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Navigating, filtering and reporting on Actions
Who is this article for?Administrators who want to learn how to navigate, filter and report on Actions.
Administrator permissions are required.
This article explains how navigating, filtering and reporting on Actions works in Lucidity. It also covers the variations in action filtering across different modules, based on whether actions are linked to objects or assigned directly to people. See the sections below for more information:
- Navigation
- Filtering and reporting
- Competency and HR modules
- Incident, InForm and Risk modules
- Intranet module
- Further reading
1. Navigation
Both the My Actions and All Actions pages will default to display only current actions relevant to the module being accessed. The detail displayed may vary slightly, dependent on the module being accessed.
Action features (see below for full details):
- My Filters
- My Emails
- Repeating Actions
- Action Tags
- Action Statuses
- Links to task details (relevant modules only)
Actions are accessible via the Actions tab in the modules listed below.
| Module | Description |
|---|---|
| Inform | Includes links to the specific Form requiring action where relevant. |
| Incident | Includes links to the specific Incident requiring action where relevant. |
| Risk | Includes links to the specific Risk requiring action where relevant. |
| Intranet | Actions are available on both the Dashboard and Actions tab. |
| Competency | |
| HR |
2. Filtering and reporting
Filters are a powerful tool that allow you to perform general or specific searches within Lucidity Software. These filters are available on many pages throughout the application. Here are the key filter features:
- Search field for high-level filtering.
- Various search filters for generating precise searches.
- Ability to apply single or multiple filters simultaneously.
- Option to save filter settings.
- Reset Filters to revert to default settings.
- Clear Filters to remove all applied filters.
By default, only the actions associated with the current module will display. By utilising the 'Application' filter, actions from other Lucidity Software modules can be viewed from the My Actions and the All Actions pages.
By default, only actions associated with the current module are displayed. However, you can use the Application filter to view actions from other Lucidity Software modules on the My Actions and All Actions pages.
The way action filtering works can vary across different Lucidity modules due to their unique priorities and use cases. Let's explore these variations:
- In some modules, actions are commonly created as part of an InForm record, Incident issue, or Risk. In these cases, it generally makes sense to report on the linked object (form, issue, or risk) itself. However, in the HR and Competency modules, actions are created as actionable items for 'people' without any linked objects.
- As a result, the system's organisational structure filters (e.g., division, business unit) work differently depending on the module from which actions are viewed. This is because actions can have two potential connections to an organisational structure:
- The actionee (person assigned the action) is typically associated with one or more organisational structures, such as a division.
- In some cases, an action may also be linked to an object (e.g., InForm, Incident), which can have its own organisational structure association.
- It's crucial to understand that an actionee's home organisational unit may not match the linked object's division or project. For example, an employee might be assigned an action as part of a Mining division Incident Issue but has since been moved to a different division. Keep this in mind when reporting on actions and their organisational structures.
3. Competency and HR modules
The following table summarises the key aspects of the All Actions menu within Competency and HR modules.
| Competency and HR modules | Description |
|---|---|
| Default Filter Setting | Open actions that are associated with the applicable module. Use the application filter to expand to include additional actions from other modules. |
| Organisation (Project, Division) Filtering | The filters for organisations are based on the actionee's home organisation unit. Actions from all modules are included in the result (based on the application filter setting). |
| Organisation (Project, Division) Columns | The columns for organisations in Excel reports display the values for the actionee's home organisation unit. |
| Does Scoping (against the logged in User) apply? | Generally, no. However, there is a feature switch that scopes the actions visible on the All Actions page to just those where the actionee's home organisation unit matches the HR scoping of the logged in User (if they have any). |
4. Incident, InForm and Risk modules
The following table summarises the key aspects of the All Actions menu within these Incident, InForm and Risk modules.
| Incident, InForm and Risk modules | Description |
|---|---|
| Default Filter Setting | Open actions that are associated with whichever module you are viewing from. Use the application filter to expand to include additional actions from other modules. |
| Organisation (Project, Division) Filtering | The filters for organisations are based on the object that the action is linked to (Inform Record, Incident Issue, Risk etc). Using these filters will exclude actions that do not relate to entities associated to these org structures. As a side-effect, it will also filter out any ‘free-floating’ actions (are not tied to an Inform Record etc). |
| Organisation (Project, Division) Columns | The columns for organisations in Excel reports display the org values for the object that the action is linked to. However, if you visit the column configuration settings, you are able to add the Actionee’s org structures. |
| Does Scoping (against the logged in User) apply? |
Generally, no. However, there is a feature switch that scopes the actions visible on the All Actions page to just those where the actionee's home organisation unit matches the HR scoping of the logged in User (if they have any). Please contact Lucidity Support to have this feature enabled. |
5. Intranet module
The following table summarises the key aspects of the All Actions menu within the Intranet module.
| Menu feature | Description |
|---|---|
| Default filter setting | Open actions for all modules. |
| Does Scoping (against the logged in User) apply? | Scoping does not apply within the All Actions menu in the Intranet. |