Managing actions

Prerequisites

Make sure you are in the correct Orchestrator folder.
You need to have the right user permissions to view and manage Actions.
Go to the Inbox tab.

Note: You can only edit an Action that is assigned to yourself. Your Pending Actions are read-only for other users. Unassigned Actions are read-only for all users.

Note: For all user-assigned tasks, the unassign, reassign and forward operations are disabled.

Operations summary

The tables below show the available operations for each action status and the user permissions that are needed.

My Actions view

Here are all the available operations in the My Actions view (for Action Users):

Action status

More options menu: available operations

Page header: available operations

Pending

Unassign

Show similar actions

Edit labels

Edit properties (provided the user has the proper permissions)

Remove

Save

Forward

Unassign

Unassigned

Assign to self

Show similar actions

Edit labels

Remove Complete *

Complete *

Completed

Show similar actions

Edit labels

Remove

NA

*The Complete operation is available for External Actions only.

Manage Actions view

Here are all the available operations in the Manage Actions view (for Action Admin users):

Action status

More options menu: available operations

Page header: available operations

Pending

Reassign

Unassign

Show similar actions Edit labels

Edit properties (provided the user has the proper permissions)

Remove

Unassign

Unassigned

Assign to user

Assign to self

Show similar actions Edit labels

Edit properties (provided the user has the proper permissions)

Remove

Complete

Assign to self

Complete *

Completed

Show similar actions

Edit labels

Remove

*The Complete operation is available for External Actions only.

Assigning actions as an Action user

To assign an Action to yourself:

On the Unassigned tab, click the More options menu for the desired Action.
Select Assign to self.

Assigning actions as an Action admin user

All users that have the required permissions for the specific folder can have an action assigned to them. To assign an Action to another user:

Make sure you are in the Manage Actions view.
On the Unassigned tab, select the More options menu for the desired action.
Select Assign to user. The Assign Action window opens.
Select a user from the drop-down list.

Additional information: The Assign to self operation is also available from the Action page header.

Bulk assigning actions

Select the Actions that you want to assign in bulk.
At the top of your Inbox, select one of the following:
- Assign to self - assign the Actions to yourself.
- Assign - assign the Actions to yourself or to other users

Unassigning actions as an Action user

To unassign an Action as an Action User:

On the Pending tab, click the More options menu for the desired action.
Select Unassign to remove the Action from your Pending Actions list.

Additional information: The Unassign operation is also available from the Action's page header.

Unassigning actions as an Action admin user

The currently assigned user is displayed at the top of the Action page. To unassign Actions:

Make sure you are in the Manage Actions view.
On the Pending tab, click the More options menu for the desired Action.
Select Unassign to remove the Action from the current user assignment.

Bulk unassigning actions

Select the Actions that you want to unassign in bulk.
At the top of your Inbox, select Unassign.

Group assignments

The Group assignments feature enables you to assign an action to all users in a group or to a single user in a group based on their workload.

Note:

Only Action Admin users can perform Group assignments.

Create a local user group. Only local groups support Group assignments.

Now that you have defined a group, you can use it to assign actions to all members of the group or to the member of the group with the lowest workload.

Select the Assign Tasks activity.
Use the Assignment criteria field to assign an action:
- to All users in the group, to make sure every user in your group gets the same activity assigned to them. Once a user completes the activity, that particular activity gets removed automatically from the Pending tab for all the users, and can be viewed in the Completed tab.
- Workload based: the activity gets assigned to the member of your group with the lowest number of pending tasks, excluding all user tasks.

Reassigning actions

Only Action Admin users can perform the Reassign operation. To reassign an Action:

Make sure you are in the Manage Actions view.
On the Pending tab, click the More options menu for the desired action.
Select Reassign to assign the Action to a different user. The Reassign Action window opens.
Select a user from the drop-down list.

Result: This operation unassigns the Action from the previous user and assigns it to the one selected at step 4.

Editing actions properties as an Action user

On the Pending tab, click the More options menu for the desired Action.
Select Edit properties to edit the Action properties. The Edit properties panel opens.
Edit one or more properties, according to the new requirements.
To save the changes you made, close the editing panel and click Save on the Save changes? window.

Editing actions properties as an Action admin user

Make sure you are in the Manage Actions view.
On the Pending or Unassigned tab, click the More options menu for the desired Action.
Select Edit properties to edit the Action properties. The Edit properties panel opens.
Edit one or more properties, according to the new requirements.
To save the changes you made, close the editing panel and click Save on the Save changes? window.

Bulk editing actions

The Actions must be of type bulk form, and they must be generated by the same process version. Otherwise, the Bulk Edit button is disabled. To bulk edit Actions:

From the Pending list, select the Actions you want to bulk edit.
Click Bulk Edit at the end of the list. The Bulk Edit page opens.
In the panel to the left, the form properties you can bulk edit are displayed.

In this panel, you can edit form metadata, such as form title, Action catalogs, priority, etc.

In the panel to the right, the form fields you are allowed to bulk edit are displayed.
Enter the new values and click the Save all icon.

