Access and create Action Items in AdRx

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About Action Items

In Advising Records (AdRx), Action Items provide a centralized location where users can create, manage, and track activities they need to complete.

  • Authorized users can be added as participants to Action Items, allowing them to collaborate on a resolution or assist with completing activities.
  • Participants indicate their individual item status to assist in tracking an item's progress toward completion.
  • Non-participants can choose to follow an item (opt in to receive notifications) to track its progress and outcome.
  • Action Items can be assigned a due date, associated with a particular student, and tagged with keywords that help with analysis and reporting.
  • Users can search for Action Items using multiple filters (including the ability to search for items associated with a specific student).
  • Action Items can be edited by the owner.
  • Authorized users can add comments to any items they can view.
  • Email notifications are sent when participants interact with Action Items.

For more, see Manage Action Items in AdRx.

Note:

Action Items are part of a student's academic record and are viewable by the student if access is requested.

Access Action Items

You can access Action Items in the following ways:

  • On the AdRx landing page, in the "Action Items" card, click either Open, Today, or Overdue. The "Action Items" card will display the total for each of these.
  • On any AdRx page, click the Action Items icon (Click the Action Item icon in the header of any AdRx page to access Action Items) in the header.
  • In a student's Information Workspace, in the "Action Items" section, click Manage Action Items.
    Note:
    When you use this option, the Action Items page will open with the filter set to display only open Action Items associated with that student.

Action Items page

By default, the Action Items page displays your open Action Items, but you can use the provided filters to search for Action Items created by any user and/or associated with any student.

On the Action Items page, you can:

  • Use preset filters at the top to display only Action Items that are open, due today, or overdue:
    • Open (the default view) displays open Action Items sorted by due date. Overdue items (The exclamation mark in a circle indicates an Action Item is overdue.) are listed first; items without due dates are displayed at the bottom of the list.
    • Today displays only open Action Items that are due that day.
    • Overdue displays only open Action Items that are overdue.
  • Use the filters under "Filter By" to find Action Items with a particular status, due date, owner, and/or associated student. For more, see Filter and search Action Items in AdRx.
  • Navigate directly to an Action Item's Details page. If you know the Action Item ID (numeric identifier) for an Action Item, enter it in the Action Item # field, and then click Go to open that Action Item's Details page.
  • Create a new Action Item. Click New; for more, see the Create a new Action Item instructions below.

Action Items listed in the filter results may include the following information:

  • Title: Click on the Action Item's title to display its Details page.
  • Action Item ID: This is the unique numeric identifier for a particular Action Item.
  • Status: This will display an opened date, a closed date, or a due date, as applicable.
  • Role label: This displays if you are the owner or a participant.
  • Comments icon: If a comment has been added, the Comments icon (The Comments icon displays the number of comments added to an Action Item) displays the number of comments.
  • Multiple participants icon: If participants have been added, the Multiple Participants icon (If participants have been added, the Multiple Participants icon displays; mouse over the icon to see the number of participants) displays; mouse over the icon to see how many participants have been added
  • Student name: The associated student's name, if added, is displayed; click the name to open that student's Information Workspace.
  • Options menu: Click the Options (The AdRx Action Items Options menu icon) icon to edit or change the status of Action Items that you own. For more, see Manage Action Items in AdRx.

Details page

Each Action Item has a Details page that contains additional information about that item. Access the Details page for an Action Item in any of the following ways:

  • On the Action Items page, click the Action Item's title.
  • If you know the Action Item ID, enter it in the Action Item # field, and then click Go.
  • In the student's Information Workspace, click the Action Item ID.
  • In a confirmation message, click the Action Item ID.

The Details page displays the following information:

  • A detailed description of the action (if added)
  • Additional student information (if a student was associated with the item); clicking the name displays the student's Information page in AdRx
  • An "Activity" section that displays a history of updates to the item
  • The owner of the Action Item and added participants (click a name to display that person's profile information), and their item completion status
  • A list of the item's followers
  • Tags (if added)
  • A "Summary" section that displays item activity and access information

The item owner can edit the item, add participants, update the status, and close the item from the Details page.

Added participants can change the status, add other participants from this page, or decline participation.

From the Details page, authorized users can add comments to the item and choose to follow the item.

To return to the default Action Items page, click Open.

Create a new Action Item

To create a new Action Item:

  1. On the Action Items page, click New.
  2. In the "New Action Item" pop-up, select the profile to associate with this particular Action Item. If you have only a single profile, you will not have this option.
  3. Under "Title", add a title or short description of the action.
  4. Optionally, under "Description", add additional details about the action.
  5. Optionally, set a due date.
  6. Optionally, if the Action Item is related to a particular student, under "Student", enter the student's IU username or University ID, and then click Add.
    Note:

    Action Items are part of a student's academic record and are viewable by the student if access is requested.

    Once you add a student and save the Action Item, you cannot remove the student from the Action Item.

  7. Optionally, add tags to help classify Action Items in support of analysis and reporting. To add a tag, in the Tags field, enter a few letters of a keyword that's relevant to the action, and then click to select a matching suggestion.
  8. Click Save.

When the Action Item is created, you will see a confirmation message at the top of the page.

This is document avss in the Knowledge Base.
Last modified on 2023-08-01 16:26:25.