Configuring Action Items on Checklists (HSE, QMS)

QualityOne Vaults allow you to configure your Vault to let users create and assign Action Items from checklists created from relevant target objects. Creating an Action Item as part of a checklist response creates an Action Item record and automatically associates it with the related Checklist, Checklist Section, and Checklist Response. This allows you to differentiate between Action Items created as a result of responding to a checklist versus Action Items created from a related object section.

Learn how to configure and design checklists before proceeding with setup and use.

Configuration Overview

• Configure checklists
• Enable Action Items on the relevant Checklist Type
• Configure the Response object that corresponds to the target object
• Add Action Items to a Checklist Design
• Configure user permissions

Configuring Checklists

Before you can configure Action Items on checklists, you must enable and configure checklists in your Vault, and create a Checklist Design. See the following articles for information on configuring and designing checklists:

• Configuring Checklists
• Configuring Checklist Workflows
• Designing Checklists or Using the Visual Checklist Designer

Supported Objects

Action Items are supported on checklists for the following objects:

• CAR
• Change Control
• Complaint
• Continuous Improvement Initiative
• HSE Event
• Material Verification
• NCR
• Quality Event and its object types

Enabling Action Items on Checklist Types

You can configure checklists to allow or require users to create Action Items related to their number, text, date, or multiple choice answer.

To allow users to add Action Items to a checklist:

1. Navigate to Admin > Configuration > Checklist Types and select the target checklist type.
2. Click Edit.
3. In the Question Design or Available Answer Design section, click into Optional Fields and do one (1) or more of the following:
   • If Admins only need to be able to configure Action Items to be optional, and never required, select Action Items Allowed.
   • To let Admins configure Action Items to be optional or required, select both Action Items Allowed and Action Items Required.
   • Optional: To give Admins the option to add explanatory text when users hover over the question mark beside the Action Items label on checklists, select Suggested Actions.
4. Click Save.

Configuring the Response Object

In order for users to create checklists with Action Items, you must ensure the following fields are activated on the relevant question object types on the Response object that corresponds to the target object (for instance, for an NCR checklist, this object would be NCR Response):

• Action Items Allowed
• Action Items Required
• Suggested Actions

Adding Action Items to a Checklist Design

You must add Action Items to a Checklist Design in order for users to be able to create them. To do this:

1. Navigate to Business Admin > Checklist Designs and select a Checklist Design record. The Visual Checklist Designer displays by default.
2. Click into an existing question or create a new question.
3. Click Additional Configurations.
4. Select Action Items Allowed or both Action Items Allowed and Action Items Required.
5. Under the relevant question or answer, for Action Items Allowed or both Action Items Allowed and Action Items Required, select Yes.
6. Optional: Select Suggested Actions text to give users guidance on the Action Items to create.
7. Click Save next to the question.

See Checklist Question & Answer Setup for more information about action item fields.

Configuring User Permissions

For users to add Action Items to checklist responses on relevant target objects, you must ensure they have the following permissions:

• Create and Delete permissions on the following objects:
  • Action Item
  • The Response-Action Item object corresponding to the target object (for instance, Change Control Response - Action Item for checklists launched from Change Controls)
• Read permission on the following:
  • The Response-Ord-Ans object corresponding to the target object (for instance, Change Control Response-Ord-Ans for checklists launched from Change Controls)
  • The Response-Sel-Ans object corresponding to the target object (for instance, Change Control Response-Sel-Ans for checklists launched from Change Controls)
• Read permission for the following fields on the target object’s corresponding Response object (for instance, Change Control Response for checklists launched from Change Controls):
  • Response-Ord-Answer
  • Response-Sel-Answer

Related Permissions

You can complete all the steps in this article with the standard System Administrator or Vault Owner security profile. If your Vault uses custom security profiles, your profile must grant the relevant object-level permissions to manage checklists, as well as the following permissions:

Type	Permission	Controls
Security Profile	Admin: Configuration: Object Lifecycles: Edit	Ability to modify object lifecycles.
Security Profile	Admin: Configuration: Objects: Create, Edit	Ability to create and modify Vault objects.
Security Profile	Admin: Security: Permission Sets: Read, Create, Edit, Delete	Ability to make changes to permission sets for users.
Security Profile	Admin: Settings: General Information: Edit	Ability to modify settings in the Vault General Settings page.