> 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/execute-action-not-internal.md).

# Execute Action (Not Internal)

Carry out an assigned external or supplier action, document results, and submit it for review.

## Workflow Overview

<i class="fa-location-dot">:location-dot:</i> **Current Task:** Execute the Action (Not Internal)

<i class="fa-user">:user:</i> **Performed By:** Assigned Action Owner / Supplier Representative

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

***

## Accessing the Task <a href="#accessing-the-task" id="accessing-the-task"></a>

The **Execute the Action (Not Internal)** task is accessed through the **direct link** provided in the email notification.

***

## Completing the Task <a href="#completing-the-task" id="completing-the-task"></a>

When an external or supplier action item is initiated, review the assignment, execute the required activities, and document outcomes.

{% hint style="warning" %}
If the action item involves a Supplier Corrective Action Request (SCAR), the standard execution will be bypassed; instead, the supplier representative will be notified to [investigate the SCAR](/interfacing-help-files/quality-managers/action-item-application/creating-and-managing-scars/execute-scar-investigation.md).
{% endhint %}

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{% 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 %}

### Accept or Reject Assignment

Review the details of the assigned action.

* **Accept the assignment** if the scope and requirements are understood.
  * To accept, simply proceed with execution.
* **Reject the assignment** if further clarification or reassignment is needed.
  * To reject, select **Refuse Action** in the **Task Resolution** dropdown, then click **Submit**.

***

{% endstep %}

{% step %}

### Execute Assigned Action

Carry out the assigned external action according to the requirements provided.

***

{% endstep %}

{% step %}

### Manage Associated Documents (Optional)

Review any documents associated with the action item and upload additional supporting documentation as needed.

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

***

{% endstep %}

{% step %}

### Manage Budget (Optional)

Review the budget allocated to the action item and add or modify budget items as required.

<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 %}

### Document Findings & Outcomes

Record the results of the action and provide supporting details.

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

* **Enter Your Findings:** Document key findings, challenges encountered, and outcomes achieved during execution.
* **Evidence of Action Completion:** Upload supporting documentation (e.g., reports, screenshots, records) validating completion of the action.

***

{% endstep %}

{% step %}

### Define Resolution & Effectiveness

Document the implemented resolution and evaluate its effectiveness based on observed results.

* **Resolution:** Indicate the type of resolution implemented

<details>

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

<table><thead><tr><th width="149.5999755859375">Resolution</th><th>Description</th></tr></thead><tbody><tr><td><strong>Permanent</strong></td><td>This option indicates a long-term solution that permanently addresses the issue.</td></tr><tr><td><strong>Temporary</strong></td><td>This option indicates a short-term fix intended to mitigate the issue until a more permanent solution can be implemented.</td></tr><tr><td><strong>Workaround</strong></td><td>This option indicates an alternative approach that bypasses the issue without directly resolving the underlying cause.</td></tr></tbody></table>

</details>

* **Effectiveness Check Duration:** Select the period during which the effectiveness of the action was monitored.
* **Describe Evidence of Effectiveness:** Describe the observed results and explain how they demonstrate whether the action was effective. Include measurable outcomes, improvements, and any remaining gaps.
* **Upload Evidence Documents:** Upload supporting documentation (e.g., reports, metrics, screenshots) demonstrating the effectiveness of the implemented action.

***

{% endstep %}

{% step %}

### Provide Feedback

Use the **Comments** field to communicate updates, ask questions, or provide additional context.

<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

From the **Task Resolution** dropdown, select one of the following actions:

* **Action Complete**

  Submit the completed action for review.

  → Next Step: [Sign Off on Action](/interfacing-help-files/quality-managers/action-item-application/creating-and-managing-action-items/sign-off-on-action.md)
* **Refuse Action**

  Decline the assignment, returning the action to its creator for further handling.

  → Next Step: [Action Refused: Reassign, Send Back, or Close without Completion](/interfacing-help-files/quality-managers/action-item-application/creating-and-managing-action-items/action-refused-reassign-send-back-or-close-without-completion.md)

After selecting the appropriate resolution, click **Submit** to record your decision and advance the workflow.

***

{% endstep %}
{% endstepper %}

***


---

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