Action History is an important part of any list or library that has actions being performed on it. Many of your lists or libraries will have many different actions and many different individuals collaborating. Ultimate Forms allows you to automate things such as reminders, but Action History can be helpful if someone drops the ball. Actions are one of the most powerful tools in the Ultimate Forms suite and being able to keep an eye on them is invaluable.
For instance, let’s assume you have a client’s list that acts similar to a CRM system and notifies individuals of where a client is in the sales process. The list has several different actions being performed on it as well as many different reminders but someone forgot to follow up with a new client and the client was lost.
Action History would be an extremely valuable tool in this circumstance in that it would allow you to look directly at the item and see what the last action was performed and who the item is currently with in your workflow process. You can use the information to improve your process going forward.
The first thing we need to do is enable logging. This is done inside of the Advanced Settings in our Ultimate Forms Actions screen. Check Log results for each action.
In Microsoft 365 we access Action History through the ribbon as shown below.
Setting up on-premise Action History is a bit different. For on-premise, an Actions column must be created before when actions are added to the list. That column then allows you to expand for more detail.
Now that this column is created, Infowise will allow you to add an action to the list. Infowise is connected to the newly created Actions column in the Advanced Settings section. Just like in Microsoft 365, we need to click ‘Add execution results to log’ to enable Action History.
You can now create your actions.
Often, we have many different Actions running on the same list. It can be difficult to tell where a single item is in our process or who needs to act on it next. Action History makes this easy by allowing us to log each action. It then separates the actions based on name. It logs the date and time as well as the success or failure of each iteration of an Action. Action History allows us the ability to audit our Actions and is an invaluable tool for tracking our Actions.
If an item in a workflow was somehow missed, we can use Action History to check who was the last person who touched the item and what action was performed.
In this example, we covered how to enable logging of our action results and we showed the difference in accessing Action History for on-premise and Office 365.
Actions are one of the most useful tools in the Infowise Ultimate Forms Suite. Actions allow you to build no code workflows on your lists or library and are powerful enough to allow you to build full scale applications in SharePoint. However, mission critical lists or libraries will often times have quite a few actions running on them. Action History is an invaluable part of the Infowise Suite and will help users to keep track and make sense of your workflow system.