Once an action has been created, its record centralizes its day-to-day tracking. This article details each available tab and specifies, for every possible action, who can perform it: pilot or contributor.
⚠️ After any change to an action's record, remember to click "Save" at the bottom right of the record to confirm your changes.
Accessing an action's record
Access to an action's record depends on your role:
Contributors: Contributions > Actions tab module, select the relevant register, then click on the action's record. This view only shows actions assigned to you.
Pilots: preferred path via the Action Plans module, select the relevant register, then click on the action's record. This view shows all actions in your perimeter, not just those assigned to you.
💡 Pilots can also access actions via the Contributions module, but this only surfaces actions personally assigned to them, unlike Action Plans, which gives a complete view of the perimeter.
Updating the status: moving your action forward
Editable by both pilots and contributors, via a different path depending on the role.
⚠️ The Status field is not in the same place depending on your role. Contributors update it from the "Planning" tab of the record. Pilots update it from the "Information" tab.
The status reflects the action's actual progress and conditions its impact on the plan's indicators. Click on the Status field and select the new status from the available options:
Status | Effect |
To plan | No dates. Progress = 0 |
Planned | Start and end dates defined. Progress = 0 |
Ongoing | Progress must be set manually |
On hold | Action paused |
(Under review) | (Status available if the action.review preference is enabled, see Action review: the validation process by a pilot. Action finalized by a contributor, pending validation by a pilot before impacts are applied.) |
Finished | Progress = 100% |
Cancelled | Action not carried out |
⚠️ Setting the status back to "To plan" clears the start and end dates already entered. Setting the progress to 100% automatically switches the action to "Finished", unless a mandatory piece of evidence is missing.
If the status is "Ongoing" or "On hold", enter the action's progress (0 to 100%) to reflect actual advancement.
⚠️ Pay attention to the order of your changes. If you first set the action to "Finished" (progress is then automatically set to 100%), then switch the status back to "Ongoing", the progress stays displayed at 100%: it does not reset automatically. And a progress of 100% on an "Ongoing" action automatically switches it back to "Finished". So make sure to check and adjust the progress slider after such a status change, or the action may unintentionally finish itself again.
Assigning or changing the manager
Editable by pilots only.
The Manager field designates the person or group responsible for carrying out the action. You can assign an action to a user or to a group of users. It is also possible to assign each subtask of an action individually to a manager.
🔎 For full details (how group ownership behaves, bulk reassignment, etc.), see: Assigning an action to an owner.
Efficiency gain (improvement actions only)
Editable by pilots only.
⚠️ This tab only appears on Improvement-type actions.
The efficiency gain indicates the expected improvement on a measure once the action is finalized (value between 0 and 100). Any change immediately recalculates the measure's current efficiency (viewable in the security base) using the rule: current efficiency + previous gain − new gain = new current efficiency. It can never drop below 0.
🔎 For more information, see: Create an improvement action.
Proofs
Editable by both pilots and contributors.
The Proofs tab lets you attach files or URL links to document how the action was carried out. The attachment or link is saved automatically once uploaded: the evidence is now associated with the action.
💡 If mandatory evidence is configured via the template, it must be provided before the action can be set to "Finished".
⚠️ A contributor can only add or remove attachments they uploaded themselves.
🔎 For accepted file formats, see: Retention periods for files and evidence.
Workload and costs
Editable by both pilots and contributors.
The Tasks and workload tab lets you record the estimated workload and cost associated with carrying out the action, at the level of the action itself or its subtasks. This data is automatically aggregated at the register level.
Cost spent: cost actually incurred
Cost planned: estimated budget for completion
Workload spent: time actually spent on the action
Workload planned: estimated time to allocate (in days or hours)
Activity
Viewable by both pilots and contributors.
Every action has an activity feed that automatically logs every field change (status, date, owner...) and lets you add comments to provide context.
🔎 For details, see: View changes made to an action.
Deleting an action
Restricted to pilots.
🚫 Deletion is irreversible. If the action is of type Improvement, the efficiency of the associated measure will be automatically restored by the amount of the defined gain.
At the bottom left of the record, click the red "Delete" button. A confirmation modal appears. Click "Delete" to permanently confirm the deletion.
Frequently asked questions
Can a contributor change an action's owner?
No, only a pilot can assign or reassign an owner.
Why can't I find the Status field in the same place as my colleague?
The location depends on your role: the "Planning" tab for contributors, the "Information" tab for pilots.
What happens if I switch a "Finished" action back to "Ongoing"?
The progress stays at 100% by default. Remember to adjust it manually, otherwise the action will automatically switch back to "Finished".
What happens if I delete an improvement action?
The associated measure's efficiency is restored by the amount that was defined as the gain.
Who can delete an attachment uploaded as proof?
A contributor can only delete attachments they uploaded themselves.