Item – Tab

The following section describes the fields on the Item tab.

Type

Enter/select the visibility of the action item. Options are “Shared”, “Private”, or “Public”.

Private action items are items that only the user can see, public items are items anyone using the OM module can see, while shared items are restricted to certain persons only.

For Company

Enter/select the company/organization of the contact, selected in the Contact field, who created this action item. This field’s value determines what values are available for the adjacent Contact field. Automatically set to user’s company, but is editable.

Contact

Contact responsible for competing action item, and is affiliated with the company selected by the For Company field. The For Company value determines what values are available for this field. Automatically set to user’s contact code, but is editable.

NOTE: Additional contacts can be added using the Additional Contacts tab.

Action

Enter/select an action type (call, email, meeting, etc.) for the action being defined. Action item codes are maintained on the Action Item Code Maintenance screen (standard Treeview path: Opportunity Management > Setup > Action Item Codes).

Status

Enter/select the status of the action item being defined. Status codes are maintained on the Action Item Status Maintenance screen (standard Treeview path: Opportunity Management > Setup > Action Item Status Codes).

Urgency

Enter/select the action’s urgency.

Item Details

Start Date

Enter the action’s start date.

Start Time

Enter the action’s start time, or time it must be completed.

End Time

Enter the action’s end time.

Alert Date, Alert Time

Specify the date and time for an alert/notification about the action item to be sent out to all contacts listed on the Item and Additional Contacts tabs that have been set up to receive alerts for action items using the Custom Alert Maintenance screen in the System Data module.

For details about defining Action Item alerts, please refer to the Alerts section of the System Data reference guide.

NOTE: For action item alerts to work properly, the date and time provided in these fields must be in the future. For example, if the current date/time is January 1st, 2023 at 12:00pm, the Alert Date/Alert Time fields must be any time beyond January 1st, 2023 at 12:00pm or else this feature will not work. Additionally, action item alerts respond to the EST time zone. For example, if a customer is in Vancouver (3 hours behind EST) and their current date/time is January 1st, 2023 12:00pm (PST) and a user set an alert for 12:30pm (PST) same day, it will not work. The reason is 12:30pm (PST) is seen by the system as a past event, not a future one. However, if the user used 3:30pm (EST) in the calendar program, the alert would work successfully. A user's default time zone can be set in the User Preferences screen in the System Data module.

Action Title

Enter the action item’s title.

Duration (Days)

Enter the duration of the action, in terms of days.

Recurring Item – Checkbox

Indicates if action is a recurring action. If this checkbox is checked, a Recurrence section is visible, as shown in the screenshot above. When creating an action item, this option is used to add multiple instances of the action item to the calendar. If this checkbox is set and an interval is selected, when the action item is saved, multiple instances of the action item will be added to the calendar (based on the interval).

Completed Date

Enter/select the date the action was completed.

Description

Enter a description of the action to be performed.

Completion Note

Enter a note about the completion of the action.

Organization

1. Opportunity Related: Organization offering opportunity, for which the action is to be taken. Chosen value determines what values are available in the Opportunity field.

2. Other: Organization for which action is to be taken. E.g. Vendor for which a call must be made.

Contact

Enter/select contact affiliated with the organization chosen in the Organization field. The value chosen in the Organization field determines what values are available here.

Opportunity

Enter/select an opportunity offered by the organization chosen in the Organization field. The value chosen by the Organization field determines what values are available here.