> For the complete documentation index, see [llms.txt](https://interfacing.gitbook.io/interfacing-help-files/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://interfacing.gitbook.io/interfacing-help-files/business-continuity/managing-action-items-apps/creating-and-managing-action-items/create-new-action-item.md).

# Create New Action Item

Create and submit a new action to initiate the Action Creation & Approval workflow.

## Workflow Overview

<i class="fa-location-dot">:location-dot:</i> **Current Task:** Create New Action Item

<i class="fa-user">:user:</i> **Performed By:** Action Creator (e.g., Department Manager, Operations Manager, Business Continuity Coordinator)

<p align="center"><kbd><strong>IMAGE</strong></kbd></p>

***

## Completing the Form

Use the **New Action Item** form to create an action that addresses an identified need, threat, or disruption, either independently or as part of an operational plan.

<p align="center"><kbd><strong>IMAGE</strong></kbd></p>

{% hint style="info" %}
In operational plans, action items support a coordinated and effective response across business continuity, disaster recovery, and crisis management.
{% endhint %}

{% hint style="success" %}
For guidance on common form features and functions, see [**Working with Forms**](/interfacing-help-files/end-users/exploring-apps/working-with-forms.md).
{% endhint %}

***

{% stepper %}
{% step %}

### Define Action, Responsibility, & Operational Context

Define the action, assign responsibility, and specify the operational and organizational context in which it applies.

<p align="center"><kbd><strong>IMAGE</strong></kbd></p>

* **Action Name:\*** Enter a brief, descriptive title for the action.
* **Priority:** Select the level of importance or urgency.

<details>

<summary><mark style="color:cyan;"><strong>Priority Levels</strong></mark></summary>

<table><thead><tr><th width="130.39996337890625">Priority Level</th><th width="130.2000732421875">Order</th><th>Description</th></tr></thead><tbody><tr><td><strong>Critical</strong></td><td>1</td><td>Must be addressed immediately to prevent severe consequences.</td></tr><tr><td><strong>Essential</strong></td><td>2</td><td>High importance; required to maintain core functions.</td></tr><tr><td><strong>Necessary</strong></td><td>3</td><td>Important but not urgent; supports essential operations.</td></tr><tr><td><strong>Desirable</strong></td><td>4</td><td>Beneficial but not immediately required.</td></tr><tr><td><strong>Normal</strong></td><td>5</td><td>Routine priority; can be scheduled without urgency.</td></tr></tbody></table>

</details>

* **RTO:** Select the recovery timeframe within which the action should be completed.
* **Type:\*** Select the area of operational planning associated with the action.
  * Selecting a type filters the options shown in the **Category of Action** field.

<details>

<summary><mark style="color:cyan;"><strong>Action Types</strong></mark></summary>

<table><thead><tr><th width="199.99993896484375">Action Type</th><th>Description</th></tr></thead><tbody><tr><td><strong>Business Continuity</strong> (<strong>BC</strong>)</td><td>Actions to sustain critical operations during and following a disruption.</td></tr><tr><td><strong>Disaster Recovery</strong> (<strong>DR</strong>)</td><td>Actions to restore critical systems, infrastructure, and resources following a disruption.</td></tr><tr><td><strong>Crisis Management</strong> (<strong>CM</strong>)</td><td>Actions to coordinate and manage the organizational response to a crisis or critical event.</td></tr></tbody></table>

</details>

{% hint style="warning" %}

#### Classifying Actions for Operational Plans

The selected **Type** determines the operational plans in which the action is available.

* **Business Continuity Plan** (**BCP**): Select **Business Continuity** (**BC**).

* **Disaster Recovery Plan** (**DRP**): Select **Disaster Recovery** (**DR**).

* **Crisis Management Plan** (**CMP**): Select **Crisis Management** (**CM**).
  {% endhint %}

* **Category of Action:\*** Select the action's function within the selected type.

