Actions, Locations, and Compliance Features

How is Action Management implemented?

Users can create, assign, and complete follow-up tasks (Actions) that are linked to a record.

• Action Details: Each action includes a description, an assignee, an optional due date, and a status (Incomplete/Complete).

• Evidence: When completing an action, the user can optionally attach a single file as evidence.

• Reassignment: Actions can be reassigned to another user, with the change logged in the action's activity log. Users with the Actions Access role cannot reassign their completed actions.

• Relationship to Records: Actions and Records are designed as two separate but closely linked modules. If a record is archived, any linked actions are untouched and remain active in the actions module.

   

How are external users managed for action completion?

The system provides a special, non-billable user role called 'Actions Access' intended for external users (e.g., contractors) who only need to complete assigned tasks.

• Assignment & Billing: Assigning an action to an external email address will automatically send an invitation for the recipient to join the workspace with the non-billable 'Actions Access' role. This user role is excluded from the count of billable members.

• Access: This role is strictly limited to the Actions module. Users can view their assigned actions, open details, complete/un-complete them, and attach evidence. They cannot view the "All Actions" list, access any records, or reassign actions.

   

How does Location Management work?

The system includes a hierarchical location management system based on the Safety Culture model.

• Structure: It consists of a fixed five-level hierarchy (e.g., Country, State, Region, Area, Site).

• Scope: All locations are defined and managed within a single workspace.

• Record Linking: Locations are optional unless explicitly set as required in the Record Type schema. A location can be renamed without breaking associations with linked records. If a location is soft-deleted, the user must update linked records by assigning them a new location.

How can historical data be imported into the system?

The Records Management Module supports the migration of historical records through a dedicated import tool:

• File Format and Limitations: Data can be imported using CSV or XLSX files, and the maximum file size is 10MB

• Column Mapping: During the import process, a mapping interface allows users to align the columns from the CSV file with the specific fields defined in the selected Record Type.

• Data Validation: The system performs basic validation on the data before completing the import to ensure it meets the required field formats and constraints.

• Performance Target: The system is designed to process a CSV file containing up to 10,000 records in under 5 minutes.

Access to data management functions is controlled by the following workspace roles:

• Import is available to Owners, Managers, and Users. This is restricted to Read-Only and Actions Access roles.

 

How does the Audit Trail function?

The system maintains an immutable audit trail for all significant events to ensure a tamper-proof record.

• Records Logged Events: Includes the creation, modification, and archiving of records, as well as the creation and completion of linked actions.

• Actions Logged Events: Includes the creation, modification, assignment, and completion of actions.

• Field Change Tracking: When a custom field is modified, the log records only the specific field changed along with its old and new values (e.g., "Field 'Severity' changed from 'Low' to 'Medium'"), rather than storing the entire data object.

• AI Activity: All events and actions triggered by the system's AI are logged using a dedicated 'AI User ID'.