Item Tracker Page
Using the Item Tracker Page
The Item Tracker Page provides a flexible way to look at Tracker Items and Action Items that are created during project meetings. 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. Items can be sorted by the column value. Using the Filter Tool, you can view specific items for a selected project or all projects. Some changes to a Tracker Items change their relationship to a meeting or even a project. For these types of changes, you open the Tracker Item in the Action Item Detail Page. You may want to track notes against a Tracker Item. The Action Item Detail Page can capture updates to the action item.
Item Tracker Columns
The columns listed below are all displayed when you are viewing internal items. Column values that have a shaded font, can not be edited in this view.
| Column | 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 column can not be edited. |
| Item Name | The item name can be edited in this view or the Project Notes Page under the Action Items tab. It is a summary title for the item. |
| Identified By | The individual that identified the issue. In this view and the Project Notes Page, the Project Manager provided in the Preferences will be the default. |
| 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. This column can not be edited when items for all projects are displayed. |
| Priority | The priority as defined by your organization. Values are listed below: |
| --- | --- |
| Low: | Displays in a green font to indicate the item is low priority. |
| Medium: | Displays in a yellow font to indicate the item is medium priority. |
| High: | Displays in a red font to indicate the item is high priority. |
| Status | The status of the item. Values are listed below: |
| :--- | :--- |
| Assigned: | The item has been assigned to an individual. It is assumed work is being done to resolve the item. |
| Deferred: | This item will not be completed during this project. |
| New: | The item was recently entered, but no one has been assigned to resolve it. This is the default value. |
| Resolved: | The item was completed successfully. If Resolved Tracer/Action Items is not checked in the View menu, these items do not show. |
| Canceled: | The item was 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. However, it can be changed manually. |
| Date Resolved | The date the items was resolved. The value is set automatically when the Status is changed to Resolved. However, it can be changed manually. |
| Meeting | The meeting date and title. This column can not be edited in this view. |
| Project | The project number for the project. Be careful changing this number. In most cases plugins use this number to identify and relate project information from outside systems. |
| Comments | This field is a concatenation of the comments entered on the Action Item Detail Page. |
| Internal | Indicates if the item should not be viewable by clients. When the Show Internal Items is checked in the View menu, this field will show and be editable, otherwise this field does not appear and any items marked internal will not appear. |
Filtering Items
The Filter Tool can be used to filter items shown on the Item Tracker Page. The filter is stored based on the page and not based on the selected project. If you use different filters for different projects, you will need to change then each time you use the Item Tracker page.
Sorting By Columns
Columns can be sorted by clicking the column header. The sort direction arrow appears at the top of the column title. No arrow means the column is not sorted. For more detail see Sorting and Sizing Columns.
Adding New Items
A new project item will default to a Tracker Item for the selected project. It will be set to Identified By the Project Manger specified in the 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 people on an activity must be on the project team.
To add a new Item:
- Select New Item from the Edit menu.
- Type in Item Name, Description, selected the Assigned To person.
- Select the Due Date, if required.
To delete an item:
- Click a cell in the client row to select it.
- Select Delete Item from the Edit menu.
- 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. The File Menu topic explains how the Search Page works.
To edit an item:
- Double-click the cell to activate the editor.
- Type in or select the new value.
- Click out of the cell or press Enter.
Editing Items
Items that are not in a light gray font may be edited by selecting from drop down values, typing in dates, Item Name, or Description. For more advanced editing options see Action Item Detail Page.
Viewing Items Across All Projects
To see items from every project in a single list, use the Master Item List Page, accessible from the View menu.