Standard Operating
Procedure
Actions for Full
Software Users
Agenda
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Introduction
Utilizing the Actions Feature
Additional Information
Quiz
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Purpose
The purpose of this SOP is to provide details
regarding the use and functionality of the
Actions portion of the VinCENT system for
Full Software Users.
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Scope
This SOP is applicable to all Full Software
Users of the VinCENT system that will be
utilizing the Actions functions.
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General Requirements
The following requirements must be met.
The user must have access to the Actions
portion of the VinCENT system. If the user
does not have access, please contact the
Agency System Administrator.
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Agenda
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
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Introduction
Utilizing the Actions Feature
Additional Information
Quiz
Actions for Full Software Users
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Prerequisites/Requirements to Utilize Actions Feature
1.
2.
3.
4.
5.
6.
7.
Add Staff
Staff: Communication Information
Staff: Allow Notification/Active
Back End User
Back End User: Linked to Staff
Back End User: Communication Information
Back End User: Allow Notification/Active
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Prerequisites/Requirements to Utilize Actions Feature
Add Staff
The users that need to have the capabilities
to send and receive action items must be
added to the system as a staff member
through the Staff Icon in the upper left hand
corner of the screen.
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Prerequisites/Requirements to Utilize Actions Feature
Staff: Communication Information
In the Staff folder, the communication
information must be entered. If the user
would like to send action items through an
email, the email address would need to be
entered. If the user would like to send action
items through a text message, the Mobile
Phone/SMS (Text Message) would need to
be entered.
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Prerequisites/Requirements to Utilize Actions Feature
Staff: Allow Notification/Active
On the method of communication, the Allow
Notification and Active check boxes must be
checked.
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Prerequisites/Requirements to Utilize Actions Feature
Back End User
The user will also need to be set up as a
system user in the VinCENT system on the
Back End.
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Prerequisites/Requirements to Utilize Actions Feature
Back End User: Linked to Staff
In the Back End User Setup, the user will
need to be linked to their staff member. This
can be done through the General tab of the
Back End User Setup at the bottom.
**Example: Staff member John Doe is
entered into the system. Back End User
John Doe is linked to Staff member John
Doe.
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Prerequisites/Requirements to Utilize Actions Feature
Back End User: Communication Information
In the Back End User Setup, the
communication methods will need to be
added for the user through the
Communication tab.
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Prerequisites/Requirements to Utilize Actions Feature
Back End User: Allow Notification/Active
On the method of communication, the Allow
Notification and Active check boxes must be
checked.
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Features and Functionality of the Actions Screen
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6.
7.
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Actions Icon
Actions Screen
Select Date Range
Click to Add Filter
Select the Filter
Quick Search
Sort Columns
Add Item
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Features and Functionality of the Actions Screen
Actions Icon
To access the Actions Screen, the user will
first click on the Actions Icon in the upper left
hand corner of the VinCENT system.
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Features and Functionality of the Actions Screen
Actions Screen
The Actions Screen will open.
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Features and Functionality of the Actions Screen
Select Date Range
If searching for a specific Action Item, the user would need
to set the date range. They can do this by clicking inside
each of the date boxes and selecting the correct dates.
**Please Note: The date range that you select must be for
the Due Date of the Action Item.
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Features and Functionality of the Actions Screen
Click to Add Filter
If the user would like to narrow their results,
they can add a filter by clicking on the green
Add + icon.
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Features and Functionality of the Actions Screen
Select the Filter
After clicking the green Add + icon, the user
will select the filters by clicking inside of the
drop down fields and selecting the
appropriate filters.
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Features and Functionality of the Actions Screen
Quick Search
The user also has the ability to narrow their
search results by typing in the Quick Search
data field. The user can search by all fields
listed. For example, Client, Staff, Date, Type of
Action Item, etc.
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Features and Functionality of the Actions Screen
Sort Columns
The columns can be sorted ascending or
descending by clicking on any of the column
headers. Click once to sort ascending. Click
twice to sort descending.
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Features and Functionality of the Actions Screen
Add Item
To add a new Action Item, the user will click
on the Add Item Icon in the upper right hand
corner of the Actions Screen.
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Creating a New Action Item
1.
2.
3.
4.
5.
6.
7.
8.
Click on Add Item
Action Item Screen
Select the Source
Select the Type
Select the Staff
Select the Client
Company
Select Due Date
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Creating a New Action Item
9.
10.
11.
12.
13.
14.
Add Description
Comments Tab
Notification Tab
Save
Delete
Change Status
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Creating a New Action Item
Click on Add Item
To create a new Action Item, the user will
need to click on the green Add Item Icon in
the upper right hand corner of the screen.
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Creating a New Action Item
Action Item Screen
The Action Item Screen will open.
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Creating a New Action Item
Select the Source
The user will want to select the Source of the Action
Item by clicking the drop down inside of the Source
data field and clicking the appropriate Source. If it is in
relation to a Client, the user would select Client. If it is
in relation to a Staff, the user would select Staff, etc.
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Creating a New Action Item
Select the Type
The user would then select the Type of Action Item
by clicking the drop down inside of the Type data
field and selecting the appropriate Type. If it is a To
Do list item, the user would select To Do. If it is
Billing list item, the user would select Billing, etc.
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Creating a New Action Item
Select the Staff
The user would then select which Staff member
this Action Item needs to be assigned to. To do
this, click the drop down inside of the Assigned
To data field and selecting the appropriate Staff
member.
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Creating a New Action Item
Select the Client
The user can also select the Client for whom
the Action Item pertains to (if applicable) by
clicking the drop down inside of the Client data
field and selecting the appropriate Client.
