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Action items

An action item is an actionable activity for someone to take away and complete after a meeting. Typically a single person is responsible and accountable for completing an action item however it’s also possible that multiple people are assigned to an actionable activity.

Action items can integrate with external task systems such as Microsoft To-Do and Google Tasks.

Adding action items


Action items can only be added to a meeting, on the meeting details page. They cannot be added directly to a series. They can be added to a specific discussion topic, or to the meeting if not related to a specific topic.

In the minutes of a discussion topic

Action items can be added inline during entry of the minutes (meeting notes). By default it will not have a due date however this can be changed in the Action items section below the meeting notes.

This provides the best method of later understanding the context of the action item as there will be a link directly back to this discussion topic.

Add inline action items

A

Action items can be added inline during entry of the minutes (meeting notes) by typing @[name].

Tip: The action item title is marked with strikethrough and a ticked checkbox when completed.
B

All action items for the topic are displayed below the minutes content. Click the title, due date or assignee to change it.

C

Action items can be added to the topic without using the inline method. See the section To a discussion topic below.



Refer to the Inline action items section of the Editing topics help guide for more information.

To a discussion topic

Action items can be added to a discussion topic in the Action items section of the Agenda/Minutes tab.

This provides the next most precise method of understanding the context of an action item as there will be a link directly back to this discussion topic.

Type a topic name in the Add an action item box and press enter.

Tip: By default, the action item will be assigned to you and will not have a due date. These details can be changed after the action item has been added.


Action items that do not relate to a specific discussion topic can be added on the Action Items tab of a meeting.

Type a topic name in the Add an action item box and press enter.

Tip: By default, the action item will be assigned to you and will not have a due date. These details can be changed after the action item has been added.


During the Action Item Review

Action items can be added into the New action item section whilst doing the Action item review on a meeting.

Type a topic name in the Add an action item box and press enter.

Tip: By default, the action item will be assigned to you and will not have a due date. These details can be changed after the action item has been added.

Viewing and updating action items


For a discussion topic

Action items added to a discussion topic can be viewed in the Action items section of the Agenda/Minutes tab.

Add action item to topic

A

Click the title or due date to edit the details, or just click the checkbox to complete/uncomplete it.

Tip: Action items that are complete cannot be changed. You must uncomplete it if you wish to change the title or due date.
B

Click the avatar to assign the action item to other attendees in the meeting.

C

Click No due date, or the current due date, to assign a due date.

Tip: Click the trash icon to remove a due date once set.
D

To add a new action item, type the action title and press enter.

E

Action items can be assigned to multiple attendees. Click user names to select attendees manually from the dropdown options or click Select all to assign to all, or click Assign to just me to assign to just yourself. Bear in mind - it is only a single action item, so when one person marks it complete - it is complete.


For a meeting

The Action items tab of the meeting details page displays all action items for the current meeting, as well as providing access to action items from all prior meetings in the series.

add action item to action tab

A

Action items created in this meeting.

B

Action items for all prior meetings in the series.

C

To add a new action item, type the action title and press enter.

Tip: Click to open the specific minutes topic where the action item was created.


During the Action Item Review

The Action item review is a special topic added to each meeting to give details of all action items still open from previous meetings, any action items closed since the previous meeting, and any action items that have been linked from another meeting.


My action items

Open action items assigned to you can be viewed on My action items dashboard.

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Linking action items for discussion across meetings


You may find it useful to discuss an action item with another person, in another meeting. When you Link the action item to another meeting, it will be displayed during the Action item review for the other meeting, reminding you to discuss it.

To link the action item to another meeting, choose Link from the Action item’s Action menu.

Link action item

Select the meeting that you would like to discuss the action item in and click Link to save.

Action item linked

Once the action item is linked to another meeting it will display with a link icon icon next to the action item topic. Clicking the link icon in the source meeting will open the next meeting that the linked action item will be discussed in. Clicking the link icon from within the linked meeting will open the original source meeting where the linked action item originated.

Tip: The action item will continue to appear in the linked meeting’s Action Item Review until it is unlinked

You can edit the linked action item from the linked Action item’s Action menu. Here you can change the link to a different meeting, or remove the link.

Edit linked action item

Tip: If you delete the Action item it will automatically unlink and remove the Action item from the Action Item Review of the linked meeting.

Remove linked action items

To remove the link, click Remove link from the linked Action item’s Action menu.

Edit linked action item

Tip: If you delete the Action item it will automatically unlink and remove the Action item from the Action Item Review of the linked meeting.

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Create action item as a new topic


If you wish to expand the discussion of an action item to a full agenda topic, you can choose Create as new topic from the Action item’s Action menu. A new topic will be created in the current meeting and is ready for you to start entering content immediately.

create action as new topic


Delete an action item


An action item can be deleted using the Delete option in an Action item’s Action menu.

Delete action item

Tip: Deleting an action item is permanent - once you confirm the deletion it will never be returned to your list.
Note:
An action item can only be deleted if you have Write access.

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Add comments to an action item


You can view the comments on the action item by clicking the comments icon.

Comment to action item

Choosing “close this action item” will close the action item at the same time as adding the comment.

Tip: Deleting a comment is permanent and there is no delete confirmation.
Tip: Comments can be added if the action item is assigned to you, or can be added/deleted if you have Write access to the meeting.

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