Functions of Action Cards

Functions

Point to this button to display a menu that can contain the following functions:

View/hide details

Toggle the following properties for each action card:

Functions for action cards

Some functions in the Action cards library can be performed either on a single action card, or on several action cards simultaneously. The functions that apply to a single action card are available when you point to the Functions button () for the respective action card. The functions that can be performed on several action cards simultaneously are available in the drop-down list in the field With selected. This field is available under the action cards in the Library window, when more than one action card is selected:

The Detail view

The Detail view displays the details of the current version of an action card.

To open the Detail view of an action card, , point to the Functions button () in the Library window for the respective action card, and click  Open.

The Detail view contains the following elements:

• Title- and Function bar
• Properties panel (to the left)
• Content panel (action card description and actions)

The Title- and Function bar of the Detail view contains the following elements:

 Functions

Point to this button to display a menu containing the following commands:

Search for action cards

In the Library window, you can search for action cards. If you write a certain search expression in the Search bar, you can search for action cards whose name or description contains this search expression, and action cards containing actions whose name or description contains this search expression.

To conduct a search, in the Library window, on the Search/Filter bar, write a search expression in the Search field, and click Search.

After the search has been conducted, only action cards fulfilling the search criteria are displayed in the Library window. To reset the Library window to display all available action cards, in the Library window, on the in the Search/Filter bar, click Reset.

To change the order in which the action cards are displayed in the Library window:

1. On the Function bar in the Library window, point to  Functions and click  Sort.
2. In the Sort list dialog box, point to the Move icon () for the action card you want to move, click and drag it to the desired position in the list.
3. Repeat until the action cards are shown in the desired order.
4. Click OK to save the changes and close the dialog box.

To order the action cards in the Action card library alphabetically, in the Sort list dialog box at the bottom, click the Sort alphabetically button ().

Print

There are several options for printing the action cards that are available in the library.

In the Library window, point to the Functions button () for that card, and click  Print.

Or:

On the Function bar in the Detail view of the action card, point to  Functions and click  Print.

To print several action cards in one printout:

1. In the Library window, select respective checkboxes for the action cards you want to print.
2. From the dropdown list in the With selected field, select Print.

Export to Word

To export an action card to a Microsoft Word file, in the Library window, point to the Functions button () for the respective card, and click  Export to Word.

To export several action cards to a Microsoft Word file:

1. In the Library window, select the respective checkboxes for the action cards to be included.
2. From the dropdown list in the With selected field, select Export to Word.

Export to XML

To reuse action cards in other action card libraries or in other installations, the action cards can be exported from the source library/installation to an XML file, and then imported using this file in the target library/installation.

To export a single action card to an XML file, in the Library window, point to the Functions button () for the respective action card, and click  Export (XML).

To export several action cards to an XML file:

1. In the Library window, select the respective checkboxes for the action cards to be included.
2. From the dropdown list in the field With selected, select Export (XML).

Import action cards from an XML file:

If you want to reuse action cards in other action card libraries or in other installations, you can export the action cards from the source library/installation to an XML file, and then import the file in the target library / installation.

To import action cards from an XML file:

1. In the Function bar in the Library window, point to  Functions and click  Import.
2. In the Import dialog box: Select Document flow properties (Status, Version, Expiration date, Author an Co-authors). If you want to edit the content of first version of the imported action cards (action card name, description, access restrictions and actions), make sure that you select the status Draft.
3. Click Browse to select the XML file you want to import
4. Click OK to import the action cards.

The imported action cards may have to be edited (set incident type, phase, organisation and the relations between actions and incident potentials) before they can be used.

Add new action card

Go to  in the function bar at the top right corner and click  New .

To add an action card, you have to create its first version. You do this in three separate steps:

1. For the first version of the action card, define the general properties of the action card:
2. • Levels: Choose which roles that can access this Action card (Strategic, Tactical and/or Operational).
   • Name: Give the action card a name.
   • Description: Give a description of the content of the action card.
   • Phase: Choose which phase this action card should be connected to.
   • Organisation: Choose one or more organisations that will get access to this action card. Click the checkbox to let subordinate units view this action card as well.
   • Incident types: As default the action card will be available for all incident types. If you would like the action card only to be available for certain incidents, choose one or more from the list.
3. Save the action card.
4. Add actions to the action card.
5. Define the Document flow properties and set a Document flow status for the first version of the action card.

