Action Items Activity Center
Use this activity center to create, view, assign, update, delete, and search action items, as well as create action item reports.
Click Refresh to make sure you have the latest action item information. Action items are retrieved from the Project Center Server, and are not updated automatically. Also, select the All Action Items category if you want to list all action items, otherwise other action item types will be filtered out, depending on the category chosen.
The following list shows all available tasks. The tasks that appear depend on what you select within this activity center. Action Items● Identify Action Item Click to open the Identify Action Item dialog box to create a new action item for the current project. ● Edit in Spreadsheet Click to export the action items to a Microsoft Excel spreadsheet that you can then edit and re-import. The spreadsheet opens automatically and prompts you to re-import when you are done editing it. If you don't have Microsoft Excel installed, the spreadsheet will not open. ● Utilities > Import Spreadsheet Click to open the Select Spreadsheet dialog box to select a Microsoft Excel spreadsheet containing action item data that you can import. The imported action items are placed in the appropriate action item log based on the type imported. ● Utilities > Export Spreadsheet Click to open the Save Spreadsheet dialog box to select the Microsoft Excel spreadsheet to export the project's action items to. ● Utilities > Import Navisworks Clash Report Click to open the Select Spreadsheet dialog box to select a Navisworks Clash Report .xml file to import. An action item is created for each clash. ● Create Report Click to open the Create Report dialog box to select the type of action item report to create. Selected Action Item● Modify Click to open the Modify Action Item dialog box to view and edit the action item's data. ● Add Discussion Item Click to open the Add Discussion Item dialog box to add a discussion item to the selected action item(s). ● View Form Click to open the Action Item form to view and print the selected action item's details. ● Review Related Action Items Click to open the Related Action Items activity center to view action items related to the selected action item. ● Review Related Markup Session This task is available only when you select an action item that has related markup sessions. Click to open the Related Markup Sessions activity center to view information about and preview the related markup sessions. ● Send Email Click to open a new email message in Microsoft Outlook containing the selected action item's data. When you enter information and send the message to contacts included in the action item, you can select whether to file the action item to the selected action item's Email Log. ● Delete Click to remove the selected action items from Project Center. You must be a Project Center administrator to delete action items. When an action item is deleted, the email message files and supporting document files are not deleted. ● Create Action Item Form Report This task appears when you have selected two or more action items. Click to open the Create Report dialog box to combine the forms for the selected items into one report. ● Add Similar Action Item Click to open the Identify Action Item dialog box to create a new action item based on the one selected. The new one contains most of the information from the original, except for unique identifiers such as the ID, assignees, and discussion items. Supporting documents and related items from the original are also included. See File Tasks panel. See Email Tasks panel. |
Action ItemsThis activity center is composed of the following main sections: a categories list, the action items log, and the tabs in the lower section. Category drop-down listUse this drop-down list to group action items into easily managed categories (such as All Open Action Items, All Closed Action Items, etc.). Each category in the list displays the number of action items of that type. Click a category to display the action items in the action item log. You can also choose to display action items for all project users or only action items on which you are listed as the sender or recipient. Each category is explained below.
All Action ItemsThis category lists all action items for this project. All Open Action ItemsThis category lists all open action items. Open action items can have statuses of Not Started, In Progress, or Waiting on Someone Else. All Awaiting AssignmentAction items that are not yet assigned. All Due within 8 DaysAction Items that come due in 8 days or less. All OverdueThis category lists all overdue action items. Overdue action items are still open, and are past the due date. Overdue action items are listed in red. All Action Complete Action ItemsThis category lists all action items that have a status of Action Complete (or a status that has been added as a type of Action Complete). All Closed Action ItemsAction items with a status of Completed. When you close an action item, the closed date is set automatically. Closed action items are grayed out. You can add email messages to closed action items. All Deferred Action ItemsAction items with statuses of Deferred. Deferred action items are italicized. Deferred action items are not categorized as overdue even if they are past their due date.
