Actions, Attachments, and Attributes
While similar in function, Actions and Attachments serve two different purposes. Both allow a user to add new information to a case, but diverge in the type of information they capture.
a. Actions: work to capture any action you take in a case. Each time that a user takes a step to respond to or address an incident or concern, that step should be captured as an Action. Some examples include:
i. Meeting
ii. Sending an email
iii. Additional referrals for information, resources, or support
Different offices may utilize different Actions, and some Actions may apply to specific Case Types. Appendix B contains a full list of Actions and their definitions.
b. Attachments: include any additional documentation relating to the case. Attachments should be used to document information or items that a user received or generated, but do not capture any actions taken by that user. Some examples include:
i. Photos
ii. Formal Documents
iii. Emails not detailing specific actions e.g., evidence or supporting documentation
Attachments can have tags, which help to describe what type of documentation the Attachment provides. Appendix C contains a full list of Attachment tags and their definitions.
c. Attributes of a Case contribute to the data collected in the case entry process. Attributes are used to better describe the factors which may have contributed to the occurrence or outcomes in a given case. Additionally, some attributes (like bias) may trigger notifications to the appropriate University officials and may be used to generate data (such as the University's public reports regarding Student-Target Bias-Related Incidents). Multiple may be selected if appropriate.
Some example attributes include:
i. Alcohol
ii. Drugs
iii. Identity Development
iv. Bias/Race
v. Bias/Ethnic Origin
vi. Bias/Political Affiliation
Appendix D contains a full list of Case Attributes.
Actions
Select the Actions option on the main menu, it will take you to the page shown below.
The figure below shows the Action fields to enter. Items with a red asterisk are required. Click the green Save button when complete.
After you have saved a new Action, that action will be listed (along with any other Actions already taken) on the Actions page of the Case Menu.
You can then expand each Action to view more, or to add new information.
Actions and My To-Do List
Pending actions will appear in your dashboard To Do List widget until a completed date has been added. If you have initiated or started an Action but have not yet completed that Action, you can utilize the To Do List widget as a reminder. Simply create a new Action (see above) with an Initiated Date, but no Completed Date.
The status will change to “completed” once a completed date has been added, and that Action will no longer display in your To Do List.
Creating a New Action vs. Adding New or Additional Information to an Existing Action
Each new or separate Action should be documented separately. For example, if you meet with an Involved Party once on a Monday and then meet with that same Involved Party again on a Friday you should create two separate Actions, each labeled Meeting, and include any relevant notes about each meeting. However, if you would like to add new or updated information about an existing or ongoing Action, you can edit that action. For example, you may wish to first create an Action labeled Meeting and enter the text of the meeting request email in Notes, then save that Action as Incomplete (in which case it will display in your To Do List, as described in the section above). After you complete the meeting, you can document your meeting notes and submit a completed date by editing that Action (which will also remove that Action from your To Do List).
If you wish to update information about an ongoing Action, you can do so by clicking on the Edit button from the Actions page. This will display the Action as it did when you created it. You can now edit the Action information as appropriate (including, for example, adding a Completed Date), as well as add additional notes. The Action Notes section will be blank when you Edit an Action. This does not mean that your previous notes have been deleted, or that your new notes will overwrite existing ones. Instead, your new notes will display above any older ones after you save the edits. You can view all of the notes' association with a single Action by expanding that Action from the Actions page.
If you wish to edit information that you already created because it is incorrect or incomplete, see Editing Actions and Attachments.
Attachments
Attachments allow you to add additional files to the case like photos or documents.
Once you have clicked Add Attachment this box will appear:
Once your attachment has uploaded you will have to refresh your page for the attachment to appear.
NOTE: Size limit for attachments is 4 Gigabytes
Attributes
Attributes document information about potential contributing or related factors of a given incident or behavior, but do not describe the behavior itself. ODOS staff use Bias attributes to indicate reports of potentially bias-related actions or behaviors.
Attributes are documented at the top of the case information. After you select them below the description box, you will see them displayed here.
Viewing Actions and Attachments
Users may view all Actions in a given case by clicking on the Actions tab of the Case Menu, as described/shown in Actions. Additionally, Users may view all Actions and Attachments together by clicking on the Attachments tab of the Case Menu, shown below. This view provides a comprehensive review of all Actions and Attachments, listed in the order that they were added to that case. This view is useful in quickly reviewing the current status of case response. You can use either view to look at your Actions, and the view that you use can be based on personal preference or workflow needs.
A. Action/Attachment previews will be listed on the left-hand side of the pane, in the order that it was added to the case. Preview includes:
i. Label: Action or Attachment
ii. Label/Description of that Action/Attachment
iii. A short preview of any notes affiliated with that Action/Attachment
iv. The user that added the Action/Attachment
v. The date added
B. Action/Attachment full record can be viewed on the right-hand side of the pane when an Action/Attachment is selected.
i. You can edit the selected Action/Attachment by clicking the Edit icon in the right corner
ii. You can delete the selected Action/Attachment by clicking the Delete icon in the right corner
Editing Actions and Attachments
If you need to make changes to text that you have already saved in a note because it is incorrect or incomplete, you can do so in the Attachments view. Select the Action or Attachment that you wish to edit in the left-hand preview pane and click on the edit icon in the top right corner of the right-hand full-view pane. Edit the text and click save when you are done.
If you are looking to add additional notes or information to an Action, rather than edit existing text, then see Actions.