Overview
Action Items let you track tasks, hazards, and follow-ups across your sites and assign them to workers. Use this area to create new Action Items, monitor their progress, manage the ones assigned to subcontractors, and organize the types of items your team can create.
This page explains each tab, what the action icons do, and how to create and edit an Action Item. Use it when you need to assign work, follow up on open items, or set up the categories your team selects from.
Tabs
Submitted tab
The Submitted tab lists the Action Items created by your team. This is your main working view for creating and tracking items.
From here you can:
- Click Create Action Item to add a new item. This collects the base details you enter and adds the item to the table for tracking.
- Use the action icons on each row to open, share, edit, or archive an item.
Action icons
Each row in the Submitted and Subcontractor tabs has a set of action icons.
Open in browser
Opens the Action Item so you can add comments and mark it as completed.
Use it when: you need to add comments or close out an item.
Note: This is where you mark an Action Item complete. Even after the status is Complete, you can still add comments through this icon.
Share
Shares the item with the workers you select. Each worker you share with is also added as an assignee on the Action Item.
Use it when: you want to bring another worker onto an item.
Note: When a worker is newly assigned, they receive the Action in the Inbox of their mobile app.
Edit
Opens the core details of the Action Item for editing. See the field list below.
Use it when: you need to change an item's details or attach a file.
Archive
Moves the Action Item out of the Submitted tab and into the Archived tab. The icon then changes to Un-archive. Nothing is deleted, and you can restore the item at any time.
Use it when: an item is resolved or no longer needs to appear in your active list.
Editing an Action Item
Click the Edit icon to open these fields. Three fields are required: Assign to, Type, and Describe Action.
Site (optional)
The site this Action Item relates to.
Use it when: the item is tied to a specific job site.
Assign to (required)
The worker responsible for the Action Item. The assigned worker receives it in their mobile app Inbox.
Use it when: always. Every item needs an owner.
Type (required)
The category of the Action Item, such as Hazard or Incident. Types are managed in the Types tab.
Use it when: always. Select the category that best fits the item.
Due Date (optional)
The date the Action Item should be completed by.
Use it when: the item has a deadline.
Attach File (optional)
Adds a supporting file, such as a photo of a hazard, to the Action Item.
Use it when: a photo or document helps explain the item.
Priority (optional)
Sets how urgent the Action Item is.
Use it when: you want to flag urgency for the assignee.
Describe Action (required)
A description of what needs to be done.
Use it when: always. Tell the assignee what the item involves.
Subcontractor tab
The Subcontractor tab works the same way as the Submitted tab, but it shows the Action Items assigned to a subcontractor's workers.
Archived tab
The Archived tab holds every Action Item you have archived. Archived items are removed from the Submitted tab but are never deleted.
To restore an item, open the Archived tab and click the Un-archive icon on its row. The item returns to the Submitted tab.
Tip: If an Action Item disappears from your Submitted tab, check the Archived tab. It was most likely archived rather than deleted.
Types tab
The Types tab lists the categories available when creating an Action Item. Use it to manage these categories, rename them, and add new ones.
For example, Hazard, Incident, Repairs, and Quality can each be added as a Type.
Each Type can be toggled Active or Inactive. When a Type is Active, it is available for team members to select when creating a new Action Item. Setting a Type to Inactive hides it from that list without removing it.
What Happens Next
After you create or save an Action Item, it appears in the Submitted tab table. The worker you assigned receives the Action in the Inbox of their mobile app.
From there, the assigned worker can view the item and work on it. The item stays in the table until it is marked complete or archived. Marking an item complete keeps it in the table with a Complete status, where you can still add comments. Archiving an item moves it to the Archived tab, where it can be restored at any time.
Frequently Asked Questions
Why can I not see Action Items at all?
Action Items are available to Full Access and Site Access users. If you cannot see the area, confirm your access level with your administrator.
An Action Item disappeared from my Submitted tab. Where did it go?
It was most likely archived. Open the Archived tab to find it, then click Un-archive to move it back to Submitted. Nothing is ever deleted by archiving.
Which fields are required to save an Action Item?
Assign to, Type, and Describe Action are required. Site, Due Date, Attach File, and Priority are optional.
Can I still add comments after an item is marked complete?
Yes. Use the Open in browser icon. You can add comments even when the status is Complete.
What happens to the worker when I share or assign an item?
The worker is added as an assignee and receives the Action in the Inbox of their mobile app. Sharing with a worker also assigns them to the item.
I created a Type, but it does not appear when creating an Action Item. Why?
Check that the Type is set to Active in the Types tab. Inactive Types are hidden from the selection list until they are set back to Active.