HighPoint User's Guide - Forum
4.3 Action Items
WHAT IT IS: A place to assign and track tasks and action items.
HOW TO GET THERE:
1. On My Desktop, click on Tasks (Figure 5-35).
Figure 5-35. Resources: Action Items: Task Link on My Desktop
2. Select Action Items from the Resources drop-down menu.
HOW IT WORKS: Action items are stored in a database. All members can create and view action items, but only the assignor, assignee, root users, and administrators can edit the action item.
4.3.1 Assigning an Action Item
1. On the action items screen (Figure 5-37), click on (Add New Task).
Figure 5-37. Resources: Action Items: Add New Task
2. Use the drop-down menus and text fields on the Add New Task screen (Figure 5-38) to create and assign the action item. The button opens a calendar you can use to select dates. The Send a copy of the task to assignee check box will send an email to the assignee letting them know they've been assigned a task. The Send me (the originator) a status when completed check box will send you an email when the task record is updated.
Figure 5-38. Resources: Action Items: Add New Task Screen
3. Click Save to enter the task in the task items database or Cancel to cancel creating this task.
4.3.2 Responding to (Editing) a Task or an Action Item
1. Go to the action items screen by clicking on the Subject link on My Desktop (Figure 5-39) or selecting Action Items from the Resources drop-down menu.
Figure 5-39. Resources: Action Items: Action Item Subject Link
2. Click on (Edit) (Figure 5-40) to open the database record for the action item.
Figure 5-40. Resources: Action Items: Edit Link
3. Use the Action Taken text field (Figure 5-41) to describe what actions you've taken to close the action item. Use the Percent Complete drop-down menu to estimate how complete the action items is.
Figure 5-41. Resources: Action Items: Edit Action Item
4. When done, click on Save to update the database record or Cancel to return to the main action items screen.
4.3.3 Closing an Action Item
To close an action item:
1. Edit the action item and set the Status to Closed using the drop-down menu (Figure 5-42).
Figure 5-42. Resources: Action Items: Closing an Action Item
2. Set the Percent Complete to 100% using the drop-down menu (Figure 5-43).
Figure 5-43. Resources: Action Items: Closing an Action Item
3. Enter any final Actions Taken (Figure 5-44) and click on Save.
Figure 5-44. Resources: Action Items: Closing an Action Item
Once an action item is closed, it will be listed in the Closed Tasks (Archive) section of the main action items screen (Figure 5-45).
Figure 5-45. Resources: Action Items: Closing an Action Item
4.3.4 Searching Action Items
To search within the action items database (for example, to find all open action items or action items assigned to a specific member):
1. Click on (Search) on the main action items screen (Figure 5-46).
Figure 5-46. Resources: Action Items: Search Action Items
2. Enter your search criteria on the Search Tasks screen, then click on the search button (Figure 5-47).
Figure 5-47. Resources: Action Items: Search Tasks Screen
3. The search results screen (Figure 5-48) will list all tasks that match your search criteria.
Figure 5-48. Resources: Action Items: Search Results Screen
