Action Item Descriptions and Notes: Understanding the Difference

What is an Action Item Description?

The Action Item Description is the primary message field for an action item. This field contains the main information about the situation, request, or issue that needs to be addressed.

Key characteristics:

• Contains the original message or request
• Remains unchanged throughout all workflow steps
• Displays in the same location during action item creation
• Can be referenced in letter templates using the Action Item Description merge tag

To create an action item:

1. Create the action item from the New Action Item button at your location. For more information, see the "What is an Action Item?" article.
2. Enter the recipient information (Association, Action Type, Current Step).
3. (Optional) Add a Subject.
4. Enter the main message in the Action Item Description field.
   Important: The Action Item Description does not change as the action item moves through workflow steps. The original description remains visible and accessible throughout the entire workflow.
   
   
    
5. Click Update.

What are Action Item Notes?

Action Item Notes are additional messages added to action items as they progress through workflow steps. Each workflow step can have its own unique Action Item Note.

Key characteristics:

• Provide responses or updates to the original Action Item Description
• Unique to each workflow step
• Display in the same interface location as the Action Item Description field
• Can be referenced in letter templates using the Action Item Note merge tag
• Visible to external users (board members, homeowners, portal users)

When to use Action Item Notes:

• Adding management company responses to homeowner requests
• Providing board member feedback on ARC requests
• Recording workflow step outcomes or decisions
• Communicating updates to action item recipients

Example: ARC Request Workflow

An Architectural Review Committee (ARC) request demonstrates how descriptions and notes work together:

Step 1 - Initial Request:

• Action Item Description: Homeowner submits request to paint house exterior blue
• Action Item Note: (Same as description on first step)

Step 2 - Management Review:

• Action Item Description: Homeowner submits request to paint house exterior blue (unchanged)
• Action Item Note: Management company notes that blue is an approved color per CC&Rs

Step 3 - Board Approval:

• Action Item Description: Homeowner submits request to paint house exterior blue (unchanged)
• Action Item Note: Board approves request with condition that homeowner provides paint sample

When the approval letter generates, the Action Item Description merge tag pulls the original request, while the Action Item Note merge tag pulls the board's approval conditions.

What are Internal Notes?

Internal Notes are private messages added to action items that only authenticated Vantaca users can view. Internal notes never appear in external communications or to portal users.

Key characteristics:

• Visible only to authenticated .net users
• Hidden from board members, ARC committee members, homeowners, and portal users
• Never included in emails or external communications
• Display with the prefix "Internal Note:" in the action item log
• Accessible through the New Note button

When to use Internal Notes:

• Recording internal management company discussions
• Documenting sensitive information not appropriate for external users
• Adding staff-only context or instructions
• Tracking internal decision-making processes

To add an internal note:

1. Navigate to the action item.
2. Click New Note (displayed beside New Message).
   
   
    
3. In the New Note screen, enter:
   
   
    
   • (Optional) Subject: The subject of the note.
   • Message: The message you want on the action item.
   • Attachments: If needed.
4. Click Update.
   The internal note displays in the action item log with the "Internal Note:" prefix to distinguish it from external communications.

What are Automated Payment Notes?

Automated Payment Notes are system-generated notes that Vantaca adds to action items when invoices are paid through third-party payment processors. These notes help accounting teams track payment methods and verify transactions.

Information included in automated payment notes:

• Payment method: The ledger type used for payment (ACH, Check, AVID, WAB Integrated Payables, Edenred, VIP, Vantaca Vendor).
• Payment amount: The total amount paid.
• Payment date: The date the payment was processed.

Benefits:

• Eliminates the need to check multiple systems for payment information
• Provides a payment audit trail within action items
• Tracks payment methods automatically
• Verifies transaction processing dates

Automated payment notes display in the action item log like manually added notes but are generated by the system rather than entered by users.

How do Action Item merge tags work in letter templates?

Action Item merge tags pull information from Action Item Descriptions and Action Item Notes into letter templates. Understanding how these merge tags function ensures accurate information displays in generated letters.

Available merge tags:

• Action Item Description merge tag: Pulls the original action item description (unchanged throughout workflow)
• Action Item Note merge tag: Pulls the note from the current workflow step

First Workflow Step Behavior

Important: On the first workflow step only, the Action Item Description and Action Item Note fields contain identical information. Using both merge tags in first-step letters creates duplicate content.

Best practice for first-step letters:

• Use either the Action Item Description merge tag or the Action Item Note merge tag
• Do not use both merge tags on the same letter template assigned to the first workflow step

Subsequent Workflow Steps

For workflow steps after the first step, the Action Item Description and Action Item Note contain different information:

Use the Action Item Description merge tag when you need:

• The original request or situation
• Unchanged information from action item creation
• Context that remains consistent across all workflow steps

Use the Action Item Note merge tag when you need:

• Step-specific responses or updates
• Current workflow stage information
• User-added context for the current step

Example: ARC Approval Letter Template

An approval letter template assigned to the final workflow step might include:

• Action Item Description merge tag: Displays the homeowner's original ARC request
• Action Item Note merge tag: Displays the board's approval decision and any conditions

This structure ensures the letter shows both the original request context and the current decision.

Understanding Action Items: An Email Analogy

Action items function similarly to email communication, which may help clarify the relationship between descriptions and notes:

Email workflow example:

1. You compose an email with a subject line and message body.
2. You send it to a recipient.
3. The recipient replies, adding their response below your original message.
4. Your original message remains visible and unchanged.

Action item workflow example:

1. You create an action item with a subject (optional) and description.
2. You assign it to a user (step).
3. Users add notes as they advance the item through workflow steps.
4. The original description remains visible and unchanged.

Just as the original email message stays the same when others reply, the Action Item Description remains unchanged while notes are added at each step.