Checklists and Scheduled Actions

Actions can be scheduled on a one-time or recurring (coming soon) basis

In ALO we use Actions as the structure for both tasks and incidents. The Scheduled Actions feature we're describing here is for tasks that you want to schedule in the future.

For detailed processes such as event setup and tasks that need to be performed throughout the event, Scheduled Actions streamline your workflow by allowing you to schedule tasks in advance and pair them with checklists. We are in the process of developing recurring scheduled actions for tasks that need to be done daily, weekly, etc.

Since Actions can have checklists, you can use checklists with relative start times to ensure seamless transitions for action that need to occur before, during and after each event. This automation improves organization, reduces errors, and enhances overall efficiency.

And example checklist.

Scheduling Actions

To create a Action and schedule it for the future, follow these steps:

1. Navigate to HOME and select the Action that you would like to schedule.
2. Find the form field titled "Scheduled Time" and select the date your desired date and time.

3. You can choose to assign the Action to a specific person and channel. You may leave either of these field blank if you choose.

   
4. Optional: toggle this field to create a recurring Action.

   
5. Review your checklists. You may update or add items as you wish for this specific Action. Changing this will not affect future Actions.

   
6. You may be able to schedule additional Actions with a relative start time. Press the "+" button in order to create one.
7. Enter the number of minutes after the original "Scheduled Time" you would like this checklist to be created as an Action.
8. Do the same for all Actions with relative start times.

9. Fill out the rest of the form as you would a normal Action.

How it works

In the Action Board, you now see separate scheduled Actions have been created depending on how many Actions with "Relative Start Times" there are. In this case, two Actions have been created. Their status, for now, are "Scheduled."

Task scheduled at the original "Scheduled Time"

Task scheduled at 56 minutes after the original "Scheduled Time"

When the schedule time arrives, the task will appear in the assigned users's "To Do" tab. To update the checklist, select the Form button.

It will also be set to "To Do" in the Action Board. To update the form, select the file icon.

When checked, checklist items will be automatically timestamp with the time at which they were checked off.

When set to "Doing," the Action Board will display the percentage at which the checklists have been completed.

How to Create Scheduled Action Form Types

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1. Navigate to Settings > Types

2. Select the "+" icon at the top of the page to create a new Type.

3. Open the dropdown entitled "Action Form or After Action Report Form."
4. Under "Use As", select "Action Form."

5. Under Channel, select the channel that you would like these scheduled actions to be added to by default. You may have to create a new channel under Settings > Channel if no relevant channels are available.

6. Select ADD FIELD.

7. Add at least one field with Field Type "Scheduled Time."
8. Add checklists as desired.
9. When done, select the CREATE button at the bottom of the modal.

To create tasks with relative start times:

1. Select the ADD FIELD and set field type to "subform."

2. Select "Edit Subform"
3. Select ADD FIELD.

4. Add at least one field with Field Type "Relative Start Time"
5. Create your checklists.

6. Select CLOSE.

7. Select CREATE/UPDATE at the bottom of the create Type modal.

Add Type to Group

In order to be able to use your newly created types, you will need to add them to groups.

1. Navigate to Settings > Groups.

2. Select the pencil icon to update a group.
3. Scroll to "Available Types"

4. Toggle your desired types to ON
5. Press "SAVE."