Follow these steps:

1. On the Function bar in the Library window, point to  Functions and click New.
2. The dialog box for registering action card details opens, displaying multiple tabs. In the Action card tab, fill out the fields to specify the general properties of the action card, and click Save to save without closing the dialog box. Click Next to save and open the Actions tab.

After the general properties of the action card have been saved, the action card is saved as a Draft version. The action card will have status Draft and will not contain any actions. You can continue to add actions to it, or you can discontinue.

The Draft version is displayed to the active user in the Library window and can be edited, for adding actions and editing details and settings and set Document flow properties later.

To add actions to the first version of the action card:

1. In the dialog box for registering the action card details, select the Actions tab.
2. In the Actions tab, on the Function bar, click the New button ().
3. In the dialog box that opens, fill out the fields for the action:
4. • Action name: The name of the action that will be listed in the action card view.
   • Description: Give a proper description of the action to be taken.
   • Responsible: Write who is responsible for this action to be taken.
   • Incident potential: Choose which potential this action should be triggered by. Then it will be active for users who have the right to see it.
   • Recurring action: Check this box to make the action recurring. This means it can be exectued multiple times and it has no deadline.
   • Logging: If you check this box this action will be logged when it is excuted.
   • Message: Add a message with recipients from the user and contacts list. The message will be sent when the action is created.
   • Deadline: Define how long time the responsible have to perform the action. Set hours and minutes from the incident was created for the first time, or according to when the incident moves into its next phase.

Click OK to save the action and close the dialog box. The Actions tab displays the action cards that have been added. Repeat, to add one or more actions, until the Action cards tab contains the desired actions.

1. Click Next to open the Properties tab.
2. In the Properties tab, in Status, select the Document flow status for the first version of the action card, and specify the Document flow properties in the fields Version, Expiry date, Author and Co-authors.
3. To edit the general properties or the actions included in the version, the version must have the status Draft. If you save the version with another status, it can no longer be edited.

Edit an action card

The editing of an action card can be done as follows:

• You can edit the content of a version that has the status Draft.
• You can create a new version based on the version you want to edit that has left the Draft stage. For such action cards, it is no longer possible to edit its content (for example, change the name, description and access restrictions of the action card; or edit, add or delete actions).

Edit a draft

To edit the draft of an action card version, do one of the following:

1.      

1. • In the Library window, point to the Functions button () for the action card, click  Edit , and in the Select version panel, click the draft version that you want to edit.
   • On the Function bar in the Detail view of the action card, point to  Functions click  Edit , and in the Select version panel, click the draft version that you want to edit
   • In the Version history window, select the draft in the Select version panel, point to  Functions on the Function bar, and click  Edit.
2. In the dialog box that opens, you can:
3. • Edit the general properties of the version in the Action card tab.
   • Manage the actions in the Actions tab.
   • Edit the Document flow properties of the version in the Properties tab.

Create a new version

1. Do one of the following:
2. • To create a new version, based on the current version of the action card:
   • • In the Library window, point to the Functions button () of the action card, click  Edit , and in the Select version panel, click Create new version.
     • On the Function bar in the Detail view of the action card, point to  Functions and click  Edit , and in the Select version panel, click Create new version.
     • In the Version history window, select the draft, point to  Functions on the Function bar, and click  Edit.
   • To create a new version based a version that is different from the current version of the action card:
   • • In the Version history window, select the version of the action card that you want to use as basis for the new version, point to  Functions on the Function bar, and click  Create new version.
3. In the dialog box that opens, fill out the fields for setting the general properties of the action card, and click Next to save and open the Actions tab.
4. In the Actions tab, edit the actions and/or add actions, and click Next to save the action(s) and to open the Properties tab.
5. In the Properties tab, in Status, select the Document flow status, specify the Document management properties for the new version of the action card.
6. Click Save to save and close the dialog box.

Specify the general properties of an action card

The general properties of an action card (name, description and any applicable access restrictions) are specified in the Action card tab in action card form.

It contains the following fields:

After you have saved the general properties of an action card version, you can manage (add, edit, sort or delete) the actions included in that version. You can manage actions in the Actions tab in the dialog box for the action card.

Add an action to an Action card

1. In the in the dialog box for editing the action card, click the New button ().
2. In the dialog box that opens, fill out the fields.
3. Click OK, to save the action and close the dialog box. Click Apply to save the action without closing the dialog box.

The dialog box for adding an action contains the following fields: