Action Items Quick Reference Guide - Newforma

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Action Items Quick Reference GuideThis topic provides a reference for the action items.PurposeNewforma action items allow the project team to maintain a task list specific to the project which can be easilyaccessed from inside and outside the office.AudienceInternal and external project team members.Key Features Internal team members can access project action items from a central list and contribute updates or generatereports from the activity center or remotely through the Info Exchange web site. External team members receive email notifications for action items they are involved in and access the itemsvia Info Exchange. Any email correspondence, markup or supporting document associated with the action item can beelectronically linked to it, providing a permanent connection and audit trail of all related information. Newforma 2015Page 1

Action Items Quick Reference GuideTo create a new action item from the activity center1.In the Action Items activity center, select Identify Action Item from the Tasks panel.2.In the Identify Action Item dialog box, fill in the subject.3.Select Assigned To to open the Choose a Project Team Member dialog box and assign the item.4.Check the box next to Send Change Notification Email to notify team members that they are assigned to theaction item.5.Select Create to create the action item.If the Send Change Notification Email box is checked, Newforma creates a notification emailfor you to review and send. Look for the Microsoft Outlook icon flashing in the Windows toolbarindicating the email is ready to send. Click Send and File in Action Item to send the email andfile it on the Email Log tab. Newforma 2015Page 2

Action Items Quick Reference GuideTo create a new action item from OutlookYou can create action items directly from an email message.1.In Outlook, highlight the email you want to file as an action item, then select the drop-down arrow for the File inProject button in the Project Center Add-In for Microsoft Outlook toolbar. Select File As from the dropdown menu.2.In the Select Project dialog box, double-click on the corresponding project to select it.3.In the File As dialog box, select the New Item radio button and Action Item from the Project Item Type list.Select OK.4.The Identify Action Item dialog box appears. Note that the information from the email has been pulled in,saving data entry time. The email is logged with the action item and any files attached to the email appear on theSupporting Documents tab. Modify any information as needed following the instructions above and selectCreate to save. Newforma 2015Page 3

Action Items Quick Reference GuideModify / update action item1.Select an action item in the Action Items activity center and select Modify in the Tasks panel.2.Update any information in the Modify Action Item dialog box as needed. For example, change the Status oradd information on the Description tab. Select the Send Change Notification Email checkbox to notify theperson who assigned the action item of any changes. Select OK to save. Newforma 2015Page 4

Action Items Quick Reference GuideTo run an action items reportTo run a report of action items from the activity center, follow these steps.1.Filter the Action Items activity center log in whatever way is needed to only see the action items you want in thereport. For example, if you want to find action items that are not started, select the filter icon in the Statuscolumn and check Not Started, then select Filter.2.Next, if you want to add or remove columns, right click over the column headings. Check the columns you want todisplay and deselect the columns you want to remove from the grid.3.You can also drag columns to rearrange them, or click a column header to sort.4.Once you have filtered and arranged columns as needed, select Create Report in the Tasks panel. Newforma 2015Page 5

Action Items Quick Reference Guide5.In the Create Report dialog box, review the options on the Report Type tab and modify anything as needed.Select the type of output you want. Select the Formatting tab to set other options as desired, then select OK togenerate the report. Newforma 2015Page 6

Action Items Quick Reference GuideTo view action items on Info ExchangeBoth internal and external project team members can add and/or update action items from the Info Exchangewebsite.1.Log into the Info Exchange website and select the project. In the Project Home page Shortcuts View section,select Action Items (you can also select View Project Information Action Items from the menu bar).2.To update or modify an action item, select thebutton to the left of the action item. Add or change anyinformation as needed. Any changes are updated automatically in Project Center.3.To add a new action item, select Add Action Item in the Action Items log. Fill out the information in the AddAction Item dialog box as desired.4.If you assigned the action item to someone, select the Send Change Notification Email checkbox to notify theteam members assigned. Select Save and Close to create the action item.5.At the Send Email dialog box, fill out any additional information and select Send. Newforma 2015Page 7

Action Items Quick Reference Guide Newforma 2015 Page 4 Modify / update action item 1. Select an action item in the Action Items activity center and select Modify in the Tasks panel. 2. Update any information in the Modify Action Item dialog box as needed. For example, change the Status or add information on the Description tab. Select

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