Action Items

Notice Kahua is a very flexible and customizable platform. In your domain, this application may have been modified to meet your company's needs. The online help uses default field labels for field names and describes standard workflows. Please check with your domain administrator for specific information about working in your organization's domain.

The Action Items app allows you to create and track individual actionable tasks and comments in support of a larger action item. The individual actionable tasks can be sent as tasks to Kahua users. Kahua users assigned to actionable tasks can respond through the Tasks app, and the user managing the larger action item can accept the response.

Comments can also be entered and a request for response sent, as a way to manage communication around the larger action item.

Key elements of the Action Items app are as follows:

The Action Item is the larger project or undertaking being tracked.
Actionable Tasks are the individual steps that must be taken to complete the larger Action Item. Actionable tasks can be assigned to other Kahua users and sent to them as tasks.
You must select Mark Active on the action item to be able to assign the actionable tasks to users.
Once the assignees complete their tasks, they are submitted for review. They can then be closed. If necessary, they can be reopened and assigned again, to either the original assignee or another contact.
You may have some actionable tasks that are the responsibility of non-Kahua users. Since non-Kahua users cannot be assigned Kahua tasks, you can list the non-Kahua user on the actionable task and manually close the task when they inform you the work is complete.
Comments can be added to the action item, and comments can be requested of Kahua users and those requests can be sent as tasks.
Once all the work is done, the action item can be set as Mark Complete to close it out.

How to . . .

Create and manage an action item

The Action Item is the larger undertaking that you are tracking, while the Actionable Tasks are the individual tasks that will be assigned to other users or possibly yourself.

While you are creating the action item, you can use Save to save your work and return to it later. When you are ready to distribute the tasks, you can then select Mark Active to mark the larger action item as "Active" and send the tasks to the assignees as appropriate.

To create a new action item, complete the following steps:

Review the header to ensure that you are in the correct project or partition.
Navigate to the Action Items app (Apps > All Apps > Action Items).
Click New in the action bar.

Complete the following fields as appropriate:

Note Depending on how this app is configured for your domain, there may be fields or sections listed here that do not appear for you, fields and sections that appear for you which are not listed here, or fields and sections which appear in a different order. If you have any questions, check with your domain administrator.

Field	Description
Details
Number	Allow Kahua to auto-number the record, or enter a different value. Note The number format can be configured by your domain administrator. Refer to Application configuration.
Date	By default today's date appears. Modify if appropriate.
Activity	Enter a title or brief description of the action item.
Priority	Select the appropriate priority. Note This lookup list is managed in the Configuration app. Refer to Lookups.
Discipline	If desired, select the appropriate discipline. Note This lookup list is managed in the Configuration app. Refer to Lookups.
Status	This field is read-only. As the action item moves through the workflow, this value will update.
Author	By default, your name appears here. Select another contact if appropriate.
Functional Responsibility	Select the contact who is responsible for the action item and overseeing the actionable tasks.
Company	If desired, select a company that is responsible for the action item.
Original Request Date / Target Completion Date / Revised Target Date / Actual Completion Date	Enter these dates as appropriate
Notes	Enter any additional notes about the action item.
Comments
Enter Comments here. For more information, refer to Create, assign, and manage comments.
Actionable Tasks
Enter Actionable Tasks here. For more information, refer to Create, assign, and manage an actionable task.
References
Upload or select any relevant files or documents. You can use drag and drop to add a file to this section. For more information on using this section, refer to References section.

When you have finished entering in the information, select one of the following options:
- Save - Select this option to save what has been entered so far. You can come back later to edit the record and enter more information.
- Mark Active - Select this option once you have finished entering the actionable tasks. You must select Mark Active to enable the actionable tasks to be sent. You can continue to add more actionable tasks to the action item after it has been marked active.
- Mark Complete - Select this option to mark the Action Item as complete once all the tasks are done to your satisfaction.
Note If Mark Active is selected in error, you can select Recall to return the action item to the inactive state. You cannot recall the action item if individual comments or actionable tasks are outstanding. Those items must be recalled first, then you can recall the action item itself.

Create, assign, and manage an actionable task

The Actionable Tasks are the individual tasks that must be completed in support of the larger Action Item. Actionable Tasks are assigned to other Kahua users and possibly yourself.

Note Actionable tasks do not have to be created or assigned all at once. You can add tasks at any time, and you can assign tasks at any time. This can be helpful if some tasks cannot be worked on until other tasks are completed.

