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
| Status | Resulting State |
|---|---|
| Canceled | terminal |
| Completed | terminal |
| Awaiting_Review | non-terminal |
| Pending | non-terminal |
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, select Send, and select an action in the Workflow Actions list to determine the next step in the workflow. Select 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.- Go to your Project tab, and switch to User mode.
- In the left Navigator, select Project Management, and then select Action Item.
- On the Action Item page, select Create. Refer to the tables below to complete the form. You can select Save at any time to save a draft version of the form. Draft versions are stored under Drafts.
- To add attachments, go to the Attachments tab, and select Attach Files
.
- After completing the form, select Send.
- On the Workflow Action Details tab, select who should receive this BP.
- If permitted, you can add users to the CC list. These users will receive a notification about this BP but are not assigned a task.
- If permitted, you can select lists of members in the Contact List section. These members also receive a notification about this BP 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.
- Select Send.
- In the Notification window, review the content, and select 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 |