Action Item (XN) Search

Vantaca provides several ways to find an action item (XN), depending on whether you know the XN number, are browsing a homeowner account, or want to search and filter across all action items in your portfolio. This article describes each method and when to use it.

Contents

• XN Search in the Application Header
  • Search History
• My Action Items
• All Action Items
• Homeowner Profile
• Troubleshooting

XN Search in the Application Header

Use the XN Search field in the application header (next to the New Action Item button)  when you know the XN number and want to navigate to it quickly from anywhere in Vantaca without leaving your current screen.

Note: The XN Search field is visible only to users with the Action Items > Action Items > View permission. For information about adding this permission to a role, see the "Role Securities" article.

The XN Search field:

• Accepts numeric input only (up to 10 digits).
• Performs an exact match search.
• Displays the Action Item Details screen when a match is found.
• Displays your last 10 searched action items in a dropdown for quick access.
• Retains your search history across sessions.

Note: The XN tab has been removed from the Call Center.
 

To search for an action item by XN number:

1. Enter the XN number in the XN Search field in the application header.
   
   
    
2. Click the Search icon.
   The system performs an exact match search. When a match is found, the Action Item Details screen opens for that action item. 

Search History

After you search for action items, the XN Search field will display your last 10 searches in a dropdown. Each item shows the XN number, Action Type, and Action Step (for example: 12345 - Work Order - Pending Completion). 

Click any item in the list to navigate directly to that action item. Search history persists across sessions.
 

Note: The XN Search field is visible only to users with the Action Items > Action Items > View permission. For information about adding this permission to a role, see the "Role Securities" article.

My Action Items

Use My Action Items to view and work through the open action items currently assigned to your role, including searching for specific action item. 

To search for an action item assigned to your role: 

1. Navigate to Action Items > My Action Items.
   The My Action Items screen displays open action items in order by follow-up and due dates.
2. Enter the XN in the search field and press Enter. 
   
   
   
   Note: My Action Items shows only open action items. You cannot view closed action items from this screen. Stepping an action item to a different step may remove it from My Action Items. For details about this screen, see the "My Messages, My Action Items, and All Action Items" article.

All Action Items

Use All Action Items to search, filter, and report across all action items you have access to, regardless of the step they are in. This is the most powerful search tool for finding action items when you need to browse or export.

To access All Action Items:

1. Navigate to Action Items > All Action Items.
   The All Action Items screen displays all the action items viewable for an association based on your role regardless of the step they are in. 
2. Enter the XN in the search field and press Enter. 
   
   
   
   Note: The default date range is Last 90 Days. If you cannot find an action item, expand the date range — older items may be hidden by this default setting. For details about this screen, see the "My Messages, My Action Items, and All Action Items" article.

Homeowner Profile

Use the Homeowner Profile to find action items tied to a specific homeowner account. The Action Items tab is the default view when you open a homeowner account.

Note: Access to the Homeowner Profile requires the Homeowner > Homeowner > View permission. For information about adding this permission to a role, see the "Role Securities" article.

To find action items from a homeowner account:

1. Navigate to Homeowners > Homeowner Profile.
   The Homeowner Profile screen opens with the Action Items tab active by default. This tab shows open action items for the selected homeowner.
2. Confirm the correct homeowner account displays, or click the homeowner name to search for a different account.
3. Enter the XN in the search field and press Enter. 
   
   
    

Troubleshooting

If you cannot locate an action item, check the following:

• Include Closed Items: Select Include Closed on the All Action Items screen to display both open and closed items.
• Association: Expand your search to All Associations using the association selector at the top of the All Action Items screen.
• Date Range: The default range is Last 90 Days. If the XN is older, increase the date range on the All Action Items screen.
• Access Permissions: Verify that your role is listed in the Default Followers for the action type, and that the association is in your portfolio.