Action Item Business Process

Use the Action Item business process to create, manage, and track key information such as assignments and dates. Action items are often auto-created from other business process records, such as Meeting Minutes.

Characteristics

This is a Project-level business process with a workflow, provided in the system template.

Record Statuses

Canceled

terminal status

Completed

terminal status

Awaiting_Review

non-terminal status

Pending

non-terminal status

Workflow

The default workflow for the Action Item business process is set up in a certain way; however, it may be used differently by your organization. Typically, a user with the necessary permissions can create the record and either move it directly to the end step or send it to others for review or approval. The recipients in the second step can approve or reject the record or send it on to others.

Related Processes

The Issue business process might create the following business processes: Not applicable

The Issue business process might be created by the following business processes: Meeting Minutes, Risk, Warranty

Creating an Action Items Record

Create an Action Item record by navigating to Project Management / Action Item on the Project/Shell tab, or from the Tasks log on the Home tab or relevant Project/Shell tab. Act on an existing Action Item task that has been assigned to you from the Tasks log.

Complete the Action Item form and attach related documents, if needed. After completing the form, click Send and select an action in the Workflow Actions list to determine the next step in the workflow. Click Send to route the form to the next assignee.

Note: You must enter a value in all required fields (*) before you can save the form.

  1. Go to your Project tab and switch to User mode.
  2. In the left Navigator, select Project Management, and then select Action Item.
  3. On the Action Item page, click Create. Refer to the tables below to complete the form. You can click Save at any time to save a draft version of the form. Draft versions are stored under Drafts.
  4. To add attachments, click Attach Files on the Attachments tab.
  5. After completing the form, click Send.
  6. On the Workflow Action Details tab, select who should receive this Action Item.
    • If permitted, you can add users to the CC list. These users will receive a notification about this Action Item but are not assigned a task.
    • If permitted, you can adjust task due dates for all users, or set individual task due dates for each assignee.
  7. Click Send.
  8. In the Notification window, review the content and click OK.

    The record moves to the next step in the workflow.

Completing the Action Form

Key Information

Key information about this Action Item

Field Name

Access

Description

Title

Required

Enter a title.

Assigned To

Required

The action item will be assigned to this user for resolution on the next step of the workflow.

Action Item Priority

Editable

An integer value representing the priority of the action item

Due Date

Required

Target completion date for this record. A default duration has been set by your administrator but can be overridden here for this record.

Description

This information might appear in any formal printouts of this action item. This information will typically be filled out by the person who is assigned to the Action Item.

Field Name

Access

Description

Short Description

Editable

Enter a description of 250 characters or fewer.

Detailed Description

Editable

The detailed information about the short-description field. The field size can be expanded.

Details

Field Name

Access

Description

Brief Summary of Actions Taken

Editable

Brief summary of actions taken

Notes

Editable

Any additional notes

External Assignment

Field Name

Access

Description

External Contact?

Editable

Indicates whether the contact is a user in the system

External Contact Name

Editable

The name of the contact who is not a user in the system

External Company Name

Editable

The name of the company of the contact who is not a user in the system

Contact Email

Editable

The contact email address for the main vendor

Action Item Dates

Field Name

Access

Description

Target Completion Date

Editable

The target completion date for the action item. To be updated as needed, especially when reassigning the Action Item.

Related Meeting Minutes

If the Action Item was created through a Meeting Minutes business process, it will be tracked in the following fields.

Field Name

Access

Description

Meeting Minutes Number

Read-Only

Reference meeting minutes number if Action Item generated from a meeting

Business Item Group

Read-Only

Used to categorize the meeting minutes line items as main topics so grouping can be used for views and reporting purposes

Business Item Number

Read-Only

Used to provide a manual numbering schema alternatively from the system line item number

Meeting Minutes Line Item

Read-Only

Reference Line item if Action Item generated from a Meeting

Record Information

Field Name

Access

Description

Record Number

Read-Only

System-assigned record number

Creator

Read-Only

Creator of this record

Record Last Update Date

Read-Only

Date that the record was last updated

Creation Date

Read-Only

Date that the project was created

Project Name

Read-Only

Name of the project

Project Number

Read-Only

Unique Project Number

Business Process Record URL

Read-Only

A shareable link to this record, for anyone with the necessary permissions

Status

Read-Only

Status of the project

Additional Information

The Action Item Additional Information block is reserved for future use by your organization.

Field Name

Access

Description

Action Items Date Picker UDF 1

Disabled

Reserved for future use by your organization

Action Items Date Picker UDF 2

Disabled

Reserved for future use by your organization

Action Items Decimal UDF 1

Disabled

Reserved for future use by your organization

Action Items Decimal UDF 2

Disabled

Reserved for future use by your organization

Action Items Date Only Picker UDF 1

Disabled

Reserved for future use by your organization

Action Items Date Only Picker UDF 2

Disabled

Reserved for future use by your organization

Action Items Currency Amount UDF 1

Disabled

Reserved for future use by your organization

Action Items Currency Amount UDF 2

Disabled

Reserved for future use by your organization

Action Items Picker UDF 1

Disabled

Reserved for future use by your organization

Action Items Picker UDF 2

Disabled

Reserved for future use by your organization

Additional Notes

The Action Item Additional Notes block is reserved for future use by your organization.

Field Name

Access

Description

Action Items Text 255 UDF 1

Disabled

Reserved for future use by your organization

Action Items Text 255 UDF 2

Disabled

Reserved for future use by your organization

Action Items Text 255 UDF 3

Disabled

Reserved for future use by your organization

Action Items Text 255 UDF 4

Disabled

Reserved for future use by your organization

Action Items Long Text UDF 1

Disabled

Reserved for future use by your organization

Action Items Long Text UDF 2

Disabled

Reserved for future use by your organization



Last Published Monday, April 14, 2025