Manage Action Items in AdRx

• Overview
• Edit an Action Item
• Add participants to an Action Item
  • Decline participation
• Update the status of an Action Item
• Comment on an Action Item
• Follow an Action Item
  • Stop following an Action Item
• Close an Action Item
  • Reopen an Action Item

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Overview

In Advising Records (AdRx), you can edit, close, and reopen Action Items that you own. Owners also can add participants who, in addition to the owner, comment and update the status. Authorized users can follow an Action Item.

Edit an Action Item

As the owner, you can edit an item; however, once you add a participant to an item, you can no longer change the title or description. If you change the due date, added participants and followers will receive an email notification.

To edit an Action Item you own:

1. Go to the Action Items page, find the Action Item you want to edit, click the corresponding Options () icon, and then select Edit.

   Alternatively, on the Action Item's Details page, click Edit.

2. In the pop-up, the title, description, due date, and/or tags can be changed.
3. If the Action Item has no student associated with it, you will see the option to add a student. To add a student, under "Student", enter the student's IU username or University ID, and then click Add.
   Note:

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

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

4. Click Save.

Add participants to an Action Item

Authorized users can be added to an Action Item to collaborate on a resolution or assist with completing activities.

• Authorized users can add other participants to an Action Items.
• Multiple users can be added at the same time.
• Added participants can choose to decline participation; see below.
• Users receive an email notification when added to the item. Existing participants and followers also are notified when a new participant is added.
• Participants and followers receive email notifications when the owner or another participant interacts with the item.
• An added participant can comment, update their status, and add a student to the item (if there is not a student already associated with the item).
• Users with multiple profiles authorized for Action Items will need to select a profile upon interacting with the item for the first time.

To add a participant:

1. Open the Details page of the Action Item, and then, click + (the plus sign) in the "Participants" section.
2. In the Add Participants pop-up, enter the IU username or 10-digit UID of the authorized user, and then click Add. To add multiple participants, enter the IU username or 10-digit UID of another authorized user, and then click Add again.
3. Enter any optional comments you want to include with the participation request, and then click Save.

   The participants are added to the Action Item, and any comments included are displayed in the "Activity" section. Email notifications are sent to the added participant(s), existing participants, and followers.

Decline participation: Participants added to an Action Item can decline to participate:

1. From the Details page of the Action Item to which you were added, click the Options () icon next to your name in the "Participants" list, and then click Decline.
2. In the Decline Participation pop-up, enter a reason for declining, and then click Decline.

   The decline and reason are noted under the "Activity" section, and a list of declined participants also is available under the "Participants" section. Email notifications are sent to the participants and followers.

Update the status of an Action Item

Updating your individual item status provides the ability to track an item's progress toward completion; once all statuses are set to Completed, the item is automatically closed. All participants and followers of the item receive email notifications when the owner or another participant updates their status.

On the Action Item's Details page, click the Options () icon next to your name in the "Participants" list, and then select In progress. A message confirming your status change will be displayed at the top of the page.

Status options are:

• To do: When an Action Item is created, the owner's status is automatically set to To do. When participants are added to an item, their statuses are set initially to To do.
• In progress: As the owner and participants work an item, they can mark their statuses as In progress.
• Completed: Owners and participants can mark their statuses as Completed when their work on the item is finished. Once all statuses are set to Completed, the item is automatically closed, and email notifications are sent to all participants and followers.

Comment on an Action Item

Authorized users can add comments to open Action Item that they can view. This lets you add relevant information about an Action Item even when you are not the owner or a participant.

The owner, participants, and followers of the Action Item will receive email notifications when a comment is added to the item.

Submitted comments cannot be edited or deleted.

On the item's Details page, type your comments in the provided text field, and then click Comment. (If you have multiple AdRx profiles, select a profile first.)

Comments appear in the "Activity" section of the item's Details page, along with the time and date they were submitted.

Follow an Action Item

Authorized users can follow any Action Item they can view. This allows users who are not participants to receive email notifications when activity takes place on that item. Followers can stop following an item at any time (see below).

To follow an Action Item, open its Details page, and then click Follow. (If you have multiple AdRx profiles, select a profile first.) You are now following the item and will receive email notifications when participants interact with that item.

Stop following an Action Item: On the Action Item's Details page, your name will appear in the expanded "Followers" list. To stop receiving update notifications, click Stop Following.

Close an Action Item

When an Action Item is complete, you can mark it as closed to remove it from your list of open Action Items. You can retrieve closed Action Items using the "Status" filter or the Action ID # search field.

To close an Action Item you own, go to the Action Items page, find the Action Item you want to close, click the corresponding Options () icon, and then select Close. Alternatively, on the Action Item's Details page, in the top right corner, click Close action item.

If the Action Item has added participants, you'll be prompted to make sure you want to close the item:

Add any comments (optional) in the field provided, and then click Close Action Item.

When the Action Item is closed, you will see a confirmation message at the top of the page, the owner's status will be set to Completed, and the Action Item will be removed from your list of open Action Items.

Reopen an Action Item: Closed Action Items that have no added participants can be reopened by the owner. To reopen a closed Action Item that you own, go to the Action Items page, use the "Status" filter or the Action ID # search to find the closed Action Item you want to reopen, and then click Reopen Action Item. Alternatively, on the Details page, from the Status drop-down, select Reopen.

When the Action Item is reopened, your owner status is reset to To do, and you will see a confirmation message at the top of the page.