Action Items

Action Items are tasks assigned to ClearVantage (CV) Users either by another CV User or automatically by the system. Action Items are linked to an Individual or Organization Notebook and track communication and correspondence with that individual or organization.

Action Items tend to be client or member-related tasks such as sending a confirmation email, calling a member, or scheduling a committee meeting. Action Items are also often used to track whether a member has completed a survey or a step in a process such as submitting certification documentation.

Actions Items on the CV Dashboard

All “Out-standing” Action Items assigned to your username will appear on the CV Home dashboard under Action Items. You can open a specific Action Item by clicking on the hyperlinked Action.

If you are a member of a group of users, you can see all Action Items assigned to that group on your CV Home dashboard by checking the “Show group items” checkbox.

Create a Single Action Item

1. From an Individual or Organization Notebook, click “Action” from the Activities dropdown menu.

   

2. This will bring up a blank Action Item already associated with the individual or organization.

   

   Note

   This screenshot displays all available field options, however fields and/or sections can be hidden or removed based on client needs.

3. Complete the appropriate fields for the Action Item.

   • Action List: General category to describe the Action Item. This is a required field. Options available in the Action List field can be created and modified by a System Administrator.

     NOTE: You can add and take away action list dropdown options from the Action Categories reference table.

   • Action Subject: A second level category to describe the Action Item. Options available in the Action Subject field can be created and modified in the Lookups Reference Table by a System Administrator.

   • Action Type: The task to be completed (Call, Email, Review, etc.). This is a required field. Options available in the Action field can be created and modified in the Action Type Reference Table by a System Administrator.

   • Due Date: Due date of the Action Item. This will default to the current date. You can change the date, but this is a required field.

   • Status: Status of the Action Item. This will default to Out-Standing. You can change the status, but this is a required field. Only outstanding Action Items will appear on the CV Dashboard of the person to whom the Action Item is assigned.

   • Priority: Priority of the Action Item. The highest priority is 1 and the lowest priority is 5. This helps in sorting Action Items by priority and is a required field.

   • Assigned To: CV User being assigned the Action Item. Action Items are assigned to the creator by default, but you can select another user from the dropdown. This is a required field.

   • Assigner: CV Online User assigning the Action Item. This field will automatically populate and cannot be changed.

   • Item Number: This is the automatically assigned Action Item number.

   • Appeal: You can select a Marketing Appeal to link to the Action Item. Appeals to appear in this dropdown are created through the Marketing module.

   • Duration: This field can be used to track the length of time spent on an Action Item.

   • Private: When selected only the Assigned To and the Assigner will be able to see the Action Item on ClearVantage Home, in Individual and Organization Notebooks, and when searching on Action Items.

     NOTE: The Private flag also works when the Assigned To or Assigner is a Group from the Users table.

4. Be sure to include text in the Request Text or Internal Comment text fields describing the task. Information entered in the Request Text field appears on your CV Dashboard and on the Actions Items tab of the Individual or Organization Notebook.

5. You can attach the Action Item to a single document, event registration or award recipient notebook via Attached Transaction. Once attached you can click on View Transaction to open the linked document, event registration or award recipient notebook. If you created the Action Item from an event registration or award recipient notebook, the Action Item will automatically attach to the source record.

6. Click on the Routing tab to review information on tracking this Action Item. You can enter additional information such as billing categories, internal dues dates and routing details on the Action Item tab and the Routing tab.

7. Click on the Documents tab to view, edit or add any documents to this Action Item. See the section on Adding Documents to an Action Item for more details.

   

Note

The “Routing” and “Documents” tabs will not become visible until after the Action Item is initially saved.

Create Action Item from Individual List

1. From the individual search window, search for the person you wish to create an Action Item for.

2. Click in the row to highlight the row blue and select the “Action” button the from the activity panel on the right.

   

3. This will open a blank Action Item window.

4. Complete the Action Item and click “Add Action Item” to save and close it.

Create Action Item and Add Individual

From an Individual List, you can create an individual and then immediately add an Action Item for that individual.

1. From the individual search window, click “Create Ind + AI” to open a blank individual notebook.

   

2. Fill out the notebook, entering all the information you know on the individual you are adding, and click the “Save” button on the bottom right-hand corner.

3. A blank Action Item record will automatically open, linking the Action Item to the new individual you just added.

4. Complete the Action Item and click “Add Action Item” to save and close it.

Create Invoice for Action Item

To create an invoice for an Action Item:

1. Open the Action Item you wish to create an invoice for and click the “Create Invoice” button on the bottom left-hand corner.

   

2. This will bring up a list of products that you can select to create the invoice. The products showing in this list are all products with a specific product type that are defined in a CVO setting. Please reach out to Euclid Support with assistance in setting up the product types.

3. You can change the price of the invoice by clicking into the Price for Invoice field and entering a new value.

   

4. Click “Create Invoice”.

5. The invoice will now be linked to the Action Item in the Invoices Tab.

   

Action Item Routing Plans

Routing plans for Action Items can be created to allow the automation of steps that a type of Action Item will follow. For example, if new member application is received, there may be several steps and several individuals to review the application prior to approval of the membership. An action item routing plan can be created to automatically apply these steps to an action item. Routing plans are created by a system administrator but can be applied by any user to an action item.

