Managing Action Items

All action Items for an association are managed on the Portfolio > Action Items screen: If you are using universal navigation, click Tasks > Action Items > Action Items.

Action Items can be created directly as one-offs for a specific person from the Portfolio > Action Items screen or are automatically created from a Maintenance Calendar or Management Plan and displayed on the Portfolio > Action Items screen. If you are using universal navigation, click Tasks > Action Items > Action Items. If you are using universal navigation, click Tasks > Action Items > Action Items.
Action Items are automatically assigned to the association manager if they come from the management plan.

Creating Actions Items

Select Portfolio > Action Items. If you are using universal navigation, click Tasks > Action Items > Action Items.
On the Action Items screen, select the appropriate association or All associations.
Click New to add an Action Item.
On the New Action Item screen, complete the following:
- Action Item Type: Select the task type, Board Action Item or My Action Item.
- Assign To (Mgmt. Co.): Select the user’s name from the dropdown list if the Action Item is being assigned to someone other than the current user.
- Action Item Category: For Board Action Item only. Select a category from the dropdown. Set up under System > Drop Down Options/ Drop Down List: Board Task Categories. If you are using universal navigation, click Settings > General > Drop Down Options.
- Delegated To: For My Action Item Only. To delegate an Action Item to someone else for any reason, select the user’s name from the dropdown list. This allows users to maintain track of the Action Item while allowing another user to be involved.
- Start By Date: Enter a start date for the Action Item that is on or after the current date.
- Due Date: Enter or select the due date for the item.
- Status: Select a status from the dropdown. Set up under System > Drop Down Options, Drop Down List: Portfolio Action Item Status. If you are using universal navigation, click Settings > General > Drop Down Options.
- Homeowner (optional): For Board Action Item only. Select the appropriate Homeowner, if applicable.
- Action Item Name: Enter a title for the Action Item.
- Description: Enter a detailed description for the Action Item.
- Action Item Attachments: Click Browse, locate to the file to be added, and click Open. The maximum file size for attachments is 10 MB.
Click Save:

Searching for Actions Items

Action Items are searchable from the Action Items screen using any of the following criteria:

Action Item Name
Assigned To
Delegated (My Action Items only)
Start By (My Action Items only)
Created (Board Action Items only)
Due By
Status

To search for Action Items, enter the criteria in a search field in the green header bar and click Refresh. To see the entire list, click Clear in the green header bar.

Filter the screen to Show Only My Action Items by selecting the checkbox or selecting a View option.

Fields can be reordered by clicking on the column heading.

The date in the Due By column is red when an action Item is past due.

Editing Action Items

Select Portfolio > Action Items. If you are using universal navigation, click Tasks > Action Items > Action Items.
On the Action Items screen, select the appropriate association or All associations.
Click on the Action Item Name hyperlink to open the Edit Action Item screen for that Action Item.
Edit the information as needed.
- To add Action Item notes, see Adding Action Item Notes.
- To add Action Item attachments, see Adding Action Item Attachments.
Click Save.

Adding Action Item Notes

Notes can be manually added or deleted from Action Items. Any changes to an Action Item’s Due Date, Assign To, or Status will result in an Action Item note automatically created for that Action Item.

Select Portfolio > Action Items. If you are using universal navigation, click Tasks > Action Items > Action Items.
On the Action Items screen, select the appropriate association or All associations.
Click on the Action Item Name hyperlink to open the Edit Action Item screen for that Action Item.
Click Add.
On the Add Note popup, complete the following:
- Date: Defaults to today’s date.
- Public: Select an option if the note should not be public or the note should be included on reports.
- Subject: Enter the subject of the note from 5 to 255 characters long.
- Note: Enter the body of the note from 5 to 2000 characters long.
- Note Attachments: Click Browse, locate the file to be added, and click Open. The maximum file size for attachments is 10 MB.
Click Save.

Adding Action Item Attachments

You can add attachments such as pictures to Action Items, e.g., a photo of a repair item or a violation.

Select Portfolio > Action Items. If you are using universal navigation, click Tasks > Action Items > Action Items.
On the Action Items screen, select the appropriate association or All associations.
Click on the Action Item Name hyperlink to open the Edit Action Item screen for that Action Item. If the item already has an attachment, it may be listed in the Notes section at the bottom of the screen, and a checkbox will be to the left of the Date column.
Click Manage next to All Attachments to open the Manage Attachments popup.
Click Browse, locate to file to be added, and click Open. The maximum file size for attachments is 10 MB.
Select the file(s) to attach
Click Save.

Closing Action Items

You can close Action Items you created or those delegated to you.

NOTE: To close Action Items delegated to you, the Allow Delegates to Complete Action Items toggle on the Settings tab of the System > Company Profile screen must be enabled. If you are using universal navigation, click Settings > General > Company Profile (Settings tab).

Select Portfolio > Action Items. If you are using universal navigation, click Tasks > Action Items > Action Items.
On the Action Items screen, select the appropriate association or All associations.
Search for (see Searching for Actions Items) and select the checkbox next to the Action Item to close.
Click Completed.
On the Completed Task popup, select Completed in the Status field, enter a Note (5 to 2000 characters long), and click Save.

Reopening Action Items

Select Portfolio > Action Items. If you are using universal navigation, click Tasks > Action Items > Action Items.
On the Action Items screen, select the appropriate association or All associations.
Select Only Completed Action Items in the View dropdown, then click Refresh.
Click on the Action Item Name hyperlink for the Action Item to reopen.
On the Action Item screen, click Reopen.
On the Reopen Task popup, select a status in the Status field, enter a Note (from 5 to 2000 characters long), and click Save.