> 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/quality-managers/action-item-application/creating-and-managing-action-items/create-new-action.md).

# Create New Action

Create and submit a new action item to initiate the Action Item Management workflow.

## Workflow Overview

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

<i class="fa-user">:user:</i>  **Performed By:** Action Creator (e.g., Department Manager, Project Manager, Product Owner)

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

***

## Completing the Form

Use the **New Action** form to define and document an action to be performed.

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

{% 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 %}

### Identify Action

Enter a brief, descriptive title for the action.

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

<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 %}

### Set Timeline

Specify the key dates for completing and evaluating the action.

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

* **Due Date:\*** Select the date by which the action must be completed.
* **Priority:\*** Select the level of importance or urgency (e.g., Low, Medium, High).
* [**Effectiveness Check Frequency:**](#user-content-fn-1)[^1] Select how often the action’s effectiveness will be reviewed.
* **Effectiveness Period Start Date:** Select the date the effectiveness check will begin.
* **Effectiveness Period End Date:** Select the date the effectiveness check will end.

***

{% endstep %}

{% step %}

### Classify & Assign Ownership

Categorize the action and assign responsibility for execution and review.

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

* **Type:** Select the classification that best reflects the action’s purpose (e.g., Corrective, Preventive, Improvement).
* [**Category:**](#user-content-fn-2)[^2] Select the classification used to group similar actions for reporting and analysis.
* [**Action Item Owner:**](#user-content-fn-3)[^3]**\*** Select the user responsible for executing the action.

{% hint style="danger" %}
This field appears only if **Internal** is selected as the action type.
{% endhint %}

* [**Action Completion Reviewer:**](#user-content-fn-4)[^4]**\*** Select the user, role, or group responsible for reviewing and approving the completed action.

{% hint style="info" %}
This field defaults to the **Director of Quality** role, to which users and groups can be assigned.

* If this role does not exist or has no user or group assigned, the field will be empty.
  {% endhint %}

* **Action Type:** Specify the context in which the action will take place.

{% hint style="warning" %}
Additional fields will appear based on your selection.

<details>

<summary><mark style="color:orange;"><strong>Internal Action</strong></mark></summary>

Use this option for actions managed within the organization, typically involving internal teams or processes.

When selected, the following field appears:

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

* **Action:\*** Specify the type of internal action required.
  * Selecting an option will reveal related fields within the form (see below).

{% hint style="warning" %}
For this action type, you must also assign an **Action Item Owner** using the corresponding dropdown.
{% endhint %}

***

Below are the types of internal actions you can select, each tailored to address specific needs within the organization:

<i class="fa-circle-dot">:circle-dot:</i>  **Other**

Use this option when the required action does not fit any predefined category.

If selected, no additional fields will appear. Instead, you should provide a clear description of the required action in the **Description** field to ensure proper understanding and execution.

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

<i class="fa-circle-dot">:circle-dot:</i> **Create a New Control**

Use this option when a new control needs to be established within the organization.

{% hint style="info" %}
A control is a specific measure used to manage organizational activities. It helps enforce business rules, mitigate risks, improve processes, or ensure compliance with regulations.
{% endhint %}

If this option is selected, the following fields appear:

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

* **Select Folder:** Select the folder where the new control will be created.
  * Instead of a dropdown menu, this field opens a form.
    * In this form, navigate through the tree structure displaying control folders. To select a folder, simply double-click it.
  * The selected folder name will populate the **Folder Name** field.
* **Control Name:** Enter a brief, descriptive title for the control.
* **Identifier:** Enter a unique identifier for the control.
* **Control Definition Details:** Provide a description of the control.

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

<i class="fa-circle-dot">:circle-dot:</i>  **Documentation Needs Updating**

Use this option when existing documentation needs to be revised or updated.

If selected, the following fields appear:

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

To assign documentation, follow these steps:

* **Select Module**
  * In the **Module** field, select the module containing the relevant documentation.
    * **Available Modules:** Process, Document, Rule, Risk, Control, or Capability.
  * Once selected, the **Folder** field appears.
* **Select Folder**
  * In the **Folder** field, click the <i class="fa-angle-down">:angle-down:</i> icon to open a form displaying a tree structure of documentation folders.
  * Double-click the desired folder to select it.
* **Select Documentation**

  * Once a folder is chosen, its child items populate the **Objects** grid.
  * Check the **Selected** box for each item you want to assign.

