Action Items

License: Certain actions, such as adding an action item records, require a license as well as security permission. Contact your project administrator if you are unable to perform some actions using the mobile app.

Required fields:

• If auto-numbering is on, numbers are assigned to action item records with non-draft statuses when they're synced to the database.
• Required fields are marked with an asterisk (*) and are enforced for non-draft records. Additionally, required fields in workflow templates are highlighted red if left incomplete upon submission.

Workflows:

• Draft action item records are visible to the user who created them and the Portfolio Administrator.
• Action item records can't be changed back to the Draft status.
• Action item records with a locked status can't be edited or deleted.
• Status workflows: In status workflows, when an assignment or courtesy copy is added to a draft action item record, the status changes automatically to the next workflow status. This is set at the record settings level by your administrator.
• Template workflows: Status names and workflow steps are configured by your administrator. Generally, the status changes when the person responsible for the next action completes their task, such as:
  • A creator publishes a draft
  • When an action item is forwarded for review
  • When a reviewer selects a response and submits the step

Workflow templates are not applicable for Free or Go projects.

1. Record status
2. Lock icon indicates closed status
3. Sub-menu: copy
4. Record number
5. Subject
6. Resolved
7. Latest comment
8. Due date
9. Assignee information
10. Downloads all the drawings or files linked to this action item. Any new links will be automatically downloaded when the project is synced.

1. Copy the record
2. Save the record
3. Number - Not visible in Draft mode if action items are set to auto-increment (web > general settings)
4. Record status
5. Read-only: Name of linked meeting if action item was created from a meeting
6. Read-only: Linked meeting topic if action item was created from a meeting topic
7. Subject
8. Description
9. Link (Pin) to drawings, photos, or videos. Select the thumbnail to view.
10. Select to view all the comments

1. In the Action Items list view, select .
2. Enter a subject for the action item.
3. Enter a description.
4. To add assignments, select Assign.

—Or—

To send courtesy copies, select CC.

5. Enter additional details and information, then select .

Workflow templates are not applicable for Free or Go projects.

If the start step of a template is unrestricted, or you have security permissions for a restricted start step, you can access and create an item with a workflow template from the records list view.

1. In the Action items list view, select .
2. If there is only one template available, the New Action item page displays. If there are multiple templates available, the Select Template page displays. Choose a template, then select Add.

In the list, a star icon indicates the default workflow template that is selected by your administrator.

3. Enter a subject for the action item, then select Done.
4. Enter a description, then select Done.
5. To send courtesy copies, select CC.
6. If you have permissions, you can make Assignments and require a response from assignees by selecting Assign/Assign to.
7. Select Due Date to choose a project deadline, then select Done.

Once the action item is submitted, a step due date is automatically set based on the step completion days value in the workflow template. However, in the web app, administrators have the flexibility to customize individual step deadlines to better fit each team's specific needs.

8. Enter additional details and information.
9. To save your updates, select , then select x to return to the records list.

A pop-up message displays: Action item updated.

—Or—

If you are a required assignee, template manager, or portfolio administrator, the Submit option displays. To save your action item, move it to the next step, and return to the records list, select Submit.

A pop-up message displays: New Action item created.

If a response is required, when you select Submit, a response required message displays. You must select Response, choose a response, then select Select before you can submit.

If you select submit and there is no assignee assigned for the next step, the Add assignees to next step page displays where you are required to select an assignee, or the template manager, before the record can advance to the next step. See Assignments.

1. In the Action Items list view, select an action item.
2. To start a conversation, select the Comments section, enter your comment, then select Add.

—Or—

If replying to a comment, select Comment(s), enter your comment, then select Add.

3. Select .

1. In the record view, select Status, Type, or Importance.

A Status, Type, or Importance page displays with a list.

2. To search the list, enter text in the Search field.

—Or—

To choose an item from the list, select it, then select Select to return to the record view.

—Or—

To return to the record view without making changes, select <.

3. In the record view, select .

1. In the Location box, select >.
2. Choose a location from the list.

The location hierarchy is set in the web application.

3. Select Select.
4. Select .