Vantaca IQ: Action Item Insights

The Action Item Insights page provides comprehensive analysis and filtering of open action items across your organization. Use this page to monitor workload, identify aging items, analyze team performance, and make data-driven decisions about workflow management.

Each tool on the Action Item Insights page uses live data and does not respond to the standard date range filter. For more information about live and scheduled data, see the "Vantaca IQ: Understanding Live and Scheduled Data" article.

Contents

• Accessing Action Item Insights
• Summary Metrics
• Open Action Items Table
  • Optional Columns
  • Table Features
• Filtering Options
  • Action Item Age
  • Action Items
  • Standard Filters
• Export
• Settings
• Understanding Open Action Items
• Troubleshooting
   

Accessing Action Item Insights

Navigate to Vantaca IQ > Insights > Action Items to access the Action Item Insights page.

The page opens with the Open Items tab selected by default, displaying summary metrics, filtering options, and the Open Action Items table.



 

Summary Metrics

Two summary cards display at the top of the page:

• Open Item Count: Total number of open action items visible based on your permissions and applied filters. The count updates dynamically as you apply or remove filters.
• Average Days Open: Mean number of days that currently open action items have been open, calculated from the Created Date to the current date. Displays as whole days. Shows "--" if no data is available.

Both metrics adjust automatically based on selected filters within the tab.



Open Action Items Table

The Open Action Items table displays detailed information about open action items.

The following columns display by default:

• XN: Clickable link that navigates directly to the action item in CMP.
• Association Name: Clickable link of the full association name that navigates to that specific association listing.
• Nickname: Clickable link of the short association name that navigates to that specific association listing.
• Type: Action item type.
• Step: Current step in the action item workflow.
• Assigned To: Employee or role assigned to the action item.
• Last Updated: Date and time of the last modification (displays to the minute).
• Days Open: Number of days since the action item was created.



Optional Columns

Users can add the following columns through the Settings menu:

• Days Since Last Activity: Number of days since the last modification. Displays "<1" if less than one day.
• Days in Current Step: Number of days the action item has been in its current step.
• Send To Role: Role configured as Send To for the current step.
• Created Date: Date and time when the action item was created (displays to the minute).



Table Features

• Click any XN number to open the action item in CMP.
• Use column headers to sort data.
• Access the Settings menu to add or remove optional columns.
• Export functionality available for current filtered view.

Filtering Options

The Action Item Insights page provides advanced filtering capabilities to analyze specific subsets of action items. Date range does not apply to this page—all filters work with current open items only.

Action Item Age

Filter action items by how long they have been open or had activity. The Action Item Age filter provides two options:

Age Based On:

• Created Date: Filters based on when the action item was created.
• Last Activity Date: Filters based on when the action item was last modified.

Filter By:

• Show items within (Days): Displays items created or modified within the specified number of days.
• Show items older than (Days): Displays items created or modified more than the specified number of days ago.

Enter the number of days and click Apply to activate the filter. The filter clears when you click Clear or when you leave the field blank and click Apply.



Action Items

Filter by specific action item categories, types, and steps using the hierarchical selection modal:

1. Click the Action Items filter to open the selection modal.
2. Select categories using the Category Picklist at the top:
   • Search for categories by name.
   • Toggle Active in the last 6 months (default ON) to limit the category list to recently used categories.
   • Use Select All or select individual categories.
   • Click Apply within the dropdown to populate the tree below.
3. Filter the Category/Type/Step tree:
   • Toggle Only show types used in the last 6 months (default ON) to limit displayed types and steps.
   • Expand categories to view types, expand types to view steps.
   • Select at the category level to include all types and steps.
   • Select at the type level to include all steps within that type.
   • Select individual steps for granular filtering.
   • Selection counters show "X of Y selected" for each level.
4. Click Apply to activate the filter.

The filter displays as a chip showing the number of selections when active.



Standard Filters

Additional standard filters include:

• Employees: Filter by directly assigned employees or role-based access. When filtering by employee, the system includes both directly assigned items and items accessible through the employee's roles in their assigned associations and regions.
• Associations: Filter by specific associations.
• Portfolios: Filter by portfolio assignments based on the default assigned role for the action item's current step.
• Portfolio Types: Filter by portfolio type.
• Responsibilities: Filter by responsibility assignments based on the default assigned role for the action item's current step.

Click Clear All Filters to remove all active filters at once.



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Export

Click Export to download the current filtered view as an Excel file. The export includes all visible columns and respects applied filters.
 

Settings

Click the Settings icon to customize the table display:

• Add or remove optional columns.
• Adjust column order (drag and drop).
• Reset to default view.
• Save custom views (if applicable).

Changes apply immediately to the table display.



Understanding Open Action Items

Action items appear in this view when they meet all of the following criteria:

• Currently open (not completed or closed).
• Not deleted or voided.
• Current step is not a closing step.
• Visible based on your role assignments and permissions.

Troubleshooting



Q: Why don't my action item counts match between Action Item Insights and My Action Items in CMP?

A: Action Item Insights and My Action Items should align closely when viewed at approximately the same time. Minor differences (1-5 items) are normal due to live data updates. Large discrepancies may occur during bulk operations or automated processes and will stabilize after those operations complete. 
 

Q: Can I save my filter settings?

A: Filter presets can be saved and reused, allowing you to quickly apply your preferred filter combinations without reconfiguring each time. For more information, see the "Vantaca IQ: Insights" article.
 

Q: Why does the Average Days Open show "--"?

A: This displays when no open action items are available in your current filtered view or when you do not have permission to view any open action items.


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