This article details the functionality and differences of My Messages, My Action Items, and All Action Items found in the Action Items tab. 

To access these sections, from the Vantaca dashboard, hover over the Action Items option in the main menu and select the desired section:

• My Messages
• My Action Items
• All Action Items

My Messages

The My Messages section shows messages received as part of an action item. Think of this section as your email inbox and make sure to check it often to ensure effective communication. 

• Include Closed (1): Select to include closed messages.
• Select All (2): Select to select all messages.
• Select Message (3): Select the box beside each individual message to select it.
• Mark Read (4): Click to mark any selected messages as read. This applies to the current screen only.
• Export to Excel (5): Click to export all messages to an Excel file.
• Created: Shows the date and time of when the action item was created.
• Code: The Association Code to which the message relates.
• Association Name: The name of the association to which the message relates.
• Author: Shows who created the message.
• Type: Displays the type of message.
• Step: Shows the step the action item is in.
• Message: Shows the details of the message.
• Read:  Shows an X if the message is unread and a checkmark if the message is read.
• Click the Hamburger menu (6) beside a message to access the following options:
  • Mark Read: Marks the message as read. The message will continue to display in My Messages as long as the action item is open.
  • Msg: Creates a new message on this action item and sends it to the role or email address entered. 
  • Select: Selects the action item associated with the message, which opens it and also displays it in the Action Center pane.

There are three scenarios in which a message does not display in My Messages:

• When a user is created after the note/message has been created. This new user will not see any notes older than when their account was created even if assigned the same role.
• When an XN is closed, approved, or marked as stepped, the message does not appear in My Messages  to prevent auto-step messages from appearing. For example, to avoid multiple messages that say "This action item has been stepped to x".
• When a role makes a note and someone else has that same role, it is automatically read so they will never see it. For example, if someone with an AR role sends a message, others in the AR role will have the message but it will be marked as read.

My Action Items

The My Action Items section shows a list of the action items that are currently in a step meant for a specific role with specific portfolios. These are broken out by Type and Step and are an easy way to get a snapshot of a to-do list and prioritize tasks for the day. You cannot view closed Action Items in this section.

The action items display in order based on follow-up and due dates. You can change the sort criteria, for example by XN (the highest XN is the newest), created time, or last note time, and save as your grid settings according to your preference.

• New Action Item (1): Click to create a new action item.
• Red dot (2): Indicates an item that has gone past the follow-up date and is past due.
• Caret (3): Click to open the action item for  more details.
• Hamburger menu (4): Click to open options you select to Msg, Step, Edit, Merge, Select, or Copy the selected item. If you select Select it opens the first item of that particular category and you can then work through that list. 

Important: Stepping an action item to a different step may remove it from My Action Items section. 

All Action Items

The All Action Item section displays all the action items viewable for an association based on your role regardless of the step they are in. 

Use the various sort criteria to narrow the list, for example by XN, created time, etc, and save as your grid settings according to your preference.

• Association name (1): Click the association name to select a specific or all associations to search for all action items across all associations.
• New Action Item (2): Click to create a new action item.
• Include Closed (3): Select to view closed action items.

Note: Stepping an action item to a different step does not remove it from the All Action Items list.

Filtering and Reporting

You can report on action items (especially if a client cannot find the information they are seeking through Vantaca's pregenerated reports). Use the filters on the All Action Items page to customize the information:

• Select Include Closed (1) to include closed action items.
• Enter keywords (2) in the search field of any column to help customize the export file.
• Click the Hamburger menu (3) beside any column header to open additional selection options.
• XN Date Range (4): Select a date range from the list or select Custom where you can enter a start and end date. The table populates with items that have a created date that is equal to or between the set range. If you accidentally select a range that exceeds a calendar year a warning displays. 

After the desired columns are selected and filters set up, click Export to Excel (4) to generate and export the customized Excel file.