Action Items

An action item is a documented event, task, activity, or action. Action items can be used to track and assign items quickly through a simple process. Projectteam.com allows any user to assign action items to themselves or to other users within the system. Each action item Action Items can only be assigned to one usermultiple people listed in the Project Directory.

Action items can be created to reference the following:

• Project Forms (e.g. RFIs, Submittals, Punchlists, Field Reports, Drawings, Specifications, Custom Forms)
• Project Files
• Project Folders
• Action Item only - No form reference
  

Defining dashboard Action Items (by color)

The Action Items 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 represent the following:

BLUE: All action items assigned to you.

RED: All overdue action items assigned to you

YELLOW: All action items assigned to you that are due today

GREEN: All Action items assigned to you that are due this week

Creating new Action Items

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. In the new window that opens, complete the 3-step process.

   • Step 1: Choose a project to reference - Select "Project" from the button next to the project name of your choice. Note that only one project can be selected. You may also search for a desired project using the search field at the top of the 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 desired form using the search field at the top of the 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" fields. Notes can also be added. 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.
   • NOTE: Action Items can be reassigned. To reassign an Action Item, click 'Edit' and change the Assigned To. Action Items can also be assigned to Share Groups. When assigning an Action Item to a Share Group, all users in the Share Group will receive notice and show the Action Item under their Action Items Log.
   
   
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

Completing an Action Item that has been assigned to you

There are two ways to complete an Action Item:

1. From the Action Item log check the box 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 directly to that action item in form view. On the top of the form click the button "Mark Complete" to complete the action item.

Searching the Action Items Log

The Action Items Log can become quite extensive having to page though to find the Action Item you are looking for. The Action Items Log can be narrowed in scope to list only the Action Items you desire by using the search capabilities. Each field in the Action Items Log can be searched on its own by entering the search criterion for that field or search criteria can be entered into multiple fields to narrow the scope even further. To search the log, enter your search criteria in the search box for one or more fields.

Where do Action Items marked as completed go?

By default all completed or obsoleted Action Items are hidden. Users however may view completed Action Items from within the Action Items log or from the form by clicking the "Show Completed/Obsoleted Items" checkbox.

Marking an Action Item as Obsolete

To mark an Action Item obsolete means that the action item is no longer applicable. Since data can never be deleted or taken away from any user, marking an Action Item obsolete is a suitable option as it is removed from the user's default view.

Helpful Screenshots