To use Routing Plans for an Action Item:

1. Click on the “Routing” tab on the top of the Action Item window and select the View/Edit Routing Plan button to open the Routing Detail windows.

2. Select the Routing Plan you wish to use from the Select/Change Routing Plan dropdown and the steps in the Routing Plan will be populated.

   

3. Click “Save Changes” to save the Routing Plan for the Action Item and you can save and close the Action Item. The current step in the Routing Plan will be displayed on the “Routing” tab.

4. To track the status and progress of an Action Item on the routing plan, open the Action Item and click on the “Routing” tab.

   

5. You can click the “View/Edit Routing Plan” button to view or edit the Routing Detail.

6. Enter any comments about the Routing Plan step in the Routing Step Comment field. Double-click in the “Step Comments” field to add a comment. When you are done adding a comment, click “Update”.

   

7. When the first step of the Routing Plan is complete, check the Complete checkbox and fill in the Completion Date. This will mark the step as completed.

8. Click “Save Changes” to go back to the Action Item.

   

9. When the entire Action Item is completed, the “Step Complete?” checkbox will be checked. The Action Item can then be searchable as completed and the Action Item will no longer appear on your CV home dashboard.

Action Item Project Tracking and Billing

The billing and project tracking categories in an Action Item allow you to track billing information and deadlines.

1. Go to the “Tracking” section in the Action Item to review information on tracking.

2. If you want to track detailed status and dealing information, you can use the following fields in the “Tracking” section.

   

3. Request Date: This field can be used to track the date of the request.

4. Internal Priority: This field displays the internal priority of this Action Item. This is tracked separately from the priority field on the Action Item.

5. Show on Web?: If your website is configured to display Action Items, you can use this field to indicate that the Action Item should be displayed on the web.

6. External Due Date: This field displays the due date from the Action Item tab.

7. Internal Due Date: This field can be used to track a due date separate from the date displayed on the Action Item tab.

8. Completion Date: This field tracks the date that the Action Item is completed.

9. Duration: This field can be used to track the duration that the Action Item has been open.

10. If you want to track billing information, you can use the following fields in the “Billing” section:

    

11. Billing Category: You can select a billing category from the dropdown. Options include “NOCHARGE”, “FIXED”, “HOURLYRATE”, “FLAT”, and “HOURLYCAP”. These values are hard coded and require an update to the application to be changed.

12. Product/Job Code: You can select any active Product in CV from the dropdown.

13. Hours Budgeted: You can track the budgeted hours for an Action Item.

14. Hours to Bill: This field can be used to track the hours spent on the Action Item which should be billed. Click “Get Hours” to populate the field with the total hours tracked to this Action Item from all CV timesheets.

15. Amount to Bill $: This field can be used to track the dollar amount that should be billed for the Action Item.

16. Billed?: This field can be checked when an Action Item has been billed.

17. Once you have completed the fields you wish to use, click “Save” to save and close the Action Item.

Adding Documents to Action Items

Documents can be linked to Action Items to help you track additional information related to an Action Item. CV can be configured so that you can attach a document to the Attach Transaction field or to a Documents tab in the Action Item or to both.

To attach a document to an Action Item:

1. Open the Individual or Organization Notebook to which you want to attach the Action Item.

2. Click on the “Documents” tab in the notebook.

3. Add a document to the Individual or Organization Notebook. Detailed instructions for adding a document to an Individual or Organization Notebook can be found in the “Basics” user guide.

4. Once the document is added to the Individual or Organization Notebook, click on the “Action Item” tab.

5. Open an existing Action Item or create a new one.

6. To attach a document using the “Attached Transaction” field:

   1. In the Transaction Type drop-down, select Document.

   

   1. Click on the “Set Transaction Num” button to attach the document.

   2. Once saved you can click on the “View Transaction” button to view the linked document.

   

7. Or, to attach one or more documents using Documents tab:

   1. Click on the “Documents” tab.

   

   1. Click the “Attach Document” button. All documents linked to the Individual or Organization will be available to link to the Action Item.

   2. Click on the document you wish to link to the Action Item.

   3. You can link another document to the Action Item, or you can click “Save” to save and close the Action Item.

Searching Action Items

By searching, you can easily check on the status of all Action Items assigned to any CV User. You can also search for Action Items based on categories or specific words in the comments. This allows you to track what work has been done and what type of follow up is needed.

1. Select the “Administration” dropdown from the Main Menu and click “Search Action Items”.

2. Select the “Search By” criterion from the dropdown and enter search criteria in the “Search for” field and click “Go” to create the Action Item list.

   

3. You can also click on the Quick Find searching tool to open the Action Items search window.

   

4. Enter the criteria you would like to search. Select “Reset” to clear all search criteria.

   

5. To search for Action Items created on a particular date, enter the date in both the “Assigned Date After” and the “Assigned Date Before” fields.

6. Select “Search” to view the Action Items based on your search criteria.

Status of Action Item

All “Out-standing” Action Items will display on the CV Home dashboard of the Action Owner until the status is updated to a category other than “Out-standing” (“Attempted Call”, “Cancelled”, “Completed”, “Reassigned”). Upon completion of an Action Item, be sure to change the status of the Action Item to “Completed” so that it can be tracked properly in searches and reports, as well as for other users that may access the record.