<details>

<summary><mark style="color:cyan;"><strong>Action Categories &#x26; Availability by Type</strong></mark></summary>

The following table describes the **Category of Action** options:

<table><thead><tr><th width="200">Category of Action</th><th>Description</th></tr></thead><tbody><tr><td><strong>Response Strategy</strong></td><td>Actions to mitigate the impact of a disruption and stabilize operations.</td></tr><tr><td><strong>Recovery Strategy</strong></td><td>Actions to restore normal operations following a disruption.</td></tr><tr><td><strong>Other</strong></td><td>Actions that do not fall within a response or recovery strategy.</td></tr></tbody></table>

***

The available **Category of Action** options vary by **Type**, as shown below:

| Action Type                      | Available Categories of Action   |
| -------------------------------- | -------------------------------- |
| **Business Continuity** (**BC**) | **Response Strategy**, **Other** |
| **Disaster Recovery** (**DR**)   | **Recovery Strategy**, **Other** |
| **Crisis Management** (**CM**)   | **Other**                        |

</details>

* **Action Item Owner:\*** Select the user responsible for executing the action.
* **Alternate Action Owner:** Select the user who assumes responsibility for executing the action when the primary owner is unavailable.
* **Action Reviewer:\*** Select the user responsible for reviewing the action.
* **Description:** Provide a detailed description of the action, including its purpose, expected activities, and any information needed to support its execution.
* [**Site:**](#user-content-fn-1)[^1] Select the site or location associated with the action.
* [**Business Division:**](#user-content-fn-2)[^2] Select the primary functional unit (department) associated with the action.
  * Selecting a division filters the options shown in the **Business Line** field.
* [**Business Line:**](#user-content-fn-3)[^3] Select the specialized unit within the selected division.
* **Process:** Select the business process associated with the action.
* **Phase:** Select the operational phase during which the action is intended to be performed.

<details>

<summary><mark style="color:cyan;"><strong>Action Phases</strong></mark></summary>

<table><thead><tr><th width="200">Action Phase</th><th>Description</th></tr></thead><tbody><tr><td><strong>Alert</strong></td><td>Initial notification and awareness of a potential or actual disruption.</td></tr><tr><td><strong>Assess</strong></td><td>Evaluation of the situation to determine the necessary response.</td></tr><tr><td><strong>Activation</strong></td><td>Execution of response plans and mobilization of resources.</td></tr><tr><td><strong>Recovery</strong></td><td>Restoration of operations and mitigation of impact.</td></tr><tr><td><strong>Return</strong></td><td>Transition back to normal business operations.</td></tr></tbody></table>

</details>

* [**Disaster Types:**](#user-content-fn-4)[^4] Select one or more disaster types relevant to the action.
* [**Disaster Threat Vectors:**](#user-content-fn-5)[^5]**\*** Select one or more relevant threat vectors representing potential sources or causes of disruption.
* **Team / Roles and Responsibilities:** Describe the teams or roles involved in carrying out the action and their respective responsibilities.

<p align="center">━━━━━━━━━━━━━━━━━━━━━━━━━━━</p>

**Read-Only Fields** (🔒)

* **Action ID:** A system-generated, unique identifier used for tracking and reference.

{% hint style="warning" %}
This ID is assigned upon submission.

<p align="center"><kbd><strong>IMAGE</strong></kbd></p>
{% endhint %}

***

{% endstep %}

{% step %}

### Add Execution Support (Optional)

Provide additional guidance and resources for executing the action.

<p align="center"><kbd><strong>IMAGE</strong></kbd></p>

#### 2.1 Procedures

To provide guidance for carrying out the action, select the **Add Procedures** checkbox. A field appears where you can enter the required steps, instructions, or other execution details.

<p align="center"><kbd><strong>IMAGE</strong></kbd></p>

#### 2.2 Assets

To identify assets that support the action, select the **Add Assets** checkbox. A grid appears for managing the assets.

<p align="center"><kbd><strong>IMAGE</strong></kbd></p>

Click **Add** to link a new asset to the action.

<details>

<summary><mark style="color:blue;"><strong>Add Asset</strong></mark></summary>

The **Add Asset** form allows you to link supporting assets to the action.

