> 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.md).

# Execute Action

Carry out the assigned action, document results, and submit it for review.

## Workflow Overview

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

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

<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** task can be accessed through any of the following:

* The **To Do** module.
* The **Notification Panel** (via the **Notification Bell**).
* The **direct link** provided in the email notification.

***

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

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

<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 %}

{% hint style="info" %}

#### Saving Your Work

To save progress without submitting, click **Save** in the top-right corner of the panel.

* The task remains in the **To Do** module for you to revisit and complete later.
  {% 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.

{% hint style="info" %}
Update the **Status** dropdown regularly to reflect your progress.
{% endhint %}

* **Reject the assignment** if further clarification or reassignment is needed.
  * To reject, select **Refuse Action** in the **Task Resolution** dropdown, then click **Submit**.

{% hint style="danger" %}
If refusing the action, provide reasoning in the **Enter Your Findings** field.
{% endhint %}

***

{% endstep %}

{% step %}

### Execute Assigned Action

Complete the assigned internal action according to the specified requirements. Available fields and steps vary depending on the action type.

<details>

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

If this action is assigned, refer to the **Description** field for detailed instructions and complete the task accordingly.

</details>

<details>

<summary><mark style="color:blue;"><strong>Create New Control</strong></mark></summary>

If this action is assigned, the following fields will be visible in the form, allowing you to enter or modify details.

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

You can modify the folder where the control will be created, as well as provide or update the control’s name, identifier, and description.

To run the process, click **Create / Update Control**.

* Upon process completion, a confirmation message will appear, indicating that the control has been successfully added or updated in the specified folder.
* A link will be provided, allowing you to view the control directly in the Library.

</details>

<details>

<summary><mark style="color:blue;"><strong>Documentation Needs Updating</strong></mark></summary>

If this action is assigned, the following grid will be visible in the form, allowing you to access and update the necessary documentation:

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

{% hint style="info" %}
For each item in the grid, a change request (CR) is automatically triggered, which the action owner is expected to complete.
{% endhint %}

Click **Edit** ( <i class="fa-pen">:pen:</i> ) to access the modification request. In the form that opens, use the provided hyperlink to access the CR.

{% hint style="success" %}
For instructions on how to implement a CR, [click here](/interfacing-help-files/end-users/to-do/completing-tasks/completing-change-request-tasks.md#cr-to-implement-task).
{% endhint %}

</details>

<details>

<summary><mark style="color:blue;"><strong>Retraining or New Training Required</strong></mark></summary>

If this action is assigned, the following fields will be visible in the form, allowing you to create or select the required training(s).

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

To create a new training, follow these steps:

* Click the <i class="fa-square-plus">:square-plus:</i> button.
* Complete the [New Training](/interfacing-help-files/learning-and-development/managing-trainings-apps/creating-and-managing-trainings/create-new-training.md) form.
* Click **Save and Return**.

To assign an existing training, follow these steps:

* Click the **Add** button.
* In the **Select Training Request** form:
  * **Select Training**
    * In the **Existing Training** field, use one of the following methods:
      * Enter the name of an approved, active training and select it from the dropdown.
      * Click the <i class="fa-angle-down">:angle-down:</i> icon to open the **Select Training** form and browse all active, approved training programs.
        * To select a training, double-click it.
  * **Assign Trainees**
    * By default, trainees already associated with the selected training will automatically populate the relevant dropdown fields. You can update these selections as needed.
      * **Departments**
      * **Roles**
      * **Users**
      * **Groups**
  * **Save Assignment**
    * After selecting a training and assigning its trainees, choose:
      * **Save and New:** Click to assign the selected program and open a new form to add another.
      * **Save and Close:** Click to assign the selected program and close the form.
  * **Review Assigned Trainings**
    * Assigned trainings appear in the **Existing Training(s)** grid.
    * To remove a training, select the corresponding **Delete** ( <i class="fa-trash-can">:trash-can:</i> ) icon.
    * To modify the training or its trainees, select the corresponding **Edit** ( <i class="fa-pen">:pen:</i> ) icon.

{% hint style="warning" %}
The specified training will be assigned to trainees only after the action is completed and submitted for review. During this time, the designated reviewer can monitor trainee progress, ultimately deciding whether to approve or reject the action.
{% endhint %}

</details>

***

{% 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 %}

***

## Requesting an Extension

To request more time to complete the action:

1. Click **Request an Extension**.

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

2. In the section that appears, enter a new due date and provide a reason for your request.

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

3. Click **Send Request** to notify the assigned manager(s) of the action.

{% hint style="info" %}
If you change your mind before submitting, click **Cancel** to withdraw the request.
{% endhint %}

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

Once you submit your request, you can track its status. There are three possible states:

* <mark style="color:yellow;">**`Pending`**</mark>
  * Your request is awaiting managerial decision.
* <mark style="color:green;">**`Approved`**</mark>
  * Your new due date is applied.
* <mark style="color:red;">**`Rejected`**</mark>
  * Your original due date remains in effect.

{% hint style="danger" %}
Only one extension request is permitted per action item.
{% endhint %}

***

## 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>My Action List</strong></td><td>View and monitor action items assigned to you as the owner.</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/my-action-list.md">My Action List</a></td></tr></tbody></table>


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