system administrator, the user to whom the action is assigned may receive an e-mail notification upon action creation.
To modify an existing action, click the action number. If you open an action from within the record that it is associated with, the Modify Action utility will appear. Other links, such as those in the Portal or in report results, may open the Action page. Both interfaces have identical fields and capabilities.
Summary information for the action is displayed at the top of the utility, including the associated record and its owner as well as the owner, creator, due date and category for the action. If the action has been completed, the completion date will be displayed; otherwise, "In Progress" will be displayed in the Completed Date field.
The associated record and the action owner, category, due date, completion status, description and result can be changed by authorized users directly below the summary area.
You can change the associated record by typing a new record number in the Associated [Incident/Problem/Project/CSI/Failure Analysis] field. Note that you must choose the same type of record-- you cannot associate an incident action with a project, for example.
Assign To allows you to change the action owner. If the system administrator has set the system to send an e-mail notification of action creation to action owners, changing the owner will send an e-mail to the new owner and to the previous owner.
Category shows the action type category for the action. You cannot change an action type (i.e., whether it belongs to an incident, a problem or a project), but you may be able to change the subcategory (e.g., for problem actions, you can change the section of the problem that the action applies to).
Result displays a description of the results for the action that have been defined by the action owner, if any. You can also edit this information, if necessary. This field must be populated in order to mark the action as completed.
The Associated Files list displays the attachments associated with the current record, if any. By default, the list of attachments is sorted by the date; however, you can sort by any of the columns by clicking the header.
The Att. Type column displays the type of attachment (i.e., XFRACAS record, text, URL or linked or uploaded file).
The Date column displays the date that the attachment was last added to the list of associated files.
The File column displays the name of the attachment. You can click the link to open the attachment. If the attachment is an XFRACAS record, the record will be opened in a new window in your browser. If the attachment is text, it will be opened in your default text editor (e.g., Notepad). If the attachment is a URL, the web page will open in a new window in your browser, as long as the link is valid. If the attachment is a linked or uploaded file, the document will open in its corresponding application, as long as that application is installed on your computer.
Description displays a short description of the attachment.
The Add
icon, , and the Edit
icon, 
, open the Attachment
Information utility, which allows you to add an attachment to
the Associated Files list
or edit the selected attachment.
For authorized users, the Delete
icon, 
, deletes the selected attachment from the
Associated Files list. There
is no undo for delete. In addition, this command will only delete
an attached file from the database and not from the user’s computer.
However, if the file is only stored on the database and there are
no other copies of the document on the user’s computer, then the file
will be permanently deleted.
Statuses allow users to add information about progress made on the action.
To create a new status, click the Add
icon, ,
beside the Status field. The Status utility will appear.
Selecting the Completed check box marks the action as completed and closes it.
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