Overview
Global System Actions give compliance teams a consistent, governed way to take action on records across supported workflows. Instead of relying on custom buttons per status, users can access standardized actions directly from any record — with full permission controls and audit logging.
You can find these actions under the Actions dropdown on the details page of any supported record.
Or access the general Edit function via the pencil icon in the section header.
Due to the potential complications that can arise when modifying data outside of established workflows and actions where follow up actions such as email notifications, auto-approvals, workflow routing, etc are accounted for, this functionality is available as a BETA release only.
Enabling Global System Actions
System Actions are available for all users designated as administrators, and some system actions can also be granted to non-admin users via privileges.
For information on granting the admin role, see the Administrator Role & Workspace documentation.
For non-admin users, the Archive, Unarchive, and Update Responsible system actions can be enabled via the System Global Actions privilege. The Change Status, Edit, and Delete actions are reserved for use by admins only, due to their potential to interrupt configured data flows.
Using Global System Actions
Open any supported record.
Click the Actions dropdown in the top-right corner.
Select the action you want to perform.
Alternatively, select the section you want to edit and click the pencil icon:
Regardless of the access point, it is important to be aware that system actions do ONLY the explicitly named action. As such, they should be used with caution so that business processes relying on automated handling within the workflow are not interrupted.
Note that you will only see headers distinguishing Custom and System actions if both are enabled for you. If you do not see indicators for the action type, it is because System Actions are not available for you, or because there are no Custom Actions enabled for you in that status.
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
Delete Record
Permanently deletes the record and should be used only in cases where it is confirmed the record is no longer needed in any capacity, such as a record created by mistake, an unintentional duplicate, etc. A valid record that is no longer needed should be archived rather than deleted.
Available in the Actions dropdown
Provides a view of dependencies to make clear the impacts of the deletion
Not available for TPRM, and blocked if the record you are attempting to delete is connected to an active campaign
Deletes the record and all versions of it, cancels any pending actions for the record, and triggers a recalculation of any fields on other records that are referencing data from the deleted record
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 or delete TPRM records?
The system archive and delete 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 and deletion-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:
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.
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.
Need more help? Please contact your Customer Success Manager for general guidance or our Support Team for troubleshooting assistance.
How should I handle dependencies identified during a Delete action?
You should review the dependencies and:
Consider if the connected records should also be deleted. In some cases, it will make sense to delete connected records as they are essentially “parts of the whole”. For example, a Case that has an Investigation and Remedial Action attached. All 3 records relate to the case, so if the case is being deleted, you likely want to delete the associated records as well. However, the opposite can also be true. For example, you are deleting a Remedial Action created in error, but the Case itself is still valid and should persist.
Ensure that you are aware of fields on other records that are pulling data from the selected record, and that you understand and expect that the values will change when the deletion occurs.
Be aware that entity versions cannot exist independently of the main record, so deleting the main record also deletes all associated versions
Note that an option is provided to export the dependencies, which lists entities that have dependencies with the record being deleted. This is provided so that you can further investigate the dependencies (if needed), outside of the deletion UI.
However, be aware that you are only shown dependencies (both in the UI and in the export) for records that you have access to. Therefore, it is possible that additional dependencies exist.
In general, only records that are no longer needed in any capacity should be deleted - e.g. records created in error, unintentional duplicates, etc. Records that contain data that may need to be accessed in the future should be archived rather than deleted.
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