  <div data-gb-custom-block data-tag="hint" data-style="success" data-icon="lightbulb" class="hint hint-success"><p><strong>Tip:</strong> Use <strong>Select All</strong> to select all items in the grid, or <strong>Deselect All</strong> to clear all selections.</p></div>

  * To apply your changes, click **Save Changes** or click outside the grid.&#x20;
    * To discard them, click **Discard Changes**.
* **Assign Documentation**
  * Click **Assign Selected** to finalize the assignment.
* **Review Assigned Documentation**

  * Assigned items appear in the **Improvement Request(s)** grid.
  * To make a modification request for a specific item in the grid, use the **Modification Request** column.
  * To remove an assigned item, select the corresponding **Delete** ( <i class="fa-trash-can">:trash-can:</i> ) icon.

  <div data-gb-custom-block data-tag="hint" data-style="info" class="hint hint-info"><p>Confirm deletion by clicking <strong>Save Changes</strong> or clicking outside the grid. To cancel, click <strong>Discard Changes</strong> or <strong>Undo</strong> ( <i class="fa-rotate-left">:rotate-left:</i> ).</p></div>

{% hint style="success" %}
To assign documentation from multiple modules or folders, repeat this process as needed.
{% endhint %}

{% hint style="warning" %}
During the execution of this action, a change request (CR) will be automatically triggered. For more information on this process, [click here](/interfacing-help-files/end-users/to-do/completing-tasks/completing-change-request-tasks.md).
{% endhint %}

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

<i class="fa-circle-dot">:circle-dot:</i>  **Retraining or New Training Required**

Use this option when employees need to undergo new or additional training.

If selected, the following field appears:

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

* **Training Requirement:** Provide a description of the required training, including its content, scope, and objectives.

</details>

<details>

<summary><mark style="color:orange;"><strong>External Action</strong></mark></summary>

Use this option for actions involving entities outside the organization, such as clients, customers, or external partners.

When selected, the following fields appear:

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

* **Email of the Action Item Owner:\*** Enter the email address of the external party responsible for the action item.
* **Name of the Action Item Owner:** Enter the full name of the external party.
* **Contact Details:\*** Provide additional contact information, such as phone numbers, addresses, or other relevant details for reaching the external party.

{% hint style="warning" %}
Upon submitting the action, an email will be sent to the specified address of the external action owner, prompting them to execute the assigned action.
{% endhint %}

</details>

<details>

<summary><mark style="color:orange;"><strong>Supplier Action</strong></mark></summary>

Use this option for actions involving suppliers or vendors.

When selected, the following fields appear:

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

* [**Supplier:**](#user-content-fn-5)[^5] Select the supplier responsible for or involved in the action.

{% hint style="warning" %}
When a supplier is selected, the following read-only fields are automatically populated with available information.

* **Supplier Representative Name:** The name of the representative associated with the selected supplier.
* **Supplier’s Phone:** The phone number of the supplier’s representative.
* **Supplier’s Email:** The email address of the supplier’s representative.

Additionally, the option to create a Supplier Corrective Action Request (SCAR) becomes available.
{% endhint %}

To create a new SCAR, click the **Add** ( <i class="fa-square-plus">:square-plus:</i> ) button.

* This will open the [Create SCAR](/interfacing-help-files/quality-managers/action-item-application/creating-and-managing-scars/create-new-scar.md) form, where you can document and analyze the issue.

{% hint style="info" %}
After saving the SCAR, you will be returned to the **New Action** form. A confirmation message will display the SCAR ID, and the **Add** ( <i class="fa-square-plus">:square-plus:</i> ) button will change to **Edit** ( <i class="fa-pen-to-square">:pen-to-square:</i> ), allowing for modifications.

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

{% hint style="warning" %}
If a SCAR is created, the [SCAR Management](/interfacing-help-files/quality-managers/action-item-application/creating-and-managing-scars.md) workflow will be triggered automatically upon form submission, and the specified supplier will receive an email to conduct the SCAR investigation.\
\
If no SCAR is created, the supplier will focus instead on executing the defined action.
{% endhint %}

</details>
{% endhint %}

* **Description:** Provide a detailed description of the action, including its purpose, scope, and any relevant context.

***

{% endstep %}

{% step %}

### Identify Origin

Indicate the source or trigger of the action.

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

* **Source of the Action:** Select the source, if applicable.

{% hint style="warning" %}
This field defaults to **Action Item**, indicating an independent action not linked to another record.

* If you select a different source, a grid will appear, allowing you to assign a related record (e.g., a quality event or audit finding).

<details>

<summary><mark style="color:orange;"><strong>Assigning Records</strong></mark></summary>

To assign a record to the action, follow these steps

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

* **Initiate Selection**
  * Click **Add** to access the selection form.
* **Select Record**
  * In the **Select \[Record]** form, you can select a record in one of two ways:

    * Type the record name directly into **Select \[Record**] dropdown and select it when it appears, or
    * Click the <i class="fa-angle-down">:angle-down:</i> icon to browse available options.

