Action management

1. Management of actions

The action menu for a specific schema type can be modified via the action management page. This page allows you to reorder, group, and disable actions. Editing the action menu applies to the entire organization.

2. Go to the action management page

1. Go to "Administration";
2. Then click on "Metadata Schemas";
3. Then click on the option "Manage action menu" of the type of schema whose actions must be managed.
4. The screen displays the action management page.

3. Actions

The action manager displays all possible actions for a given schema type. Indeed, an email-type document could have access to more actions than a default document. However, all actions will still be displayed in the action manager window.

3.1 Reordering shares

An action can be dragged and dropped to another position in the list of activated actions in order to reorder it. In this way, the actions that the company considers most important can be grouped together in a coherent way.

1. Take action;
2. Drag and drop the action to the location of your choice.

	Image Actions
Hovered action with a visible icon. The action is highlighted in blue, as it can be moved.
The action is disabled.  When the action is hovered over with the cursor, the full eye button appears. The action is not highlighted in blue, as it is not possible to move it.
Non-mandatory action
Mandatory action

4. Groupings

The action menu supports a grouping level in order to gather actions that have a common business logic for the organization. A collection can be moved but cannot be disabled. However, actions that are in the collection can be disabled individually (except for mandatory actions where the deactivation icon is not displayed).

4.1 Create a grouping

1. Go to "Administration", then "Metadata Schema";
2. Place your cursor on "Activated Actions" and click on the "+";
3. The form for creating a collection appears. Fill in the required fields, then "Save".
4. The new grouping is added to the end of the list of enabled actions. This can be repositioned in the list of activated actions in order to meet the requirements of the company.

4.2 Edit and delete a collection

Moving the cursor over a collection makes the options for editing and deleting the collection visible.

• Click on the edit button, the edit form of the grouping is displayed;
• Click the delete button, the grouping is deleted. When a collection is deleted, the actions it listed are inserted into the main list of activated actions from the position where the grouping was and in the same order.

4.3 Add an action at the end of the collection

When a share is filed on the item in the grouping, it is added to the end of the list of that grouping.

4.4 Add an action between two actions in a collection

A share can also be filed between two shares that are already in the list of the grouping.

4.5 Remove a share from a group

To remove an action from a collection, drag and drop the action outside the group.

4.6 Viewing the Grouping

When displaying the action menu, if all the actions in a collection are invisible, the grouping will not be displayed. Several factors cause an action not to be visible in the grouping.

• The action is already displayed in the quick actions and is therefore no longer in the menu;
• The user does not have the necessary rights to perform the action;
• The action is not available for the schema consulted (e.g.: An email could have access to more actions than a default document. In this case, the default document does not display the actions available only by the email document).

5. Quick actions

Quick actions appear next to the regular actions menu. Those that are displayed are the first two to three active actions in the list, excluding groupings. When an action is displayed, it is removed from the kebab menu. If all the actions in a collection are displayed, the grouping is also removed from the kebab menu.

The number of quick actions displayed varies depending on the page viewed. Generally speaking, a consultation page will display three quick actions. On the other hand, due to its smaller format, a nested page will display only two.

6. Batch shares

In a list or table, when multiple records are selected, a group actions menu appears. This menu includes all the actions that can be done in batch.

6.1 Access the batch actions management page

1. Go to "Administration" and click on "Metadata Schemas";
    
2. Then click on "Configure the batch action menu".