Item Tracker Page

Using the Item Tracker Page

Tracker Items and Action Items created during project meetings can be reviewed two ways: from within a single project (open the project's Project Page and click the Tracker tab), or across every project at once from the Items icon in the icon rail. Often an Action Item created during a meeting will turn into work that will be performed later in the project. In some cases the action becomes a project issue. In these cases, the Action Item should be changed to a Tracker Item. Some changes to a Tracker Item change its relationship to a meeting or even a project — for these types of changes, open the item in the Action Item Detail Page by clicking its card. You may want to track notes against a Tracker Item; the Action Item Detail Page captures updates (comments) on the item.

Item Fields

The fields below are shown on each item's card when viewing internal items. Fields shown in a lighter/shaded color cannot be edited from the Items (all-projects) list — open the item to edit every field on the Action Item Detail Page.

Field	Description
Item	The item number generated by Project Notes. Item numbers start at 0001 for each project. You can have a maximum of 9999 items per project. This value cannot be edited.
Item Name	A summary title for the item. Editable from the project's Tracker tab; view-only from the Items list.
Identified By	The individual that identified the issue. Defaults to the Project Manager set in Preferences.
Identified	The date the issue was identified. New records default to the current date, but can be edited.
Description	A longer description of the item.
Assigned To	The individual assigned to resolve the issue. Cannot be edited from the Items (all-projects) list.
Priority	The priority as defined by your organization: Low displays in a standard font color. Medium displays in a yellow/amber font. High displays in a red font.
Status	The status of the item: Assigned (assigned to someone, work assumed in progress), Deferred (won't be completed during this project), New (the default — entered but not yet assigned), Resolved (completed; hidden when Show Resolved Items is off), or Canceled (not needed).
Date Due	The date the item should be resolved by.
Updated	The last time any changes were made to the record. This value is updated automatically each time the item is edited.
Date Resolved	The date the item was resolved. The value is set automatically when the Status is changed to Resolved, but can be edited manually from the Action Item Detail Page.
Project	The project number and name for the project. Be careful changing this on the Action Item Detail Page — in most cases plugins use this number to identify and relate project information from outside systems.
Internal	Indicates if the item should not be viewable by companies. When Show Internal / Budget Items is turned off, internal items do not appear in the list at all.

Comments/updates entered on the Action Item Detail Page aren't shown as a field on the card — open the item to read or add them.

Filtering Items

The Filter Tool narrows the Items (all-projects) list to a specific project, contact, priority, status, or any other field. To see items for just one project without filtering, open that project and use its Tracker tab instead — it already shows only that project's items.

Adding New Items

New items can only be created from within a project — open the project's Project Page, click the Tracker tab, and click + Add Item. A new item defaults to a Tracker Item type. It is set to Identified By the Project Manager specified in Preferences using the current date as the identified date. All new items have their Status set to New with a priority of High. The Identified By and Assigned To contacts on an item must be on the project team.

To add a new item:

1. From the project's Tracker tab, click + Add Item. The item opens immediately in the Action Item Detail Page.
2. Type in the Item Name and Description, and select the Assigned To contact.
3. Select the Due Date, if required.

To delete an item:

1. Open the item (click its card) to reach the Action Item Detail Page.
2. Click Delete in the bar above the item.
3. Click Yes to confirm the deletion. Note: You may not be able to delete the item if it is associated with other project information. In this case, clicking Yes opens the Search Page — see Search Page for how to work with search results.

To edit an item:

1. From the project's Tracker tab, click the field you want to change directly on the card, or click the card to open the full Action Item Detail Page for every field.
2. Type in or select the new value — changes save automatically.

Moving and Copying Items

To reassign an item to a different project or meeting, see Moving Items. To duplicate an item onto the same project instead, see Copying Items.

Viewing Items Across All Projects

To see items from every project in a single list, click the Items icon in the icon rail.