    <div data-gb-custom-block data-tag="hint" data-style="warning" class="hint hint-warning"><p>Depending on the chosen source, clicking the arrow icon may either:</p><ul><li>Show a list of options directly in the form.</li><li><p>Open another form with a grid for further selection.</p><ul><li>In the grid view, double-click a record to select it. This will return you to the <strong>Select [Record]</strong> form, with the chosen record populated in the dropdown.</li></ul></li></ul></div>
* **Save Selection**
  * After selecting a record, choose:
    * **Save and New:** Click to assign the selected record and open a new form to select another.
    * **Save and Close:** Click to assign the selected record and close the form.

{% hint style="danger" %}
An action can be linked to only **one record**, which can be ongoing or closed. Selecting a new record will replace the previous one.
{% endhint %}

* **Review Assigned Record**

  * The assigned record appears in the grid.
  * To remove a record, select the **Delete** ( <i class="fa-trash-can">:trash-can:</i> ) icon.

  <div data-gb-custom-block data-tag="hint" data-style="info" class="hint hint-info"><p>Confirm deletion by clicking <strong>Save Changes</strong> or clicking outside the grid. To cancel, click <strong>Discard Changes</strong> or <strong>Undo</strong> ( <i class="fa-rotate-left">:rotate-left:</i> ).</p></div>

  * To assign a different record, click **Add** and repeat the process.

</details>
{% endhint %}

{% hint style="danger" %}
An action can be linked to only **one source and one record**. Changing the source or assigning a new record will replace the existing selection.
{% endhint %}

***

{% endstep %}

{% step %}

### Specify Organizational Context

Define the organizational context in which the action applies.

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

* [**Business Division:**](#user-content-fn-6)[^6] 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-7)[^7] Select the specialized unit within the selected division.
* [**Compliance Program:**](#user-content-fn-8)[^8] Select the compliance program applicable to the action.
* **Reference No.:** Enter a unique reference number or identifier for the action, if applicable.
* [**Site(s):**](#user-content-fn-9)[^9] Select one or more physical or operational locations associated with the action.

***

{% endstep %}

{% step %}

### Attach Supporting Documents (Optional)

Upload any relevant files or documentation that support or provide context for the action.

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

***

{% endstep %}

{% step %}

### Add Budget Information (Optional)

Define the budget allocated for implementing and completing the action.

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

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

<details>

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

The **Add Budget Item** form allows you to define budget items associated with the action.

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

1. **Define Details**

Complete the relevant fields to configure the item:

* **Budget Item Name:** Enter a brief, descriptive title for the budget item.
* **Cost:** Enter the estimated or actual cost associated with the item.
* **Description:** Provide a description of the item, including its purpose and what the cost covers.

***

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 entries 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 **Undo** ( <i class="fa-rotate-left">:rotate-left:</i> ).
{% endhint %}

***

{% endstep %}

{% step %}

### Add Comments

Use the **Comments** field to enter additional notes or relevant information about the action.

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

{% hint style="info" %}

#### Commenting Guidelines

Comments remain visible throughout the workflow for transparency and communication.

* You can **edit**, **delete**, or **reply** to your own comments.
* You can **reply** to others' comments but cannot edit or delete them.
  {% endhint %}

***

{% endstep %}

{% step %}

### Submit Action

Click **Submit** to enter the action into the **Action Item Management** workflow, routing it to the designated owner for [execution](/interfacing-help-files/quality-managers/action-item-application/creating-and-managing-action-items/execute-action.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>Monitor the status and progress of action items using lists and dashboards.</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/quality-managers/action-item-application/tracking-and-monitoring-action-items.md">Tracking &amp; Monitoring Action Items</a></td></tr></tbody></table>

[^1]: 💡 **For Administrators:**

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

[^2]: 💡 **For Administrators:**

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

[^3]: 💡 **For Administrators:**

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

[^4]: 💡 **For Administrators:**

    * Manage the options that populate the **Reviewer** dropdown in:
      * **Library** > [**Organization**](/interfacing-help-files/process-analysts/organization-management.md).
    * Only **active** users, roles, and groups will appear in the dropdown.

[^5]: 💡 **For Administrators:**

    * The list of suppliers is sourced from the **Supplier List** module of the **Supplier** application.

[^6]: 💡 **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.

[^7]: 💡 **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.

[^8]: 💡 **For Administrators:**

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

[^9]: 💡 **For Administrators:**

    * Manage the options that populate the **Site(s)** 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.


---

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