Adding a Step to an Action Type

This article will walk the user through adding a step to an Action Type.

Action Item Steps are the way that nearly everything in Vantaca works. At its most basic level, an Action item Step sends the workflow to a User in your organization, allowing them to do their part of the process before passing it to the next Step.

This article will walk you through adding one of these very basic steps. Action Item Steps can perform complicated actions, as well. You can learn about more complex Actions in the following articles:

• Action Type Rules 
• Action Step Additional Actions
• Email Templates 101
• Documents on Action Items

First, navigate to Settings > Action Types/Steps. Filter to find the Action Type that you would like to add a step to.

Tip: Click XN Lab on any action type row to view a visual diagram of all current steps before you add or edit them. For more information, see the "XN Lab" article.
 

Some reasons that you may need to add a step are listed below:

• Communicating to different roles
• Creating a review step
• Needing a step to assess a fine

Click the dropdown arrow to see the list of steps for that action type.

Click + Add New Step. You should see a few fields to fill in:

• Order No: This determines the number of your steps. It helps to build your Action Item with a "flow" that matches your actual process. This helps your Users follow the item and know where to step next. 

  Note: When building a new Action Type, we recommend leaving "spaces" between your order numbers. (Example: 1, 5, 10, 15, etc.) This is helpful if later you decide to add additional steps.

• Action Step: The Action Step field names the Step. 

• Send To: The Send To column determines what users will receive notifications from that Action Item. This can be set to any role and will send the Action Step to applicable users of that role.

  For example: if you choose the Homeowner role, the Step will send to the Homeowner assigned to that Action Item. If you choose a Manager role, it will send to all Managers with responsibilities tied to that Action Item's Association.

• Reply To: The Reply To column determines which role within your organization will be receiving responses to these alerts. For example, if I sent a notification to a Homeowner, and they reply to the notification, who should get that reply?

  Note: The Reply To field determines who will get any replies while in that step. This means that if you send a notification on step 1, and someone replies when that action item is sitting at step 5, the Reply To field for step 5 will be used to determine who gets that Reply.

• Closing Step: Checking this box will cause this step to "Close" the action Item. Most Action Item screens have an "Include Closed" selection which will allow these closed items to still be viewed. 

When creating new action types, follow the flow chart below to walk through filling out each of the fields.