<p align="center"><kbd><strong>IMAGE</strong></kbd></p>

1. **Select Asset**

Select the asset to associate with the action.

***

2. **Save Changes**

When ready to save, choose one of the following options:

* **Save and New:** Click to save the item and open a new form to add another.
* **Save and Close:** Click to save the item and close the main form.

</details>

Added assets appear in the grid, where they can be removed by clicking **Delete** ( <i class="fa-trash-can">:trash-can:</i> ).

{% hint style="info" %}
Confirm deletion by clicking **Save Changes** or clicking outside the grid. To cancel, click **Discard Changes** or **Undelete** ( <i class="fa-xmark">:xmark:</i> ).
{% endhint %}

#### 2.3 Checklist

To support tracking the action through completion, select the **Add Checklist** checkbox. A grid appears for managing the checklist items.

<p align="center"><kbd><strong>IMAGE</strong></kbd></p>

Click **Add** to create a new checklist item.

<details>

<summary><mark style="color:blue;"><strong>Add Checklist Item</strong></mark></summary>

The **Add Checklist Item** form allows you to create items for the checklist.

<p align="center"><kbd><strong>IMAGE</strong></kbd></p>

1. **Define Details**

Complete the relevant fields to configure the item:

* **Display Order:** Enter the position of the item within the checklist.

{% hint style="info" %}
This field defaults to the system-assigned order based on when the item is added; modify it to change the sequence.
{% endhint %}

* **Subject:** Enter the task or check to be performed.
* [**Status Constraint:**](#user-content-fn-6)[^6] Select one or more acceptable statuses for the item.

{% hint style="danger" %}
Before the action can be submitted, the item must have one of the selected statuses. If no status constraints are selected, the item's status does not affect submission.
{% endhint %}

***

2. **Save Changes**

When ready to save, choose one of the following options:

* **Save and New:** Click to save the item and open a new form to add another.
* **Save and Close:** Click to save the item and close the main form.

</details>

Added items appear in the grid with the following options:

* **Edit** ( <i class="fa-pen">:pen:</i> ): Click to modify an item.
* **Delete** ( <i class="fa-trash-can">:trash-can:</i> ): Click to remove an item.

{% hint style="info" %}
Confirm deletion by clicking **Save Changes** or clicking outside the grid. To cancel, click **Discard Changes** or **Undelete** ( <i class="fa-xmark">:xmark:</i> ).
{% endhint %}

***

{% endstep %}

{% step %}

### Attach Files (Optional)

Upload any relevant files that help users understand, review, or execute the action.

<p align="center"><kbd><strong>IMAGE</strong></kbd></p>

***

{% endstep %}

{% step %}

### Submit Action

Click **Submit** to enter the action into the **Action Creation & Approval** workflow, routing it to the designated reviewer for [evaluation](/interfacing-help-files/business-continuity/managing-action-items-apps/creating-and-managing-action-items/review-update-action-item.md).

