Actions*

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This article contains all information about "Actions" in Nmbrs® HR.

 

What is an action?

In Nmbrs® HR, everything that needs to be done is called an "Action". There are several types of actions: To-do, Document, Form, Email (in- and outgoing)*, Workflows.

The difference between a to-do and an action: a to-do is "just" one of the action types that does not contain any automated features. You only have to click "Done" and the to-do action is completed. It could then trigger the next actions, if it is part of a workflow.

Every action type has its own specific purpose and features. The list of generic properties of an action is listed below.

Every action requires:
- An assignee. This is the Nmbrs® HR user responsible for the completion of the action. This person will see the action on its dashboard. The Assignee can be changed.
- A date. On this date the action needs to take place. After this date we consider the action to be overdue.
- A title. Of course you need to describe the "What needs to be done". Our advise is to use a short and clear title. The Details field could be used to provide a more detailed description.

Every action could have:
- Details. Use this field to explain and describe what needs to be done in more detail than possible in the action title.
- Files. Files can be used for many different purposes. For example: supportive information to execute the action, share a file and ask read/download confirmation. Files can also be uploaded to actions once the action is active. By doing so you can ask people to upload signed papers, CV's, images etc.
- An "about" person or team. You will only create a to-do for yourself or your colleagues if you do not add a person or team to the action (which only applies for a to-do). You can share this action in case you want this to be done by someone without access to your HR app.
- A case. Add a case to an action if your action serves a specific case to be completed. You will only be able to select a case once you've selected a person or team. You will be able to create a case while adding an action if this person or team does not have any or the right case.
 

To-dos

A to-do is the simplest action supported by Nmbrs® HR. A to-do can contain a category to indicate what you or your colleague need(s) to do. The to-do doesn't support any automation; we expect the user to execute the task manually and click on the checkmark or "done" when opened.

To-dos are shareable. This means that you can add an email address to a action. When you save the action an email is sent with a link. The receiver can open the link in a webbrowser and will only see the shared action to be completed. Find out more.

The articles below tell you what a "to-do" could help you with and how to maintain the categories.

  • How could a to-do help me?
  • To-do settings

Documents

With Nmbrs® HR you create official documents in just a few seconds. When you add a document from the "What needs to be done" menu on the top of every case, you have to select a document template. These templates can be created with Microsoft Word.

The coolest part about the Word document templates is the fact that we will try to pre-fill them as much as possible! The information is fetched from both your HR app and your connected payroll app.

If you select the HR logo in the editor the data fields are fetched from the case you've added the document to. This means that you could first add a form to this case to fill-out this form or request someones help for this. Once this form is considered "done", we will use the input to enrich the document. 

The required data is fetched from Nmbrs® Payroll if you select the Payroll logo in the editor while adding fields to your document template. There has to be a connection with your payroll app and the "about" person has to be mapped with one of the employees in Nmbrs® Payroll. 

It is possible to combine HR and Payroll data within one document (template). You are able to manually add and/or edit missing data fields in the document after you've added the document to your case.

An action of type "document" can have two states:
- Draft. You can still edit data fields and refresh the linked file.

- Done. You cannot edit the document anymore, as it has been approved. The file for this document is now available on the files tab at the case or person.

Find out more about this in the articles below:

Forms

Nmbrs® HR supports "forms" to store and request reusable information. Reusable means that you can use the data fields in other features like documents (and email*) and follow-up forms. In addition, it enables apps to fetch these data fields from your cases.

An action of type "form" can have 2 states:
- Open. Fields have to be filled-in. This can be done by HR users or any person with "shared" access. As soon as the form (action) is added to the case, the people you share this form with will receive an email.

- Done. You cannot edit the form anymore, as it has been "done".

Find out more about this in the articles below:

Share actions

Actions are always assigned to an HR user. This user is responsible for the result and for the timely handling of the action. Nevertheless, you can share actions with any email address you want. This could be a person, department or another organisation. Add the "Share" option to your action at the moment you add or edit an action. An email will be send to the added email address when saving the action settings.

Send emails*

Some of the features in Nmbrs® HR already support the option to share actions or inform people by email. However, if the default emails sent with your actions are not sufficient, you can use the "Send email" action to send an email to a person involved in a case. Use these emails to inform people about the case status, send information or confirm that you've received their requests and messages.

You could also use the email action to send previously added case files and documents.

Find out more about this in the articles below:

  • How to send an email
  • Add and edit email templates

Action activity (history)

You may need to look into the activity associated with an action. For that reason, we keep track of an extensive list of actions that are registered as history. The article below lists all activity types registered as history:

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