Default Settings are an important feature of an action, they allow you to set up the following defaults:
- Action Repeats.
- Evidence Required Responses
- Comments Required Responses
- Escalation
- Notifications On Assignment, Progress and Completion
- Overdue Notifications
How do Default settings work for Actions?
Action Defaults: Click on the Admin Gearwheel under the Section Actions you can set up Action Defaults. These will be copied to every Action created.
Action Default Settings: Each Action in Folio has Default Settings which are copied from the Admin Action Defaults. They can be changed at anytime.
Assignment Settings: Every Action Assignments settings are copied from the Action Default settings when the assignment is created but these can be changed under Assignment Settings on the Assignment.
Default settings ensure that these defaults are consistently applied across your action assignments but at the same time they give you the flexibility to change them at the action or the assignment level.
For example if Contract performance reviews are required typically on an annual basis, you can create a new action "Contract Performance Review". You do not have to assign this action immediately but in the future when this action is assigned, any default settings you have set for this action will apply but can be changed for each assignment if required.
Please Note: If the Admin defaults or the Action Default Settings are changed they will only apply to actions or assignment created from that point forward and not retrospectively. Assignment settings can be changed at anytime and will apply to
To set up default settings you can edit an existing action by clicking on the Action Key and then Edit.
Alternatively when you are using creating the action in the first place, you can select Edit Action.
You will be taken to a screen where you can edit the default settings of the Action:
The default setting options are -
- Repetition: If you do not select Repeated, then this will be a once off action. If you do select Repeated, you can choose the recurrence of the action (daily, weekly, monthly, quarterly, six monthly or annually). If you are modifying a default repetition, you can click on Edit and select a new repetition frequency.
- Comments Required: You can decide whether the responsible user has to make comments on completion of the actions and if so, on what result - typically this would be set up as comments are required when you select a negative response (for example "Cannot do"), but you can select multiple options here - so for example, you could say you want Comments to be done on "Cannot do" and "Doing"
- Evidence Required: You select this option if you want it to be mandatory for the responsible user to attach evidence and again you can choose on what response/s evidence should be attached.
- Escalation: You can choose other users to be notified if the action is not completed on it's due date and you can give responsible users grace days before the escalation email is sent to the escalation users.
- Notification on Assignment: You have the option of selecting whether the notification on assignment is sent immediately or as part of the batch overnight email. You can choose to not notify on assignment by choosing "none".
- Notification before the Due Date: If you select this checkbox, the responsible user can receive reminder emails prior to the due date - that can either be a once off or if you select repeated, you can receive email reminders 3 weeks before on a weekly basis for example.
- Notification after Due Date: If the action is overdue, you can select the option of how frequently the responsible user will receive reminder emails.
