PeopleMatter: Administrators: What is an Action Item? How do I Create an Action Item? (video)

What is an Action item?

Actions Items are a great way for Administrators to:

• Notify Team Members of New Requirements,
• Provide Team Members with New Information, and
• Send Documents to Team Members and Require e-Signature.

Action Items can take the following formats:

• Acknowledge a Message
• Read a Document
• Watch a Video
• Link to Something

Action Items can also block a team member’s access to their account until the item is complete.

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To create an Action Item

• Select WorkSpaces
• Under your organization's name, select Administrator
• Select Action Items on the right-hand side of the page
• Select Create New Action Item

Fig.1 - Action Items on home tab

The form will open on the left. All fields with a blue asterisk are required. Enter the following information:

• Title - Notice you can create a Spanish version of the Action Item
  Please note: We will not translate this information for you; you will need to enter the text in Spanish if you choose to use this feature
• Description or Directions
• What do you need the receiver to do? There are four options:
  • Acknowledge a Message - Use this if you want the Team Member to confirm they have read the new information. Enter the Message
  • Read a Document - Use this if you want the Team Member to read a document. Upload the document in PDF format. 
  • Watch a Video - Use this if you want the Team Member to watch a video file. Upload the video file.
  • Link to Something - Use this if you want the Team Member to view information on another website or online location.  Enter the web address. 

Fig.2 - 'What do you need the receiver to do?' drop-down options

• Do you want this action to block entry into your business? There are two options:
  • No, Item will appear on the receiver’s notifications feed - Indicates that the Team Member can still use their account without completing the action item first.
  • Yes, Block entry to this business until the action item is complete - Indicates that the Team Member must complete the action item before taking additional action within their account. 

Fig.3 - 'Do you want this action item to block entry into your business?' drop-dow options

• Due Date - Use the calendar to select. This is the date that the Action Item completion will be required
• Expiration Date - Use the calendar to select. This is the date that the Action Item will no longer appear or be available. This field is NOT mandatory, and leaving it blank will allow the Action Item to be viewed at any future date
• Under Send To, you have three options:
  • Person - Use this if you want to indicate a specific individual or individuals.  Then select the individual(s)
  • Specific Role - Use this if you want to indicate users with specific Administrative Roles.  Then select the roles
  • Specific Job - Use this if you want to indicate specific positions within your organization. Then select the jobs
  • Specific Unit - Use this if you want to indicate specific locations within your organization. Then select the locations

Fig.4 - 'Who Receives This Action Item' drop-down options

• Select Send
  • Under My Sent Action Items, the action item will appear on the list as Active
  • PeopleMatter will indicate that your upload has been successful. Select Okay

How do Team Members Review and Complete Action Items?

• Email Address - If the email address is on file, the Team Member will receive an email which will prompt them with a link to log in to their account and complete the Action Item  
• No Email Address - If the Team Member does not have an email address on file, the individual will view the Action Item from Notifications within their account
• Mobile App - If the Team Member is using the Mobile App, the individual can complete the Action Item from their mobile device. This only applies to company-created Action Items

How do I view who has or who has not completed Action Items?

Administrators can monitor the completion of Action Items:

• Within the Action Item, the Administrator can see a listing of who has completed and who has not completed the Action Item 
• For an individual Team Member, the Action Items can be reviewed within the Team Member’s record
• For all Team Members, the Administrator can run the Action Items Report

To view completion from the Action Item

• Select WorkSpaces
• Under your organization's name, select Administrator
• Under Communications, select Action Items
• Your list of Action Items will appear
• Select the Name of the Action Item 

Fig.5 - Completion of Action Items view

• Here you can view a summary of the Action Item
• Under Action Item Progress, you can see who has completed the Action Item and who has not yet completed the Action Item. Simply click the hyperlink for more information

Fig.6 - Action Item Summary view

To view completion from the Team Member Record

• Within the Team Member’s record, select the Documents tab
• Here you can view when the team member completed the Action Item under E-Signature Documents and E-Signed Action Items

Fig.7 - Completion of Actions from Team Member record

To view completion from the Action Items Report

You can access the Action Items Report by following these steps:

• Select WorkSpaces
• Under your organization, select Administrator
• The Administrator Home WorkSpace will appear. Select Reporting
• On the toolbar, go to Library
• Select the Action Items Report
• The report will run. You can Save the report or Export the report as a downloadable file

To inactivate an Action Item

• Select the Name of the Action Item
• Here you can view a summary of the Action Item
• On the top right, select the Inactivate hyperlink
  Please note: This action cannot be undone. Once you mark an Action Item as inactive, it cannot be re-activated.

Fig.8 - Inactivating an Action Item

Related Articles

• How does an Employee complete an Action Item?
• PeopleMatter: How do Employees Complete Action Items on the Mobile App?

Video Guide