What is an Action Item?

An Action item is a documented event, task, activity, or action. Action Items can be used to track and assign these items quickly through a simple process. Projectteam.com allows any user to assign Action Items to themself or other users within the system. Each Action Item can only be assigned to one person.

Action Items can be created to reference the following:

• Project Forms (RFIs, Submittals, Punchlists, Field Reports, Drawings, Specifications, Custom Forms)
• Project Files
• Project Folders
  

What do the colors mean on the Action Items dashboard?

The Action Item Dashboard will only display Action Items that are assigned to the logged in user. All Action Items will have an Assigned User and Due Date. The Action Item Due Date will be the date an action must be taken by the assigned user before it is marked overdue. The colors on the Dashboard display the following:

BLUE: All Action Items assigned to you.

RED: All Overdue Action Items assigned to you

ORANGE: All Action Items Due Today assigned to you

GREEN: All Action Items Due This Week assigned to you

How do I create a new Action Item?

There are 3 ways to create Action Items:

1. My Page dashboard
   

   When you first log into the system you are taken to the “My Page” homepage. From the My Action Items Dashboard located below your profile picture click the Add New button. Another window will open stepping you through a 3 step process.

   • Step 1: Choose a project to reference - Select Project from the button next to the project name you would like. Only one project can be selected. You may also search for the project using the search field at the top of the modal window.
   • Step 2: Choose a form to reference - All project forms along with their subject will be listed. Select a form you would like to associate the Action Item with. You may also search for a form using search field at the top of the modal window. If you would like to create an Action Item with no form association select the "Action item is not associated with a form" checkbox.
   • Step 3: Finish creating the Action Item - Fill in the Subject, Assigned to (searchable or Assign to me), and Due Date. Notes can also be filled out. Click Create Action Item when finished.
     
     
2. Top menu Action Item dropdown
   No matter where you are in the system. You will always have access to the Action Item dropdown on the right side of the top menu bar. From the top menu Action Item dropdown click the Add New button. Another window will open stepping you through a 3 step process.
    
   • Step 1: Choose a project to reference - Select Project from the button next to the project name you would like. Only one project can be selected. You may also search for the project using the search field at the top of the modal window.
   • Step 2: Choose a form to reference - All project forms along with their subject will be listed. Select a form you would like to associate the Action Item with. You may also search for a form using search field at the top of the modal window. If you would like to create an Action Item with no form association select the "Action item is not associated with a form" checkbox.
   • Step 3: Finish creating the Action Item - Fill in the Subject, Assigned to (searchable or Assign to me), and Due Date. Notes can also be filled out. Click Create Action Item when finished.
   
   
3. Action Item panel on a form
   Creating an Action Item from within a form is very simple. Since you are already in a project and on a form you skip the first two steps outlined above. Therefore all you have to do is fill in the Subject, Assigned to (searchable or Assign to me), Due Date, and Notes. Click Create Action Item when finished

How do I complete an Action Item that has been assigned to me?

There are two ways to complete an Action Item:

1. From the Action Item log click the checkbox next to the Action Item you would like to complete.
2. If you click on the Subject link from the Action Item log you are taken to the Action Item in form view. On the top of the form there is a button labeled "Mark Complete". Click the button to complete the Action Item.

Where do Action Items that have been marked complete go?

By default all completed or obsoleted Action Items will be hidden but users may view the completed Action Items from within the Action Items log or from the form by clicking the "Show Completed/Obsoleted Items" checkbox.

What does it mean to mark an Action Item "obsolete"?

To mark an Action Item as "Obsolete" means that the Action Item is no longer applicable. Since the data can never be deleted and taken away from any user obsoleting the Action Item is the next best thing because it takes it away from the user's default view.

Helpful Screenshots