The Action Items feature helps you stay on top of tasks by linking them to form records. You can assign, track, and complete tasks while attaching notes, files, and evidence for accountability.
Administrators can view all Action Items across the organisation, while General users will only see their own.
Use Cases
Action Items can be applied in many ways, including:
Following up on meeting notes or decisions
Managing maintenance and repair requests
Creating and tracking new procedures after an incident
Monitoring project milestones and deadlines
Assigning performance review tasks and goals
Tracking compliance and regulatory requirements
Driving process improvements and quality control initiatives
How to Create Action Items
Open the form record with which you want to add an Action Item.
Click Action Items in the top bar.
Select to + Add Action Item.
Enter a label and description. You can also attach files, links, or media for clarity.
Choose a Due Date.
Assign the Action Item to one or multiple users, and set whether all assignees or just one assignee must complete it.
Click Save to confirm.
Note: Only contributors on the form record can be assigned. Add a user as a contributor first to assign Action Items to them.
How to Complete Action Items
There are two ways to complete an Action Item:
From the Dashboard — open the Action Items panel.
From a form record — click Action Items in the top bar.
Once you’ve located your Action Item:
Click Action on the item you want to complete.
Add your notes, evidence, or comments in the editor.
Select Action again to confirm.
Your Action Item will move to the Completed filter.
Frequently Asked Questions (FAQs)
Q. Can multiple users work on one Action Item?
A. Yes — you can assign Action Items to one or many users. Each will see the same task in their dashboard.
Q. Do Action Items send notifications?
A. Yes. Assigned users receive an email notification when:
An Action Item is assigned to you
A response is added (e.g. notes, comments, or evidence)
Q. Can I edit an Action Item once it’s created?
A. Yes, open the Action Item and update details like due dates, assignees, or descriptions.
Q. What does it mean to set “All Assignees” or “One Assignee” when assigning an Action Item?
All Assignees: Every user assigned to the Action Item must mark it complete before it’s resolved. This is useful when multiple people need to confirm or complete their part of the task.
One Assignee: The Action Item will be marked complete as soon as any one of the assigned users completes it. This works best when only one person needs to take action, even if several people are responsible.
Tips
Be specific with labels and descriptions to avoid confusion.
Attach evidence (documents, photos, links) to improve clarity and accountability.
Use due dates to keep tasks on track and visible in dashboards.
Regularly review completed Action Items to track progress and close the loop.