Actions ☑️

As a stakeholder on Workelo, you may be involved in the journey of one or more employees.

Whether you are an HR, Manager, Buddy, Administrative Manager or Contributor, actions are assigned to you to help ensure the success of these journeys.

From the "My actions" tab, find all your tasks to complete and track their progress with ease:

• ✅ Complete your actions : kit, task, communication, event, document, form
• 📊 Track your progress and identify overdue actions
• ➕ Add one-off actions if needed
• 🔄 Reassign your actions in case of absence or unavailability
• 📜 View the history of your completed actions

This article guides you in efficiently managing your actions and contributing to the success of the journeys you are responsible for.

⚠️ Prerequisite: Access to this tab requires an active stakeholder space.

Table of Contents

🔢 Sort order of my actions
🔗 Action types and their specifics
✚ Add an action
⏱️ Overdue actions
✅ Review my completed actions
♻️ Reassign actions

🔢 Sort order of my actions

They are ordered by journey start date (arrival, start of internal move, or departure) from the furthest in the future to the oldest journey.

🔗 Action types and their specifics

An action can be of different types :

• Kit to prepare: once completed, you can check it off
• Task to complete: once completed, you can check it off
• Event to schedule: click on the action to check/choose the date, time, location, objectives, modify or add participants if needed, then click "schedule". It is also possible to delete this action if it has already been completed through another means.
• Communication to send: click on the action to check/edit the recipients, subject, email body and attachment. To send the communication, click "send", it is also possible to delete this action if it has already been completed through another means.
• Document to upload (or a document template): click on the action, a page opens to choose the document; once the file is confirmed, the action disappears.
• Form to validate: this action is only available once the form has been completed by the employee.
• Document to sign : Clicking the action opens a signature window, allowing you to electronically sign the document.
  📱Mobile note: Documents that need to be signed are not accessible from the mobile app for the stakeholders. To sign a document, please log in using a browser on a computer or tablet.

➕ Add an action

At the bottom left of your task list, there is an "add an action" button if you feel it is relevant to include a new action on a journey. You can choose between a task and an event. This will not affect the applied template.

⏱️ Overdue actions

An action whose deadline has passed is accompanied by a small red "overdue" label.

💡 Actions are identified as "overdue" from D+1 of the date entered in the template/journey. So if a task is scheduled for 01/23, it will be "overdue" from 01/24.

Stakeholders are reminded every Tuesday about all their overdue actions, as long as the due date of the last overdue action is less than 27 days ago (4 weeks).

✅ Review my completed actions

If you wish to view your completed actions, uncheck "History" at the top right. 
For kits and tasks, it is possible to undo by clicking "Cancel", which will return the action to the list of actions to complete.

It is not possible to undo:

• Uploaded documents: you can view the uploaded file by clicking on the action, but it cannot be modified.
• Sent communications
• Scheduled events
• Signed documents

Going on leave? Unable to complete the requested action? Easily reassign actions to the person of your choice!

👀 See dedicated documentation !

💡 In case of a stakeholder's departure or extended absence, it is not possible to replace them in bulk across their journeys (for example: replacing stakeholder X with Y in all journeys where X is involved).

The stakeholder must be replaced journey by journey:

1. Go to the "Journeys" page
2. Open the desired journey
3. Click "Edit"
4. Go to the "Stakeholder" section
5. Replace the desired stakeholder
6. Make sure NOT to check the option to keep actions assigned to the previous stakeholder
7. Revalidate all steps using the "Next" button
8. Check in the "Details" section that the actions redistributed to the new stakeholder are correct
9. Finalize
10. The new stakeholder will be notified of their involvement
11. Repeat for each journey

 

⚠️ Prerequisite: having actions to perform as a stakeholder.

 

Going on vacation? Unable to perform the requested action? Easily reassign actions to the person of your choice. 

Table of contents

💡How does it work?

✅ Reassigning form validation

🤔 Frequently Asked Questions

💡How does it work?

1. Go to the My actions tab. Click the button at the top of the screen to reassign your actions.
   
   
    
2. Upon clicking the button, all actions that can be reassigned will appear.
    
3. You can filter and/or sort the list according to your needs:
   • By type of action, employee, or due date;
   • Or sort by action name, action type, employee, and due date.
      
4. Finally, you can select the actions of your choice by checking them. As soon as at least one action is selected, the reassignment bar appears.
    
5. Finally, select the person to whom you want to reassign the actions.
   ⚠️ You can only select people from your environment who have access to the stakeholders' space.
   
    
6. When you click to reassign, a confirmation window prompts you to validate your choice.
   💡 The reassigned actions will disappear from your list of actions. Only the new responsible person will be able to perform them!
    
7. The new responsible person receives an email summarizing the actions that have been reassigned to them.

Note: This feature allows you to reassign actions from the journey. It does not replace a stakeholder in a journey.

 

✅ Reassigning form validation

Validating a form is now part of the actions that can be reassigned! The validation action now appears on the My actions page but cannot be performed until the responsible person has completed the form.

The action has the same due date as the form completion date.
You can still reassign the action even if the form has not yet been completed.

⚠️ Forms for validation can only be reassigned to users who have permission to View administrative data.

🤔 Frequently Asked Questions

• Which actions cannot be reassigned?
  The following actions will not appear in the list of reassignable actions:
  
  
• What is the impact on the employee?
  The reassignment of actions is invisible to the employee.
  
   
• Can I reassign actions for which I am not responsible?
  No, this is not currently possible. You can only reassign actions for which you are responsible.