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 and track communication and correspondence.

Action items tend to be 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.

Create an Action Item

1. From an individual or organization notebook, click "Action" from the Activities dropdown menu.

   

2. This opens a form to create the new action item, with member fields pre-filled with their information.

   

   Note

   The image above displays all available field options, however fields and/or sections can be hidden or removed based on the association's needs.

3. Enter information in the appropriate fields and sections:

   • Action List*: The value in the Action List categorizes the action item. This is a required field. A system administrator can create and modify the available options. For details on managing Action List options, see the "Action List" section of this guide.

   • Action Type*: The task to be completed (Call, Email, Review, etc.). This is a required field. Options available in the "Action Type" field can be managed 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.

   • Action Subject: A second level category to describe the Action Item. Options available in the "Action Subject" field can be managed in the "Lookups" reference table, under the "ACTIONSUBJECT" category, by a system administrator.

   • Assigned By: CV Online User assigning the action item. This field will automatically populate and cannot be changed.

   • 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 checked, only the users/groups listed in the "Assigned To" and the "Assigned By" fields will be able to view the action item throughout CV.

   • Request Text & Internal Comment: Include text in the "Request Text" or "Internal Comment" 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.

   • Attached Transaction: This section can be used to link the action item to a member's abstract, award, committee, document, event, registration, or opportunity.

4. Click "Add Action Item" to create the action item for the individual or organization.

Once the action item has been created, more tabs will be available in the action item notebook.

• Routing: Review the information of assigned routing plan and the current step the action item is on. See the section Routing Plans for more details.

• Questions: The questions shown are based on the "Action List" value of the action item. The answers to the questions are text only. These questions are intended to gather relevant information related to the action item or its associated process. See the section Action Lists for more details.

Note

The questions are intended solely to gather specific, contextual information related to each individual action item. They are not designed or intended to function as a survey tool. The data collected through these questions is not structured or stored in a way that supports broader data analysis, reporting, or visualization (e.g., charts or graphs). If you are looking to conduct a survey or collect data for analytical purposes, please use the survey tool.

• Documents: Attach documents to this action item. See the section Attaching Documents for more details.

• Awards: Attach awards to this action item. See the section Attaching Awards for more details.

• Invoices: View a list of invoices tied to the action item. See the section Create Invoice for more details.

Create an Action Item from a List

1. From the individual or organization list, search for the individual or organization you wish to create an action item for.

2. Select the row to highlight it and click 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 form and click "Add Action Item" to create it.

Action items can also be created from a member's award notebook, a committee member notebook, or group member notebook. In this case, the action item is attached to the record, by pre-filling the "Attached Transaction" section with the record ID, and created for the member associated with the record.

Add Individual and Create Action Item

From an individual list, you can create an individual and then immediately add an action item for the new individual.

1. From the individual list, 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 notebook 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 create it.

Action Lists

The "Action List" categorizes the action item and sets what the default routing plan will be for the action item, as well as the default assignee. This field is not to be confused with the "Action Type" field, which states the task to be completed on the action item. On the web, members can select the action list that their request is for which will help assign a default assignee and default route plan when the action item is created.

Add an Action List

To add a new action list option:

1. From the main menu, click "Admin" and select "Edit Action Lists". A list of the available action list options will show.

   

2. Click on the "Add Action List" button on the "Activities" panel on the right of the list.

   

3. A new "Add Action List" tab will be created with an empty form. Enter information into the required fields:

   • Action List CD: The code for the new action list.

   • Title: Title of the new action list.

   • Type: The type of action list.

   • Status: If active, the action list will be visible on the web for members.

   • Company: The company this action list is for.

   • Default To: The default assignee that will be assigned when an action item is created with this action list assigned.

   • Default Routing Plan: The default routing plan that will be assigned when an action item is created with this action list assigned. See the section Routing Plans for more details.

   • Questions Instructions: Enter the instructions to help the user, or member, in answering the questions.

