Using Global System Actions

Available System Actions

NOTE: All actions respect role-based access control and changes made using system actions are automatically recorded in the activity log.

Archive

Moves the record to the system’s archived status and cancels any deferred actions.

• Available in the Actions dropdown

• Not available for TPRM

• Not available for records that have already been moved to the default / system Archived state

Unarchive

Restores an archived record to the last active status it had before being archived.

• Available in the Actions dropdown

• Not available for TPRM

• Only available when a record is archived in the default / system Archive status

Change Status

Moves the record to another status in the workflow.

• Available in the Actions dropdown

• Only available when the record is NOT in the default / system Archive status. Unarchive the record to access this action.

Update Responsible

Updates the user(s) on a record.

• Available in the Actions dropdown

• Users are selected from the access group assigned to that field

Edit Record

Edit record fields directly from the details page.

• Available via the edit / pencil icon per section (not all fields at once)

• As a safeguard, fields that do not already have values (e.g. empty fields) are not editable in this way. This is due to the potential for conditions or actions relating to data fields to be in action, which are often dependent on a value being supplied initially (e.g. another field is shown or hidden based on presence / absence of value, or addition of value triggers other actions). Therefore, initial population of data must occur within the confines of the configured workflow and custom actions, to ensure that your business processes and needs are fully accounted for. For the same reason, it is also not supported to fully clear an existing data field.

• Opens a drawer next to the record for easy reference

• Preserves your configured field structure

• System fields, hidden-by-default fields, formula fields, reference fields, read-only fields, and fields from connected records are not editable

FAQs

Why don’t I see System Actions in the Actions dropdown?

You may not belong to an Access Group with permission to use System Actions. In this case you should contact your admin or Customer Success Manager.

Alternatively, you may have System Actions enabled but not not have any Custom Actions available, in which case you will see the individual System Actions (Archive, Update Responsible, etc), but will not see the System Actions label.

Why can’t I archive / unarchive TPRM records?

The system archive actions are not currently supported for TPRM, due to the complexity of the dependencies between record types. Contact your Customer Success Manager to ensure you have custom actions configured for handling archive-related scenarios if these are needed and not available.

Do these actions trigger emails or automation?

No. System Global Actions only update record data and/or workflow state.

Can I edit all fields at once using Update Record?

No. Fields are editable one section at a time to preserve your configured data structure and reduce errors.

Why are there some fields that I cannot edit?

There are two reasons for this:

1. The field itself is not editable. This is always the case for “system fields”, which are data points that are recorded by the system rather than manual entry, including things like Creator, Created Date, etc. It can also occur for fields that are managed on a related record, are only editable under certain circumstances, or are populated in other ways (e.g. via a formula). In addition, fields that do not already have a value cannot be edited using a system action, nor can fields that are read-only. 
    

2. Fields are only editable within a section. If fields have been configured directly on the page (not grouped within a section), they will not have the edit action enabled. Contact your administrator or GAN Customer Success Manager to have fields requiring editability added to a section.

Why do I see multiple actions with the same name?

You may have a Custom Action configured that has the same name as a System Action. In this case you will see headers to distinguish the Custom Actions from the System Actions. If two equivalent actions are available in each section, you will generally want to use the custom one as this has been configured specifically to meet your business requirements and may include additional notifications or process updates beyond what is carried out by the System Action.