Result: All selected Actions are saved with the new set of values.

Bulk completing actions

To bulk complete Actions:

If your Form Actions have a button that triggers completion, provide the required input for completion and click the corresponding button in the form.
A pop-up is displayed asking you to confirm the completion of multiple items. Click Confirm to complete the Actions with the same input, or Cancel to review the values or postpone the bulk completion.
A message informs you if the bulk completion was successful.

Result: The completed Actions are moved to the Completed list.

Note: Actions edited or completed in bulk are visible in the Audit page of the corresponding Orchestrator tenant.

Displaying similar actions

Both Action Users and Action Admin Users can perform the Show similar actions operation.

Tip:

In the context of bulk editing, Actions generated by the same process, but with a different form layout, could not be bulk edited, as the Bulk Edit button gets deactivated.

To overcome this inconvenience, you have the option to display similar Actions, i.e., Actions generated by the same process and with the same form layout.

On the Pending tab, click the More options menu for the desired Action.
Select Show similar actions. The list gets filtered by similar Actions that can be bulk edited. You can apply further filters to the similar Actions list.
Select the Actions you want to bulk edit and click Bulk Edit at the end of the list. The Bulk Edit page opens.

Adding labels to existing actions

On the Pending,Unassigned, or Completed tab, click the More options menu for the desired Action.
Select Edit labels. The Edit labels window opens.
Input the desired label name and press the Enter key. For example, create a label called "SAP", to faster identify SAP-related Actions.
Click Save to associate the label to the Action whose ID and name are displayed in the Edit Labels window.

Note: You can add as many labels as you need to one Action.

Label duplicates

If you already have a list of previously created labels and you start typing a name in the Edit Labels window, a list with possible matches is displayed. Select one or multiple labels that meet your requirements or continue typing to create a new one. This operation prevents duplicating labels.

Labeling limitations

Label names cannot contain the following characters: <, >, %, &, \, ?, /, :.
You cannot track labels creation or removal in our current logs.
The following labels are proprietary UiPath Studio tags and you cannot define and use them on your objects: UiPathStudioProcess, UiPathStudioTest, UiPathStudioTask, UiPathStudioLibrary, UiPathObjects, UiPathActivities, UiPathStudioX, UiPathTestCases, UiPathEntities, UiPathWebServices, UiPathStudioTemplate, UiPathStudioLocalizedTemplate, C#, CSharp, VB, VisualBasic, GettingStartedTemplate.

Adding labels when creating an action

To add a label when creating a Form, or External Action, go to the Label input property field and type in the labels that you want to add for that specific Action that you are creating.

Displaying labels

The table below demonstrates the three ways available for displaying labels associated to a specific Action:

Location	How to	Mentions
Edit Labels window	Open the Edit Labels window for the desired action. All the associated labels are displayed.	From this window, you can add or remove labels for the indicated Action.
Action summary panel	Select the desired Action and navigate to the corresponding Action summary panel. The Label field displays all the associated labels.
Unassigned,Pending, or Completed Action lists	Hover over the desired Action to display a pop-up listing all the associated labels.

Clicking in the Edit Labels window displays all the available Action labels. Select the labels that meet your requirements to associate them to the Action.

Removing labels

To remove labels from an Action:

Open the Edit Labels window for the desired Action
Click the remove button.
Click Save.

Warning: To completely remove a label, you must remove it manually from all of its associated Actions.

Deleting actions

Only users with Delete permissions on Actions can perform deletions. All successful deletions are logged in the Orchestrator Audit page.

To delete pending, unassigned, or completed Actions go to the More options menu on the Action you want to delete, and click Remove.

Restriction: Make sure you resume the underlying process of the deleted Action so that the workflow handles the Task not found exception. With UiPath.Persistence.Activities v1.2, the process resumes automatically.

Forwarding actions

Both action users and action admin users can perform the Forward operation. The Forward operation is currently available only for Form Actions and Actions that are inside the My Actions pending list.

To forward an Action:

On the Pending tab, select an action.
On the Action page header, click Forward . The Forward Action window opens.
Select a user from the drop-down list.
In the Comments field provide the context for forwarding the Action.

Note: All users granted the required permissions to the Action-containing folder are displayed in the drop-down list, and can be forwarded an Action.

Saving actions

Both action users and action admin users can perform the Save operation. The Save operation is currently available only for Form Actions and Actions that are inside the My Actions pending list.

Within the Pending tab, select an Action and provide some of the required input.
In the ribbon of the action, select Save .

Result: The Action is saved with the changes you made, and you can access it later to provide further input, or to complete it.

Multi-selecting actions

To assign, unassign, or delete multiple Actions, use the Multi-select Actions option. The available bulk operations are displayed at the bottom of the list.

Warning: Switching between Action lists clears your selection.

Downloading actions

To download actions, navigate to More options for an action list, and select Download Actions.

Result: This operation downloads the current list of Actions that meet the filters you applied, if any, in csv format. Otherwise, it downloads all the Actions in the current list, ordered descending by priority and creation time.

Note: By default, the time zone for all timestamps in the downloaded actions is your local timezone.

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