¶ How To Manage Your Activities
¶ Overview
The Activity page is your central hub for managing activities within your workflow. It brings together all the tools you need to track progress, collaborate with your team, and maintain compliance.
¶ Key Features
- Expand/Contract View: Toggle between full-page and windowed view for better focus.
- Copy Link: Share the activity page directly with team members for quick collaboration.
- Activity Status: Update the status of the activity and manage endorsements/approvals.
- Activity Form: View and update structured activity data.
- Documents: Upload, update, and delete files related to the activity.
- Discussions: Collaborate with your team by posting comments and tagging users.
- Related Work: Link other activities or documents and define dependency relationships.
- Permissions: Control who can view, edit, endorse, or approve the activity.
- Audit Trail: Review a complete history of changes, including status updates and discussions.
- Settings: Configure permissions, lock manual updates for dates, and manage advanced options.
- Delete Activity: Remove activities following applicability rules (Mandatory, Applicable, Prerequisite).
¶ Activity Status
Activity Status determines whether your activity is Not Planned, Planned, In Progress or Completed. It also indicates if the activity is late based on the dates provided. This drives the tracking of activities in your workflows ensuring that work can be completed on time. Based on the activity status, notifications can be sent to assigned users to ensure timeline completion.
¶ Status Details
- Not Planned: Activity has not been scheduled yet.
- Planned: Requires Planned Start Date, Planned End Date, and Assignee.
- In Progress: Requires Actual Start Date.
- Completed: Requires Actual End Date.
Endorsements and approvals may be required at any stage based on permissions.
¶ Steps
- Open the Activity Details page.
- Click the Status dropdown and select the new status.
- Ensure required dates and assignee are set.
- If endorsements or approvals are required:
- Click Endorse, Approve, or Reject.
- Enter justification if rejecting.
- Click Save.
- Save the status change once all requirements are met.
Important Notes:
- Endorsers/approvers receive notifications when their action is required.
- Rejection justifications appear in the Discussion section.
- Always click Save after any endorsement or approval action.
¶ Activity Form
The Activity Form is the structured input area where users provide details required to complete the activity. This form is generated based on the activity template defined in the workflow. Each template determines the fields and sections that appear, ensuring the right data is captured for governance and compliance.
¶ Components
- Purpose (if applicable): Provides a clear statement of the activity’s objective.
- Reference Documents (if applicable): Lists supporting guidelines or files linked to the activity.
- Activity Form: Displays all fields defined by the template.
¶ Documents
Attach relevant files to keep everything in one place. You can upload multiple documents and manage them easily.
¶ Steps to Add Documents
- Scroll to the Documents section.
- Click Upload or drag & drop files.
- Fill in document details (e.g., name, description).
- Click Save to attach.
¶ Steps to Update or Delete Documents
- Select the document from the list.
- Click Update to edit details.
- To delete, click Delete after opening the document settings.
- Confirm deletion.
¶ Discussions
Discussions are specific to the activity and provide a dedicated space for collaboration. Use the discussion panel to share updates, add comments, and provide additional information about the activity.
Tip: Rejection justifications for endorsements/approvals appear here for transparency.
¶ Steps
- Open the Discussion section.
- Type your comment.
- Press Enter or click Post to share.
¶ Related Work
Link related activities or documents to maintain context and dependencies.
¶ Relationship Types
- Related: Creates a general link between two activities for reference or context.
- Start-to-Start (SS): The linked activity cannot start until the current activity starts.
- Finish-to-Start (FS): The linked activity cannot start until the current activity is finished.
- Start-to-Finish (SF): The linked activity cannot finish until the current activity starts.
- Finish-to-Finish (FF): The linked activity cannot finish until the current activity finishes.
¶ Steps
- Scroll to Related Work section.
- Click Add Link.
- Select the related activity or document.
- Choose relationship type (Related, SS, FS, SF, FF).
- Click Save.
¶ Permissions
Permissions defines who is assigned to the activity, the endorsement and approval policies, and defines who is required to endorse and approve the activity at each status step.
¶ Steps to Configure Permissions
- Open the Permissions section in the activity page.
- Click Add Permission.
- Select a user or role from the list.
- Configure endorsement and approval requirements for each status step:
- Not Planned → Planned
- Planned → In Progress
- In Progress → Completed
- Cick Save.
Important Notes:
- Roles are based on your team roles assigned to the workflow.
- The Endorsement and Approval Policy indicates where endorsements and approvals are required in the activity.
- Endorsement/approval requirements trigger notifications for assigned users.
¶ Audit Trail
Track all changes to the activity, including status updates, discussions, and data modifications.
¶ Steps
- Click any Status box to see the details of what data has changed.
- Click the Discussions icon to see the relevant comments that were made.
¶ Delete Activity
Deleting an activity removes it from your project.
¶ Steps
- Scroll to the Settings section of the activity.
- Click Delete Activity.
- Provide justification if required.
- Confirm deletion.
¶ Rules
- Mandatory: Cannot be permanently deleted; requires justification.
- Applicable: Can be deleted with a simple “DELETE” note.
- Prerequisite: Cannot be deleted at all.
¶ Best Practices
- Update activity status promptly to keep dashboards accurate.
- Attach all relevant documents for compliance and easy reference.
- Use the discussion panel for collaboration and transparency.
- Configure permissions early to avoid delays in endorsements and approvals.
- Review the audit trail regularly to maintain governance.