Action items

You can use action items to keep track of items that need to be completed. Create new items, assign responsibility and due dates to them, track their status, and follow up on them.

One room requires a second coat of primer before the painting can be finished. You create an action item and assign someone to do the work. Then you follow up and record the progress of the work until it's completed.

In meetings, you can also create action items and link them to meeting topics. If the meeting or meeting topic is deleted, its linked action items are not deleted.

  • In the project menu, click Records > Action Items.
  1. In the By section of the Search panel, click Originated From Meeting or Originated From Topic.
    2. Linked meeting filter

    Filters for linked meetings and topics

    These filters are only available when action items are linked to meeting minutes

  2. To see the linked action items, select the meeting or topic.
  1. Open the action item in the full form.
  2. In the Originated From Meeting or Originated From Topic field of the Information panel, click open_in_new (Open).
    3. Linked meeting and topic

    Linked meeting and meeting topic

Create a basic record in the Create panel, or create a record with detailed information in the full form.

  • Required fields are marked with an asterisk (*) but aren't enforced for draft records.
  • If autonumbering is off, the Number field is editable until the record is saved with a non-draft status. If autonumbering is on, the number is assigned after the record is saved with a non-draft status.
  1. If the right-side panel is closed in the Action Items module, click info (Information) on the navigation toolbar.
  2. On the navigation toolbar, click add_circle (Create).
  3. In the Create panel, enter the record details.
    • To change the workflow status, select an option from the list.
    • To add a location, click the Location field, select a parent or child location, and then click Apply.
    • To add an assignment, click Add in the Assigned To section, select the name, and then set a due date.
    • To add a courtesy copy, click Add in the Courtesy Copies section, and then select the name.
    • In the comments field, enter a comment, and click link (Links) to link items.
  4. Click Save or Save + Add Another.

    5. You can open the full record to enter additional details, link items to it, and share it with other people.

  1. On the navigation toolbar, click add_circle (Create).
  2. To open the full form, click aspect_ratio (Expand).
  3. In the Subject field at the top-left, enter the subject.
  4. In the Information panel, enter the record details.
    • To change the workflow status, select an option from the list.
    • To add a location, click the Location field, select a parent or child location, and then click Apply.
    • To add an assignment, click Add in the Assigned To section, select the name, and then set a due date.
    • To add a courtesy copy, click Add in the Courtesy Copies section, and then select the name.
  5. On the Comments tab, enter a comment, click link (Links) to link items, and then click Send icon (Send).

    6. When you click Send icon (Send) to add the comment to a new record, the record is saved.

  6. To set who has access to the record, click group , and then select an option.
  7. To link an item to the record, click link (Links), click add (Add), and then select the item type.
  8. To save the changes and keep the record open, click save (Save).

    9. —Or—

    To save the changes and close the record, click arrow_back Done.

You can export action items to an Excel file where you can edit them and create new ones. Then you can import the file, which can only be used once, back into ProjectSight. If there are any errors, you can review and fix them in a new Excel file.

  • Record permissions, field permissions, and workflow status permissions are checked when you export action items to an Excel file and when you import the file into ProjectSight.
  • In the Excel file, required fields are light red, and read-only fields are light blue.
  • To avoid an import error, make sure you enter information in the Resolution field if the Date Resolved and Resolved By fields contain information.
  • The Excel file can only be imported into the project that it was exported from.

When you import the Excel file back into ProjectSight:

  • If new values were entered after this spreadsheet was exported, your edits are flagged.
  • Blank rows and fields are ignored.
  • If a non-draft workflow status is selected, and a required field is invalid or empty, the new record remains a draft.
  • The Resolution, Date Resolved, and Resolved By fields are updated in the record. If the Date Resolved and Resolved By fields are empty in the Excel file and in the record, the current user and time stamp are used.
  1. In the Action Items module, filter the records that will be exported to Excel.
    • In the Search panel, set the filters.
    • To export specific action items, select their checkboxes. If none are selected, all the action items are exported.
  2. In the list view, add and rearrange the columns, and then save the custom view.

    3. The Excel file will display the columns for the fields in the list view followed by the remaining fields.

  3. On the navigation toolbar, click Project export toolbar button (Import/Export) > Export to Excel.

    4. The Excel file contains the required fields and the fields that you have permission to view.

  4. Open the Excel file.
  5. On the Action Items tab, enter the action item details in a new row.
  6. Edit any existing action items.

    7. You can copy and paste unlocked cells.

  7. Save the Excel file.
  8. In ProjectSight, open the Action Items module.
  9. On the navigation toolbar, click Project export toolbar button (Import/Export) > Update from Excel.
  10. Select the Excel file to import.
  1. In the import error message, click Review Errors.

    2. The action items with errors are exported to a new Excel file.

  2. Review the Feedback column and fix the associated errors.
  3. Save the Excel file.
  4. In ProjectSight, open the Action Items module.
  5. On the navigation toolbar, click Project export toolbar button (Import/Export) > Update from Excel.
  6. Select the Excel file to import.