How do I add a note to an action item?

Action items in Vantaca support internal notes for tracking communication and status updates. Users can add notes using the New Note button (available beside New Message and in the hamburger menu) or through the New Message function by selecting Note as the message type. The New Note button streamlines internal documentation by providing a dedicated interface for subject, note content, and attachments without triggering external communications. Notes appear chronologically with attachments accessible through the Paperclip icon, ordered by date added from oldest to newest.

Contents

• Add a Note Using New Message
• Add an Internal Note Using the New Note Button
• View and Access Note Attachments
• Add and Print the Action Item Report

Add a Note Using New Message

You can create internal notes through the New Message function by selecting Note as the message type. This method provides additional options including document selection from Association Documents and report attachments.

To add a note using New Message:

1. Navigate to Action Items > My Action Items.
2. Locate the action item where you want to add a note and click the caret to open the Messages section.
3. Click New Message.
   The New Message screen opens.
   
   
    
4. Provide the following information:
   • Send To: Select Note to create an internal note.
   • Cd or Bcc: (Optional) Enter an email address to send the message to an individual.
   • High Importance: (Optional) Select to flag the note with an exclamation point (!) on the action item.
   • Subject: Enter a subject line for the note.
   • Message: Enter the note content.
5. (Optional) Add supporting documents:
   • Attachment: Upload a new file.
   • Existing Attachment: Select a file previously attached to this action item.
   • Documents: Select documents from the Association Documents screen.
   • Reports: Select the Action Item Report to attach a printable version of the action item.
6. Click Update.
7. Refresh the action item by clicking the XN in your Action Center.
   The new note displays with any attachments or reports.

Note: You must refresh the action item after adding a note to view the updated content.

Add an Internal Note Using the New Note Button

The New Note button provides a streamlined method for creating internal notes on action items without triggering external communications.

To add a note using the New Note button:

1. Navigate to All Action Items > My Action Items.
2. Locate the action item where you want to add the note and click the caret to open the Messages section. You can also open the Hamburger menu beside the action item and select Note.
3. Click New Note.
   The New Note screen opens.
   
   
    
4. Provide the following information:
   • Subject: Enter a subject line for the note.
   • Message: Enter the note content.
   • Attachments: (Optional) Upload files to attach to the note.
5. Click Update.
6. Refresh the action item by clicking the XN in your Action Center to view the new note.

Note: The New Note function is designed for internal team collaboration and does not send external communications.

View and Access Note Attachments

To view attachments or reports on a note:

1. Navigate to All Action Items > My Action Items.
2. Locate the action item where you want to add the note and click the caret to open the Messages section.
   If the action item includes an attachment it displays a Paperclip icon.
   
   
    
3. Click the Paperclip icon on the action item note.
   The attachment list displays in chronological order (oldest to newest).
   
   
    
4. Click the down arrow to view the attachments/reports and select the document you want to view. You can also click Prev and Next to move between attachments.

Note: For information about deleting attachments from action items, see the "How do I delete an attachment on an action item?" article.

Add and Print the Action Item Report

If you want to print this action item, you can attach the Action Item Report and print it:

1. Click New Message on this action item. 
   The New Message screen opens.
2. Provide the appropriate information, select Note in the Send To field, and add the Action Item Report in the Reports section.
   Note: If Note is not available as a selection in the Send To field, it needs to be added as a Default Follower on the action type. To do this, navigate to Settings > Action Types/Steps, locate the action type, and click Edit. In the Send To (Default Followers) field, add Note, then click Update.
3. Click Update and refresh the XN in the Action Center.
   The new message displays on the action item.
4. Click the Paperclip icon on the action item note.
5. Select Action Item Report in the Attachments screen.
6. Click the printer icon in the top-right corner.
   The print dialog opens.
7. Configure your print settings and click Print.

To delete an attachment from an action item, see the "How do I delete an attachment on an action item?" article.