   • Questions 1-20: Each action list has 20 questions that can be used to gather relevant information related to the action item that the action list is assigned to or its associated process. The questions are text only.

   Note

   The questions are intended solely to gather specific, contextual information related to each individual action item. They are not designed or intended to function as a survey tool. The data collected through these questions is not structured or stored in a way that supports broader data analysis, reporting, or visualization (e.g., charts or graphs). If you are looking to conduct a survey or collect data for analytical purposes, please use the survey tool.

After creating a new action list, the "Action Item Instructions" field will be available to update. This field is intended to be used on the web to help the member complete the action item.

Edit an Action List

To edit the "Action List" options:

1. From the main menu, click "Admin" and select "Edit Action Lists"

   

2. Click on the name of the action list under the "Action List CD" column to view and update the action list information.

Delete an Action List

To delete an action list record:

1. Select the row of the action list record you wish to delete.

2. Click the "Delete Action List" button in the "Activities" panel to the right of the list.

   

3. If the selected record is not assigned to an action item, a confirmation dialog will show for you to confirm the record to be delete. Click "Yes" to delete the action list.

   

Tracking and Billing

The tracking and billing sections in an action item allow you to track billing information and deadlines.

If you want to track detailed status and dealing information, you can use the following fields in the "Tracking" section:

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

• Internal Priority: This field displays the internal priority of this action item. This is tracked separately from the priority field on the action item.

• 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.

• External Due Date: This field displays the due date from the action item tab.

• Internal Due Date: This field can be used to track a due date separate from the date displayed on the action item tab.

• Completion Date: This field tracks the date that the action item is completed.

• Duration: This field can be used to track the duration that the action item has been open.

If you want to track billing information, you can use the following fields in the "Billing" section:

• 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.

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

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

• 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.

• Amount to Bill $: This field can be used to track the dollar amount that should be billed for the action item.

• Billed?: This field can be checked when an action item has been billed.

Once you have completed the fields you wish to use, click "Save" to save the updates to the 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.

Create Invoice

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.

   

Attaching Documents

Documents can be linked to an action item to help you track additional information related to an action item. Documents can be attached to the action item by using the "Attach Transaction" section or through the action item "Documents" tab.

Note

To attach a document to a member's action item, the document will first need to be added to the individual's or organization's notebook.

To attach a document to an action item using the "Attach Transaction" section:

1. Open an existing action item and scroll to the "Attach Transaction" section.

2. In the "Transaction Type" drop-down, select "Document".

   

3. Click on the "Set Transaction Num" button to select the document to attach to the action item.

   Note

   The documents list will only show documents that belong to the action item member and are attached to the member's record.

4. Once saved, you can click on the "View Transaction" button to view the linked document.

   

To attach one or more documents using "Documents" tab:

1. Click on the "Documents" tab.

   

2. Click the "Attach Document" button.

   Note

   The documents list will only show documents that belong to the action item member and are attached to the member's record.

3. Click on the document you wish to link to the action item.

4. You can link another document to the action item, or you can click "Save" to save and close the action item.

Attaching Awards

Awards can be linked to an action item to help you track additional information related to an action item. Awards can be attached to the action item by using the "Attach Transaction" section or through the action item "Awards" tab.

Note

To attach an award to a member's action item, the award will first need to be added assigned to the individual or organization that the action item is for.

To attach an award to an action item using the "Attach Transaction" section:

1. Open an existing action item and scroll to the "Attach Transaction" section.

2. In the "Transaction Type" drop-down, select "Award Recipient".

   

3. Click on the "Set Transaction Num" button to select the award to attach to the action item.

   Note

   The awards list will only show awards that belong to the action item member and are assigned to the member's record.

4. Once saved, you can click on the "View Transaction" button to view the linked award.

   

To attach one or more awards using "Awards" tab:

1. Click on the "Awards" tab.

   

2. Click the "Attach Award" button.

   Note

   The awards list will only show awards that belong to the action item member and are assigned to the member's record.

3. Click on the award you wish to link to the action item.

4. You can link another award 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.

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.

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.