MinuteMe

How can we help you today?


Action items

An action item is an actionable activity for someone to take away and complete after a meeting. A single person is responsible and accountable for completing an action item.

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

On this page we describe:
  1. Adding action items
  2. Viewing action items
  3. Linking action items for discussion across meetings
  4. Creating a new discussion topic from an action item
  5. Updating action items
  6. Deleting action items
  7. Adding comments to an action item

Adding action items


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

In the minutes

Action items can be added in-line during entry of the minutes (meeting notes) by typing @<name>. Any text on the line will be converted automatically to an action item. 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.

in-line action item

A

On the green occurrence tab, choose the Agenda/Minutes tab for action items that relate to a specific discussion topic.


B

Action items can be added in-line during entry of the minutes (meeting notes) by typing @<name>. Any text on the line will be converted automatically to an action item. By default it will not have a due date however this can be changed in the Action items section below the meeting notes.


Tip: The action item is marked with strikethrough @name Action item when closed.

C

Action items created from the in-line method are displayed below the minutes content. Click an action item to change it.


D

Action items can also be added to the topic without using the in-line method. See the section To a discussion topic below.

Note:
If an in-line action item is deleted from the minutes (meeting notes), the action item must be manually deleted from the occurrence.

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.

Add action item

A

Type Action title

B

Add new action item row

C

Initially there is no due date for an action item. Click the calendar icon to assign the due date.

D

Initially the action item is assigned to you.


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

Occurrence action item

A

Action items can be filtered by open and complete items by clicking the category.

B

Click the action item to edit the details, or just click the checkbox to complete/uncomplete it.

C

Add the title for a new action item - click to add a due date. Press enter or click outside the box to Save.

D

Click to add a new action item.


During the Action Item Review

Action items can be added into the NEW category whilst doing the Action Item Review on an occurrence.
back to top


Viewing action items


Via Meeting

The Action Items tab of the Meeting details page shows all action items across all occurrences of the meeting. This provides the best summary of all open (incomplete) action items for the meeting.

Action items can be updated here but cannot be created here. Just click on the action item’s description, date or assignee to be able to change it.

Action item via meeting

A

Action items are grouped by the occurrence they were created in. Click the occurrence title to open the Action items tab of the occurrence.


B

Click the action item to edit the details, or just click the checkbox to complete/uncomplete it. Click the to open the specific minutes topic where the action item was created.

Via meeting occurrence page

The Action Items tab of an occurrence shows all action items across all topics of the discussion. This provides the best summary of all open (incomplete) action items for the occurrence.

Action item via occurrence


Via Action Item Review

A special topic called the Action Item Review appears on occurrences that are set to automatically include previous action items for review during the meeting. The special topic gives details of all action items still open from previous occurrences, any action items closed since the previous occurrence, and any action items that have been linked from another meeting.

ACtion item review

A

Action Item Review special topic


B

Open action items from any previous meeting


C

Action items that have been completed since the last meeting


D

Action items that have been linked from another meeting


E

New action items that have been created during the Action Item Review in the current meeting

Via My action items

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

back to top

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

A

Select the meeting that you would like to discuss the action item in


B

Click Link to save

Action item linked

Once the action item is linked to another meeting it will display with a link icon next to the action item topic. Clicking the link icon in the “source” meeting will open the next occurrence 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 Edit link option in 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

To remove the link, using the Link Action item modal click the X to delete the currently selected meeting, and the save button will change to Unlink. Click Unlink to remove the link to the other meeting.

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.

back to top

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 as topic

Updating action items


An action item can be edited by clicking on the description, due date or assignee’s initials, or marked as complete (or incomplete) by clicking the checkmark.

Update action item

A

Click an action item to switch it into edit mode to be able to change the details. Press the Enter key or click anywhere outside of the Action item’s box to apply any changes. To undo your changes, press the Esc key.


B

View and edit the comments on the action item


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 occurrence.

back to top


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.

back to top


Add comments to an action item


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

Comment

A

The Action item’s name and assignee are displayed.


B

Click to Delete a comment


Tip: Deleting a comment is permanent and there is no delete confirmation.

C

Add a text comment.


D

Click Add Comment to save the new comment.


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 occurrence.

back to top