Creating Delivery Actions from DS Site Forms

When a field user lists actions in a DS Site form's Action Item section, Deep Space turns each one into a Delivery Action Item in Horizon. It goes to the right project, is assigned by email, keeps its due date and links back to the form. This guide covers:

what a form needs before it can create actions;
how a workspace chooses which of its forms create actions;
the built-in forms and the switches that turn things off;
what gets created, and how to check a submission that created nothing.

1The 60-second version

Three things must be true for a submission to create actions

The form is one of your action forms. Either it is a built-in form (Fire Damper Inspection Report, Inspection Test Plan), or you added it under Company Settings → Action Capture → Your forms.

Action Capture is on. It is on unless someone turned it off on the same tab.

The form has a Project field and an Action Item section, and the person filling it in picked a project and added at least one action row.

In the DS Site form	On the Delivery Action Item
Project	Project the action is created in
Action required (each row)	Title; the full text is also in the description
Who is responsible (Email)	Assignee; a Horizon user when the email matches one
To be completed before	Due date
The submission itself	Source "DS Site" and a Linked Record that opens the submission

2Getting a form ready

Deep Space reads two fields from the form. Both use the standard field aliases, so they work in every DS Site channel.

Field	Field alias	What it is
Project	`project`	The standard project lookup. Its value reads "Project Name (id)".
Action Item	`action_item`	The out-of-box sub-form an action item, which every channel has. Each row is one action.

If the form has no Action Item section yet, add one in the DS Site form builder:

DS SiteEdit the form

Open the form in the DS Site form builder and add a new field where the actions should go.
DS SiteSet the field up exactly like this

Name Action Item, alias action_item (exactly), type: the sub-form an action item, maximum 10 rows.
DS SitePublish the form

Submissions made from now on can create actions.

3Choosing the forms that create actions

Any of your DS Site forms can create actions. A workspace admin chooses them; nothing needs to change in Deep Space's code.

Deep SpaceOpen Action Capture

Go to Admin → Company Settings and open the Action Capture tab.
Deep SpaceAdd the form

Under Your forms, click Add form, search for a word in the form's name (for example audit), and click Select on the form.
AutomaticDeep Space checks the form

Ready means it found the Project field and the Action Item section. Not ready says which one is missing; fix the form in DS Site (section 2). You can still save a form that isn't ready yet, and use Check form again later.
Deep SpaceSave

Click Save Changes. Submissions made about a minute after saving create actions.

The Add a form that creates actions window, with a search for QA. listing the workspace's QA checklist forms and a Select link on each — **Add form.** Search your DS Site channel's forms and click **Select** on the one you want.

Company Settings, Action Capture tab: the master switch, the two built-in forms with their switches, and Your forms listing QA. Frame Checklist with a Check form link and a bin icon — **Admin → Company Settings → Action Capture.** The switch at the top, the built-in forms, and **Your forms** with one form added. **Check form** re-checks it; the bin removes it.

Test it once

Submit the form with two action rows in a real project. You should see two new actions in Delivery → Action Items, each with a Linked Record that opens your submission.

To stop a form creating actions, click the bin next to it and save. Submissions already made keep their actions.

4Built-in forms and the switches

Two forms create actions in every workspace whose DS Site channel uses them: Fire Damper Inspection Report (fire_damper_inspection_report) and Inspection Test Plan (inspection_test_plan). They are listed under Built-in forms, each with its own switch.

The switch at the top of the tab turns Action Capture off for the whole workspace, built-in forms and your own forms alike.
A built-in form's switch turns off that form only.

Switching back on doesn't catch up

Submissions made while a form was off are recorded as skipped. Turning it back on applies to new submissions only.

5What each action row becomes

Every row in the Action Item section becomes its own Delivery Action Item. A submission with four rows creates four actions, all linked back to the same submission.

Assignee: if the email belongs to a Horizon user, the action is assigned to that person. If not, it is still created and shows the email.
Created by: the person who submitted the form when Deep Space can match them to a Horizon user; otherwise "automation".
Where you see them: Delivery → Action Items, the Kai actions panel, and the drawer of any register built on the same form (for example HSEQ → Quality → Inspection Test Plans).

6When a submission creates nothing

Check these in order:

Company Settings → Action Capture: is the form listed under Your forms, or is it a built-in form with its switch on? Is the switch at the top on?
The form: does Check form say Ready?
The submission: did it have a project picked and at least one action row filled in?
Deep Space support can look up the submission in CS Hub → Jobs (type form-actions-to-delivery-action-items). A form that isn't one of your action forms leaves no job at all.

7Common questions

We added more action rows by editing a submission. Why didn't they become actions?

Actions are created once, when the submission first comes in. Rows added in a later edit don't create more actions; raise them directly in Delivery → Action Items, or submit a new form.

Can I add a built-in form under Your forms?

No. It is already on; use its switch under Built-in forms.

Does adding a form affect other companies using the same form?

No. Your forms apply to your workspace only.

Who can change these settings?

Anyone who can edit Company Settings. Everyone else sees the tab read-only.