My Action ItemsThis category lists all of your action items for this project. My Open Action ItemsThis category lists all of your open action items. Open action items can have statuses of Not Started, In Progress, or Waiting on Someone Else. Assigned to MeOpen action items that were assigned to you. Assigned by MeOpen action items that were assigned by you. Overdue Assigned to MeOverdue action items that were assigned to you. Overdue Assigned by MeOverdue action items that were assigned by you. My Action Completed Action ItemsYour action items that have a status of Action Complete. My Closed Action ItemsYour closed action items with a status of Completed. When you close an action item, the closed date is set automatically. Closed action items are grayed out. You can add email messages to closed action items. My Deferred Action ItemsYour action items with statuses of Deferred. Deferred action items are italicized. Deferred action items are not categorized as overdue even if they are past their due date. Filter All ColumnsYou can filter by any text that appears in any of the columns. For example, if you know the subject (or part of the subject) of the action item that you are searching for (or the discipline, priority, assignee, etc.), enter at least part of the text in this field. The action item list updates automatically as you type. For example, if the action item you are searching for has the number 30 somewhere in one of the columns, enter 30 in this field. The list will be narrowed down to only action items that have the number 30 somewhere in one of the columns. You can filter each column to narrow down the list to find particular action items. Some of the filters have checkbox options, and other fields allow you type directly in them. Click to clear all filters.
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Create |
Click to open an email message in Microsoft Outlook that is linked to the selected action item. If you are using an email client other than Outlook, the email message will be created in your Drafts folder, so you have to open the message from there. A tag is added to the subject of the email indicating which project and action item the email is associated with. When the contact replies to the email, Project Center uses this tag to know which project and action item the email refers to. When you enter information and send the email message
to contacts included in the action item, you can file
it to the action item's Email
Log by clicking the Send
and File in Action Item button. After it is filed,
click |
Add |
Click to open the Add Email Messages dialog box select an email message to add to the current action item. |
Remove |
Click to remove the selected email message from the action item. |
Supporting Documents tab
The number in parentheses indicates the number of files that are attached to the action item.
Use this tab to attach files to the selected action item, and to view attached files. For example, if you create an action item regarding a drawing, you can use this tab to attach the drawing file to the action item. Also, files sent using the Add to > Action Item task from other activity centers are added to this tab.
Change Version |
If you are using an EDMS, click to select a specific version of the file to link to the action item. |
Set Order |
Click to open the Set Document Order dialog box to set the order of the documents. |
Add Files > Another Project File |
Click open the Add Supporting Documents dialog box to locate and attach a file to the action item. |
Share with External > Yes |
Click to allow the selected files to be shared with external project team members through Info Exchange. |
Remove |
Click to remove the selected supporting file from the action item. |
The left side lists the supporting files attached to the action item.
Preview tab
A preview of the selected file appears here.
Related Items tab
This tab lists all related Project Center items for the file.
Related Items tab
This tab lists all related Project Center items for the selected action item.
Create Related > Action Item
Click to open the Identify Action Item dialog box to create a new action item and link it to the current action item.
Create Related > Transfer > Via Email
Click to open the Send Files to Email Recipients dialog box to send project files via email. Nothing is logged in this tab.
Create Related > Transfer > Via Info Exchange
Click to open the Transfer Files to a Newforma Info Exchange Server dialog box to transfer project files via your Newforma Info Exchange Server and link the transfer to the current action item.
Create Related > Transmittal > Via Email
Click to open the Send Files and Create an Outgoing Transmittal dialog box to send project files via email, file an outgoing transmittal for a file transfer, and link the transfer to the current action item.
Create Related > Transmittal > Via Info Exchange
Click to open the Transfer Files and Create an Outgoing Transmittal dialog box to transfer project files via your Newforma Info Exchange Server, create a new outgoing transmittal for the file transfer, and link the transfer to the current action item.
Create Related > Contract Management> Contract Management Item
Click to open the Create Contract Management Item dialog box for the type of contract management you selected to create a new contract management item and link it to the current action item.
Create Related > Web Link
Click to open the Create Web Link dialog box to enter a web link and automatically relate it to the selected Project Center item. After it is created, the Relation Type column will indicate Web Link, and users can double-click on it to open the website.
Relate to >
Click to select an existing project item and establish a relationship between it and the currently selected action item. This gives you the ability to link two items that are related together (for example, a markup session that is related to an action item). Select Another Project Item to open the Select Project Item dialog box to locate an item that is not in the list. When you create a relationship between two items, each item's icon is added to the other item's Related Items column and tab.
Share with External
Click and select Yes to allow the selected web link to be shared with external project team members through Info Exchange.
Remove
Click to unlink and remove the selected project item from the Related Items tab.
Removing a related item from the Related Items tab does not remove it from the database.
The Relation Type column has two icons to indicate the relationship type:
● The
icon indicates that the relationship was created by a user and
can be deleted (such as an action item related to an RFI).
● The
icon indicates that the relationship was created by Project Center
and cannot be deleted (such as a transmittal or record copy related
to a submittal).
Change Log tab
This tab displays a history of the actions taken on the selected action item, including when it was created, modified, who was involved, and any details.
To access this activity center
Click Action Items from the Activities list or from the Project Home activity center.
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