Action Center: How to create actions

On the GAIS platform, it is possible to create actions directly from reports or in our action center. Actions can be used in connection with WRA (Workplace Risk Assesment), but also with all other types of GAIS surveys. An action does not need to be directly linked to a survey but can be created independently. Read more about actions and how to create them in this guide.

Contents of the guide:
1. Activate the Action Center

2. Create and share actions

3. How to create an action

4. Overview of alle actions

5. Export actions

1. Activate the Action Center

To use the action center, you must first activate Actions on your company profile under settings:

Go to settings:

Under the "Actions" section, you assign permissions to view, create, edit, delete, and share actions.

Company Administrators:

All business administrators have full rights - that means they can create, edit, delete, and share actions. 

You can also grant company administrators the right to view all actions created within the organization. This allows administrators to have a complete overview of what has been initiated within the organization.

Managers: 

You can tick the box to allow managers in the organization to create actions. Managers are the individuals listed under the "Immediate Manager" column in the data file.

You can also choose who managers can share actions with. Here, you can select from: 

• None 
• Everyone in the organization 
• Own manager: That is, the manager's direct superior 
• Own department(s): The department(s) the manager belongs to 
• Selected departments: Here, you can choose from all the departments within the organization 
• Employees: Actions can be shared with employees

Everyone: 

You can tick the box to allow everyone in the organization to create actions. This applies to both employees and managers.

You can also choose who everyone who creates actions can share them with: 

• None
• Everyone in the organization 
• Own manager: That is, the immediate manager as indicated in the data file 
• Own department(s): The department(s) one belongs to 
• Selected departments: Here, you can choose from all the departments within the organization
•  Employees: Actions can be shared with employees

The Action Center is now enabled, and actions can be created.

2. Create and Share Actions

You can create actions directly from the action center or from the report. 

1. Create actions from the Action Center 

2. Create actions directly in your company report 

You can do this under the Heatmap section:

If you are the company administrator, you will see the “Actions” button in the top right corner of the report. From here, you can also create new actions and see which actions you have created based on the individual factors in this report. If your action is not linked to a factor, it will not be displayed here but only in the action center.

3. How to Create an Action

Regardless of how and where you create your actions, the setup will look as described below:

Under the "Details" section, you can do the following:

• Name the action
• Importance: Indicate the action's importance
• Description (optional)
• Unit: Define who the actions relate to. "Unit" refers to the departments and teams you have set up in your organization.
• Responsible: Define who is responsible for the action. Please note that this is your action. This means that the responsible person cannot see the action unless you share it with their unit.
• Survey and Factor: Here, you specify which survey and factor the action is linked to.
• Deadline: Set a deadline for the action.
• Status: Give the action a status and change the status as you work on the action

Under the Tasks section, you can create sub-tasks for your action.

Under the Sharing section, you can share your actions with others in the organization.

Sharing options are divided into three categories:

1. Departments/teams
2. People
3. Everyone in the organization

Administrators: As an administrator, you inherently have the rights to share actions with selected departments/teams, selected individuals, or with everyone in the organization.

Managers: Depending on the sharing permissions you have granted managers in the company profile, managers will be able to share actions with departments/teams, selected individuals, or everyone in the organization.

Employees: Depending on the sharing permissions you have granted to everyone in the organization via the company profile, all employees and managers will be able to share actions with departments/teams, selected individuals, or everyone in the organization.

Once you have selected who you want to share with, you need to choose what rights they have regarding your action.

Here you can choose between:

• View only 
• Everyone can edit 
• Everyone can edit and share

4. Overview of All Actions

Under the Actions section in the top bar, you will find an overview of all the actions you have created and actions that have been shared with you. If you have enabled in the company profile that administrators can see all created actions in the organization, the complete overview will appear here. 

The overview shows all your actions across surveys and survey types. You can also create new actions here and edit and share existing actions.

Using the search functions in the menu on the left side, you can sort and retrieve actions as needed. For example, choose status, surveys, or survey types to search for specific actions.

In the overview, only, for example, the actions created in GAIS surveys are now displayed.

5. Export Actions

Using the Export button, you can export all or selected actions to PowerPoint or PDF.