1. Access the Actions Selection page in the Display Wizard.
2. Look for the available Actions. There are two ways of seeing these Actions:
a. Effective with v11.2, there are a series of default Actions built into the platform. These default actions are presented at the top of the “Available Actions Libraries” field.
b. Use the Current Site/Specify Site radio buttons to identify the location of the library that contains the actions you want to make available.
•If you have a Global Link defined for the site where the actions are located, you can select Specify Site and then type the name of the link in the entry field to the right. Make sure you enclose the link name in brackets (e.g., [MyActions]).
NOTE: The site can be identified as either absolute or relative. For maximum portability, either a relative URL or a Global Link should be used. If an absolute URL is identified and the action is later ported to a new site, the URL may not be reachable.
3. The action libraries that are located in the selected site or the default Action sets are shown in the Available Action Libraries area. Highlight the library you want to work with. The actions in the selected library are automatically shown in the Available Actions area below it.
4. Highlight the actions you want to make available and select the right arrow button to move them to the Selected Actions area.
•Note that when you highlight a single action, the action name, description, and location are shown at the bottom of the wizard page. This helps ensure that you have selected the action you want.
o The description will also be shown to the end user when they hover the mouse over the action name in the toolbar or context menu
•You can use the Ctrl or Shift key to select multiple actions at once.
•This is where the importance of naming your actions clearly comes into play. As is discussed below, it is important that you make sure the actions you select here are compatible with the view.
5. If the actions are located in more than one library or URL, return to Step 2 and repeat these steps until all of the desired actions are in the Selected Actions area.
•You can remove any actions by highlighting them in the Selected Actions area and clicking the left arrow. This moves the action(s) back to the Available Actions area.
•You can use the Ctrl or Shift key to select multiple actions at once.
6. The actions will be presented in the toolbar and/or context menu in the order in which they are shown in the Selected Actions area. The order can be changed by highlighting an action and using the up or down arrow located to the right.
•The next Display Wizard page is used to determine whether each action should be available on the toolbar, context menu, or both. (The default is both.)
7. When the Check actions on page load checkbox is selected, each time the page is loaded, the Grid Display will determine whether definitions exist for all of the actions selected for the display and whether the current user has access to the library(ies) where the action definitions are saved. This determines the actions that are shown to the user.
•When this parameter is enabled, it can affect performance.
•When this option is not enabled, all of the actions for the Grid Display are shown to the end user. However, this message is displayed when a user attempts to execute an action to which they do not have access, or an action that has been deleted or moved to another library:
The selected action cannot be executed either because the action definition has been moved or deleted or you do not have access to the action definition. The action can be removed from the display via the Display Wizard’s Actions Selection page.
NOTE: This feature does not determine whether or not the current user has the necessary permissions to execute each of the actions. For example, it will not affect the actions displayed if the current user only has Read access to a list called by an Add Item or Modify Item action.
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NOTEs |
Notes on Editing Actions •Effective with v11.2, it is possible to edit the Actions from
within the Display Wizard. To change the settings of an Action,
click on its name from within the Available Action or Selected Action
field. Under the “Selected Action Information” section is the Name,
Description, and Location for the Action. Click on the location
hyperlink and a new browser window will open, allowing for editing of the
Action. •If an action definition is modified at any time after it is made available for use in a Calendar Display, the action will be updated automatically in that display. However, if the name, image or description associated with that action is modified, the builder will have to revisit the Actions Selection page to “refresh” the information shown in the toolbar. |
As you choose the actions to add to a view, you need to be sure that they are compatible with both the source lists included in the view and the destination list. For example, if you are working with a view that shows events, you do not want to select an action that updates the status of a task (or any action that references a column that does not exist in the affected list). If you enable an incompatible action for the view and a user selects that action, it will always fail.
You need to be sure that the columns that are created or updated exist in both the source list and the destination list. Naming your action definitions clearly goes a long way toward avoiding this potential problem.
In addition, you should be aware of which action definitions utilize lookup columns. Because the data referenced by Workplace Lookups comes from an external source, performance may be impacted. This is an important point to consider when using action definitions that reference lookups. Each time the action is executed from a display, it has to go out and retrieve all of the possible values, which can take time; the data retrieval occurs when the action is executed. This could have an effect on performance, since it relies on another system’s or product’s ability to provide the data.
As a result, you may want to limit the number of actions that reference lookup columns that are available via a single display view.