Using ATMS

Actions, or whatever you choose to call them are the lifeblood of ATMS, and the heart of ATMS is the Action list. This is the list of things that you want to track and manage.

The lifecycle of action creation, assignment, review and closure starts from the ATMS Main Action Screen.

How you create and process actions is covered in the ATMS User Manual, but we’ll take a quick look at processing an action here, starting with viewing an action.

View an action

There are two ways to view an action in ATMS:

  • from a link in a notification email;
  • and directly using ATMS.

I just got an email from ATMS

If you receive an email titled ‘ATMS - New Action Open for Action Response’, or ‘ATMS – Action Response Complete’ then there is an action requiring your attention. The notification email contains a link to the action in ATMS. Click the email link and login to view the action.

I logged in to ATMS and there’s something in my Action list.

Double click an action (or right-click an action and select Edit) to view the action. If you’re not already logged in to ATMS please do so now.

By default, and without any filters selected, the action list contains all the actions that may be of interest to you.

Each row of the Action list is an action, colour coded by priority from low (green), and medium (yellow), to high (red).

Each column in the action list is an action field. You may have to scroll the Action list to see all the fields.

Remember, your Action list may not look like this. ATMS is totally configurable and your local administrators may have chosen to configure ATMS and rename or hide columns.

Let’s take a look at an action.

For our example, let’s take a look at an action highlighted in red as this means it’s been created as high priority.
Double clicking an action row in the Action list displays the Edit Action form:

It may seem like a lot to take in at first sight, but it’s pretty simple. The information displayed describes the action. This is the Basic tab.

More information is on other tabs – click them and take a look.

Remember that ATMS is totally configurable, so your Edit Action form and Tabs may look completely different. The core functionality remains the same however.

The Edit Action form is covered in more detail in the ATMS User Manual, but we’ll cover the basics here. Now you know how to view actions in your action list, let’s look at how to process an action.

Process an action

You will be notified by email whenever you are required to process an action.
Look out for notification emails with titles like ‘ATMS - New Action Open for Action Response’, ‘ATMS – Action Response Complete’, or ‘ATMS – Action Response Approved by the Reviewer 1’.

You may be required to perform an action, or review an action, but both are similar.
Either click the link in the notification email, or login to ATMS and double click the action you’re interested in. Remember you can filter the actions displayed – checking the ‘Require My Attention’ checkbox might be useful.

Here’s an example Edit Action form with the most important regions highlighted:

There are five steps to processing an action:

  1. Review the information displayed. Remember - there might be information on other tabs such as Project Details, Attachments or Review Comments.
  2. Complete whatever action is required in the Action Summary.
  3. Enter your ‘Action Response’
    Don’t worry if you’re not ready to do this just yet.
    You may need to seek out more information, chat to colleagues, or do some other research before continuing. No problem - the action will remain in your action list until you complete it.
    You may return to the action as often as you need to, but if you update the Action Response then be sure to click the Save button at the bottom of the form so as not to lose any of your changes.
    You may want to add a document or photo at this stage. Use the Attachments tab to do this.
  4. Only check the Action Completed checkbox once you’ve finalised the Action Response.
  5. Click the Save button at the bottom of the form to conclude your involvement in this step of the action lifecycle.

The action lifecycle now proceeds.

Remember that ATMS is totally configurable and what you see may look completely different. Your administrator may even have renamed the Action Completed checkbox.

If your Edit Action form looks different and you’re unsure how to process an action then contact your local administrator.

Review an action

There are four steps to reviewing an action:

  1. Review the information displayed. Remember - there might be information on other tabs such as Project Details, Attachments or Review Comments.
  2. Enter your ‘Review Comments’
    Don’t worry if you’re not ready to do this just yet.
    You may need to seek out more information, chat to colleagues, or do some other research before continuing.
    No problem - the action will remain in your action list until you approve or reject it.
    You may return to the action as often as you need to, but if you update the Review
    Comments then be sure to click the Save button at the bottom of the form so as not to lose any of your changes.
  3. Only select Approve or Reject once you’ve finalised your review.
    Action Rejection returns the action to the Owner who must reprocess the action.
    Approval advances the action to the next reviewer, or closes the action.
  4. Click the Save button at the bottom of the form to conclude the review

Remember that ATMS is totally configurable and what you see may look completely different. If your Edit Action form looks different and you’re unsure how to review an action then contact your local administrator.

Is that everything?

Far from it, but hopefully you now have an understanding of the basics. ATMS is totally configurable, and has a range of powerful features including: data import and export;
custom reporting; and more.

More information is available in the ATMS User Manual. If you have any questions your local administrator will be able to help.

The Main Action Screen