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Action Items can only be sent on projects. From any grid you can right click > Actions > Submit Action Item Request(s) to pull up the following window. There should be a list or “Pre-Requisites” which is just a checklist reminder of items of information to supply to the Receiving User or Group in order to efficiently and accurately complete the request.
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From within a project, you can quickly access your Actions toolbar and select “New Action Item”.
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Located in the Administrator > Tools > Project Action Items Configuration
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General Settings:
Action Item: Name of the Action Item
Un-check "In Use" to deactivate an AI
All Users Can Submit This Action Item: If this is not checked then the Sales Rep on the Project cannot submit this AI (typically this will be checked on ALL AI's)
Alert Salesperson(s) When Completed: When the AI is completed or rejected you can tell it to alert the sales rep (also typically checked on ALL AI's)
Opens This Window: You can tell e-manage what Module or window you want it to open when an AI is opened
On Check-Out Changes Project to this Status: When the receiving user opens an AI or "checks out" the AI you can assign the status you want it to change to
To add / remove / modify the Project Status list open the Administrator > Tools > Corporate Division Configuration > Drop Down List Setup > Project Statuses
On Completion Changes Project to this Status: When the receiving user completes the AI you can assign the status you want it to change to
To add / remove / modify the Project Status list open the Administrator > Tools > Corporate Division Configuration > Drop Down List Setup > Project Statuses
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Assignments:
Choose Responsible Groups: This is where you can assign the appropriate group(s) to an AI (who is going to receive the AI)
To adjust Group Names or users assigned to groups open the Administrator > Tools > User Groups Configuration
Choose Project Type Availability: You can assign specific Project Types to each AI
To adjust Project Types open the Administrator > Tools > Corporate Division Configuration > Drop Down List Setup > Project Types
Pre-Requisites: List of items / reminders of what information, documents, etc. to provide when submitting an AI
To adjust the Pre-Requisites list open the Administrator > Tools > Corporate Division Configuration > Drop Down List Setup > Action Item Pre-Requisites
Completion Tasks: List of items / reminders of what information to remember when completing an AI
To adjust the Completion Tasks list open the Administrator > Tools > Corporate Division Configuration > Drop Down List Setup > Action Item Completion Tasks
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Setting up a survey (list of questions to make an assessment) and assigning to a Project Type can be a powerful tool to ensure nothing falls through the cracks. To do so open the e-manageONE Administrator application > Select Tools > Project Action Item Configuration Items > Highlight the Action Item > Select the Assignments tab on the right panel > Apply check box for applicable survey.
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Example of a Basic / Standard AI List with Pre-Req's & Completion Tasks
Action Item | Pre-Requisites | Completion Tasks |
Request Drawings | Attach Background Drawing | Attached Drawing to Project Docs (If Applicable) |
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| Attached SIF / XML (If Applicable) |
Request Revision to Drawing | Attach / Note Requested Revisions | Attached Drawing to Project Docs (If Applicable) |
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| Attached SIF / XML (If Applicable) |
Create Quote / Proposal | All Finishes / Options Selected | Attached Quote to Project Docs |
| Note Bill To / Install Address |
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Request Labor Quote | Site Details Attached / Noted |
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Request Revision to Labor Quote | Attach / Note Requested Revisions |
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Review Quote/Send to Customer |
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Collect Deposit | Note Quote Number |
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Process Order | Note Quote Number | Job Book Date / Order Book Date |
| Note Customer PO or Contact Name | Req Install Date |
| Attached Cust PO or Signed Quote | Req Ship Date |
| Note Approx. Install Date | Order Name: Quote Number / Description |
| Special PO Instr. Noted (Furn Only) | Customer PO OR Contact Name Keyed |
| Note if Order is Drop Ship (Furn Only) |
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| Attached Install Note to Project (If Applicable) |
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Generate Vendor PO(s) | Copied / Pasted Original Note from Order AI | Attached Vendor PO(s) to Project Docs |
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| Emailed and/or Processed Vendor PO(s) |
Review/Enter Acknowledgements |
| Attached Ack(s) to Project Docs |
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| Note Final Ack Ship Date (In Comp Note of AI) |
Request Installation Drawings | Note Quote Number | Attached Install Drawings to Project Docs |
Receive Product | Note Vendor Name and PO # |
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| Note Ack Ship Date |
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Schedule for Delivery/Installation | Note Quote Number | Note Scheduled Date (In Comp Note of AI) |
| Note Req/Approx Install Date |
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| Install Drawings Completed / Attached |
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Generate Client Billing | Note Quote Number | Saved Cust Inv to Project Docs |
| Note Email to Send Cus Inv To (If Applicable) | Mark Order as Complete |
| Attached Cust PO or Signed Quote |
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Schedule Commissions | Note Quote Number | Mark Project as Complete |