To create a new actionable task, complete the following steps:

If the appropriate action item is not yet open, navigate to the Action Items app (Apps > All Apps > Action Items) in your project. Click on the appropriate action item to open it in the detail panel and select Edit in the action bar.
Scroll down to the Actionable Tasks section.

Complete the following fields as appropriate:

Field	Description
Actionable Tasks
Enter a number and click Insert to add that number of rows to the grid . For more information on working with grids, refer to Item Grids.
Assigned To	Select the contact to assign the task to. Important You must select a Kahua user to assign this as a task.
Date Assigned	Select the assigned date.
Subject	Enter a subject for the actionable task.
Due Date	Select a Due Date. Important You must select a due date to assign the task to a user.
Status	When initially created, the status will be "New".
References
Upload any relevant files or documents. For more information on using this section, refer to References section.

When you have finished entering in the information, select one of the following options on the action item:
- Save - Select this option to save what has been entered so far. You can come back later to edit the record and enter more information.
- Mark Active - Select this option to send the action items as tasks to the selected contact or contacts.
- Mark Complete - Select this option to mark the item as complete.
Assign the task: Once you have selected Mark Active on the larger Action Item, you can assign the task to the selected user. Select Assign on the appropriate line item. The user will be sent a task in their Tasks app to complete.

Important To assign the actionable task, you must have selected Mark Active on the action item and it must not be in Edit mode.
Recall the task: If you need to remove the task from the assignee, select Recall. The task will be removed from their tasks app and you can assign it to another user or close it.
Close the task: When the assignee completes their task, they will submit it for review. Any reference documents that they added will appear in the References section.

You can now select Close on the actionable task. If the work was not completed to your satisfaction, after closing the task you can select Reopen to assign the task again.

Note After reopening the task, you can edit the action item and assign the task to another user if needed.

You can also close a task that is not assigned to a user as a Kahua task. This can be useful for tracking tasks assigned to contacts you are not Kahua users where the task requirement is communicated to them outside of Kahua.

Create, assign, and manage comments

Comments can be added to the Action Item, and responses to comments can be requested and assigned as a task.

To create a new comment and request a response, complete the following steps:

If the appropriate action item is not yet open, navigate to the Action Items app (Apps > All Apps > Action Items) in your project. Click on the appropriate action item to open it in the detail panel and select Edit in the action bar.
Scroll down to the Comments section.
Enter a new comment in the New Comment line. A rolling list of comments will appear under this line.

Complete the following fields as appropriate:

Field	Description
Comments
Enter a number and click Insert to add that number of rows to the grid . For more information on working with grids, refer to Item Grids.
Responder	Select the contact you are requesting a response from. Important You must select a Kahua user to assign this comment to a user as a task.
Due Date	Select a Due Date. Important You must select a due date to assign this comment to a user as a task.
Status	As this comment moves through the workflow, this value will update.
Responded Date	The date of the response will appear here.
References
Upload any relevant files or documents. For more information on using this section, refer to References section.

When you have finished entering in the information, select one of the following options on the action item:
- Save - Select this option to save what has been entered so far. You can come back later to edit the record and enter more information.
- Mark Active - Select this option to send the action items as tasks to the selected contact or contacts.
- Mark Complete - Select this option to mark the item as complete.
Send for Comments: Select Send For Comments on the appropriate line item to request a response to comments. The user will be sent a task in their Tasks app to complete. All comments and references will appear in their task.

Important To send for comments, you must have selected Mark Active on the action item and it must not be in Edit mode.
Close the task: When the assignee responds to the comment, their response appears in the All Comments section. Any reference documents that they added will appear in the References section. You can now select Close on the comment.

Generate a log report or other reports

You can generate a report from a selected log view, or use one of the built-in reports available by default in each application. For more information on creating your own reports, including how to set up scheduled reports, refer to Creating ad hoc reports.

Note For information on modifying the logo that appears on reports in your project, refer to Managing report logos.

To generate a report from a log view with up to 10,000 records, select the report icon . If your log view contains more than 10,000 records, the report icon will be disabled and you can select to download the records to a CSV file instead. For more information, refer to Generate a report from a log view.

To generate an application report, complete the following steps:

Navigate to the application.
Select Reports in the application title bar.
Select the report you want to run.
Apply any desired filters.
Select View or Download as appropriate. For more information, refer to Viewing Reports.
Click the Close icon when you are done.