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Creating a New Action Item
Company
The Company will automatically populate if a client
is selected or if the user's agency only has one
company listed. If it does not fill in, the user can
click the drop down inside of the Company data
field and select the appropriate Company.
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Creating a New Action Item
Select Due Date
The Due Date will automatically default to 1
week from the Created Date. The user can
manually update the Due Date by clicking
inside of the date box and selecting the
appropriate Due Date.
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Creating a New Action Item
Add Description
The user would then add the Description to the data field at the bottom.
The user would need to type in what they would like the Assigned To
staff member to complete or be aware of.
**Please Note: When adding a Description, it is advisable to type in the
initial Assigned To staff member and the staff member creating the
document.
For Example: To: John Doe; From: Jane Doe
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Creating a New Action Item
Comments Tab
The Comments tab on the left side of the
Action Item window will allow comments to
be added.
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Creating a New Action Item
Notification Tab
The user can click on the Notification tab on the left side of the
Action Item window to select the type of notification that should
be sent to the Assigned To user.
**Please Note: All boxes will automatically be checked. Best
Practice suggests to leave all boxes checked that way the Staff
member will receive notifications to both forms of
communication.
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Creating a New Action Item
Save
The user would then click Save to save their
Action Item. Once the Save icon is pressed, the
Assigned To staff member will receive the
notifications to the selected forms of
communication.
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Following Up on Action Items
The Assigned To User will receive alerts through the
communication that was entered by the user adding the
Action Item. When they receive these alerts, they can go
into the VinCENT system to add comments, reassign to a
new user, and change the status of the Action Item.
There will be a widget on the user's home screen also,
letting them know that there are Action Items that have
been assigned to them.
This procedure will explain the steps the users will take to
update the Action Items.
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Following Up on Action Items
1.
2.
3.
4.
5.
6.
7.
Click on Action Item
Comments Tab
Add a Comment
Comment Description
Save/Delete Comment
Save after Adding Comments
Reassign the Action Item
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Following Up on Action Items
8.
9.
10.
11.
12.
Save after Reassigning
Viewing Comments
Changing Status
Save after Changing Status
FYI – Past Due Action Items
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Following Up on Action Items
Click on Action Item
In the Actions Screen, the user will click on
the Action Item that they would like to
update.
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Following Up on Action Items
Comments Tab
To add a comment, the user will click on the
Comments Tab on the left side of the Action
Item window.
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Following Up on Action Items
Add a Comment
To add a new comment, the user will then
click on Add Comment.
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Following Up on Action Items
Comment Description
The user will then type in the comments that they wish to
make regarding this Action Item.
**Please Note: When adding a Comment, it is advisable to
type in the names of the users communication through the
comment.
For Example: To: John Doe; From: Jane Doe
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Following Up on Action Items
Save/Delete Comment
When the Comment is complete, the user would click the Save
Icon in the upper left hand corner of the Action Comment
window. If the user decided that they entered this comment in
error or would like to start over, they can click the Delete Icon to
delete the comment.
**Please Note: Permission rights to utilize the Delete Icon will be
determined by your Agency System Administrator.
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Following Up on Action Items
Save after Adding Comments
If the Comment was the only update needed
at that time, the user would then click on the
Save Icon in the upper left hand corner of
the Action Item window.
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Following Up on Action Items
Reassign the Action Item
If the user would like to reassign the staff member,
they can do so by clicking the drop down next to
Assigned To and select the appropriate staff member.
If reassigning the staff member, the initial Assigned To
user will no longer be responsible for this Action Item
unless it gets reassigned back to them.
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Following Up on Action Items
Save after Reassigning
If all updates are complete, the user can
click the Save Icon in the upper left hand
corner of the Action Item window.
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Following Up on Action Items
Viewing Comments
If any user would like to view all comments,
they can open the Action Item and click on
the Comments Tab on the left side.
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Following Up on Action Items
Changing Status
To change the status of the Action Item, the user would click on the
current status, then select the new status. Once an Action Item has
been completed, the user can change the status to Closed. If the Action
Item is past due, they can select the Past Due status.
**Please Note: Please refer to Agency Guidelines to determine which
user will be responsible for updating the status of the Action Items.
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Following Up on Action Items
Save after Changing Status
After updating the status, if no other updates
are needed, the user can click the Save Icon
in the upper left hand corner of the screen to
save all of their changes.
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Following Up on Action Items
FYI – Past Due Action Items
FYI – Action Items that reach their due date
or are beyond their due date will turn red as
pictured.
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Agenda
•
•

•
Introduction
Utilizing the Actions Feature
Additional Information
Quiz
Actions for Full Software Users
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Contact Information
Direct questions about this document to:
Agency System Administrator
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Agenda
•
•
•

Introduction
Utilizing the Actions Feature
Additional Information
Quiz
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Which methods of communication are used to send
alerts to the user being assigned the Action Item?
A. Phone Call and Email
B. Phone Call and Text Message
C. Text Message and Email Only
D. Text Message, Email, and Widget
The correct answer is D.
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The system automatically defaults the due date to:
A. 1 day after creation date
B. 1 week after creation date
C. 1 month after creation date
D. On the creation date
The correct answer is B.
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Where must the communication information be entered
for the user to be able to receive alerts?
A. Staff Folder
B. Back End User
C. Both Staff Folder and Back End User
D. Either Staff Folder or Back End User
The correct answer is C.
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Past Due Action Items change to which color in the
Actions Screen?
A. Red
B. Orange
C. Blue
D. Green
The correct answer is A.
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