***

{% endstep %}
{% endstepper %}

***

## See Also

<table data-view="cards"><thead><tr><th></th><th></th><th data-hidden data-card-cover data-type="image">Cover image</th><th data-hidden data-card-target data-type="content-ref"></th></tr></thead><tbody><tr><td><strong>Tracking &#x26; Monitoring Action Items</strong></td><td>Browse and monitor submitted action items throughout their lifecycle.</td><td><a href="https://1488562728-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FTx7AmE0d2Q4ja20EYjF5%2Fuploads%2FNZOvD3ldHJ3i1zsvDksS%2FCR-V16-Icons-1.png?alt=media&amp;token=7c420cc4-9abf-4601-8fc3-8e9769771b27">App-V16-Icons-1.png</a></td><td><a href="/interfacing-help-files/business-continuity/managing-action-items-apps/tracking-and-monitoring-action-items.md">Tracking &amp; Monitoring Action Items</a></td></tr><tr><td><strong>Executing Independent Action Items</strong></td><td>Execute action items independent of a broader operational plan.</td><td><a href="https://1488562728-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FTx7AmE0d2Q4ja20EYjF5%2Fuploads%2Fmke4GOU3ydEncwxIZf9h%2FIMS-V16-NAV-Library-Icons-174.png?alt=media&amp;token=74c4897a-7b03-48b9-826f-7c7c7ea25e40">IMS-V16-NAV-Library-Icons-174.png</a></td><td><a href="/interfacing-help-files/business-continuity/managing-action-items-apps/executing-independent-action-items.md">Executing Independent Action Items</a></td></tr><tr><td><strong>Executing Action Items Within Operational Plans</strong></td><td>Execute action items within an operational plan to support a coordinated response.</td><td><a href="https://1488562728-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FTx7AmE0d2Q4ja20EYjF5%2Fuploads%2Fmke4GOU3ydEncwxIZf9h%2FIMS-V16-NAV-Library-Icons-174.png?alt=media&amp;token=74c4897a-7b03-48b9-826f-7c7c7ea25e40">IMS-V16-NAV-Library-Icons-174.png</a></td><td><a href="/interfacing-help-files/business-continuity/executing-business-management-plans-apps/initiating-and-managing-plan-executions/execute-plan.md">Execute Plan</a></td></tr></tbody></table>

[^1]: 💡 **For Administrators:**

    * Manage the options that populate the **Site** dropdown in:
      * **QMS Admin Settings** > **General Settings** > [**Location**](/interfacing-help-files/administration-and-configuration/configuring-application-settings/general-application-settings/location.md).
    * Only **active** options will appear in the dropdown.

[^2]: 💡 **For Administrators:**

    * Manage the options that populate the **Business Division** dropdown in:
      * **Library** > [**Organization**](/interfacing-help-files/process-analysts/organization-management.md).
    * Only **active** departments will appear in the dropdown.

[^3]: 💡 **For Administrators:**

    * Manage the options that populate the **Business Line** dropdown in:
      * **Library** > [**Organization**](/interfacing-help-files/process-analysts/organization-management.md).
    * Only **active** departments linked to the selected parent department will appear in the dropdown.

[^4]: 💡 **For Administrators:**

    * Manage the options that populate the **Disaster Types** dropdown in:
      * **Business Continuity** > **Settings** > [**Disaster Types**](/interfacing-help-files/administration-and-configuration/configuring-application-settings/business-continuity-application-settings/disaster-types.md).
    * Only **active** options will appear in the dropdown.

[^5]: 💡 **For Administrators:**

    * Manage the options that populate the **Disaster Threat Vectors** dropdown in:
      * **Business Continuity** > **Settings** > [**Disaster Threat Vectors**](/interfacing-help-files/administration-and-configuration/configuring-application-settings/business-continuity-application-settings/disaster-threat-vectors.md)
    * Only **active** options will appear in the dropdown.

[^6]: 💡 **For Administrators:**

    * Manage the options that populate the **Status Constraint** dropdown in:
      * **Business Continuity** > **Settings** > [**Checklist Statuses**](/interfacing-help-files/administration-and-configuration/configuring-application-settings/business-continuity-application-settings/checklist-statuses.md).
    * Only **active** options will appear in the dropdown.


---

# Agent Instructions
This documentation is published with GitBook. GitBook is the documentation platform designed so that both humans and AI agents can read, navigate, and reason over technical content effectively. Learn more at gitbook.com.

## Querying This Documentation
If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question.

Perform an HTTP GET request on the current page URL with the `ask` query parameter, and the optional `goal` query parameter:

```
GET https://interfacing.gitbook.io/interfacing-help-files/business-continuity/managing-action-items-apps/creating-and-managing-action-items/create-new-action-item.md?ask=<question>&goal=<endgoal>
```

`ask` is the immediate question: it should be specific, self-contained, and written in natural language.
`goal` is optional and describes the broader end goal you are ultimately trying to accomplish on behalf of the user. GitBook uses it to tailor the answer towards what is most useful for that goal.

The response will contain a direct answer to the question and relevant excerpts and sources from the documentation.

Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.