This help article explains how to use Action Items in Vectera. Action Items help you track tasks and follow-ups from your meetings. You can create them manually or have them generated automatically with Smart Summary AI transcriptions.
You can find Action Items in the Personal notes pane in the meeting room under the Action Items tab, and in the Smart Summary history overview on your dashboard.
In this article:
- What are Action Items?
- Action Items with Smart Summary
- Creating, editing, and sharing Action Items
- AdminPulse sync
What are Action Items?
Action Items let you keep track of tasks and follow-ups during and after your meetings. Each action item has:
- A checkbox to mark it as complete
- A text description of the task
- An assignee (optional): select from your team members, AdminPulse users, or add a guest name
- A deadline date (optional): if the deadline has passed, the date is shown in red
You can find your Action Items in two places:
- In the meeting room: open the Personal notes pane and click the Action Items tab
- In the Smart Summary history: the summaries overview page shows all open action items across transcriptions for that meeting room
Completed action items are hidden by default. Use the toggle to show them. They appear with a strikethrough and are no longer editable.
If your meeting room is connected to an AdminPulse relation, you can also send your action items to AdminPulse as to-dos and keep them in sync. Read more about this in the AdminPulse sync section below.
Action Items with Smart Summary
If you are on the Business plan, Action Items work together with Smart Summary. During a transcription, action items are automatically detected from the conversation and added to your list.
- New action items appear at the top of the list and are highlighted as new
- When a new transcription is generated, action items are fetched again
- Open action items from a previous transcription carry over when you start a new one
You can still manually add, edit, and delete action items alongside the auto-generated ones. Each auto-generated action item includes a link to the transcription it was created from.
Creating, editing, and sharing Action Items
Creating an action item
Click the Add button to create a new action item. Fill in the description, and optionally assign someone and set a deadline. New items appear at the top of the list.
Editing an action item
Click on the text of an action item to enter edit mode. To save your text, just hit enter or click outside the field. You can also click on the assignee or deadline fields to update them.
Note: On mobile you have to click the three dots and Edit action item button.
Deleting an action item
Click on the three dots and click on Delete. Then a modal will appear where you can confirm the deletion.
Sharing action items
You can share your action items in the following ways:
- Copy: copy the action items to your clipboard
- Share via email: send the action items by email
- Download as PDF: download them directly as a PDF file
- Export to whiteboard: create a whiteboard containing the action items (only available in the meeting room on desktop)
To include the closed action items, you have to enable to toggle. When you share all the action items (open and closed), you will see a difference between the two:
- Open items: []
- Closed items: [x]
AdminPulse sync
If your meeting room is connected to an AdminPulse relation, you can sync your action items with
AdminPulse as to-dos.
Use the Sync button to manually push your changes to AdminPulse and pull any changes made in
AdminPulse back into Vectera. They will appear as to-dos linked to the corresponding AdminPulse
relation.
Description, due date, and completion status are synced. Assignees are only synced when they are
AdminPulse users, if an action item is assigned to a Vectera-only user, it will show up without an assignee in AdminPulse.
Next to the Sync button you'll see a status indicator:
- Synced: everything is up to date
- Out of sync: there are unsynced local changes
- Syncing: sync is in progress
- Sync failed: something went wrong, click Sync to retry or contact support
When the same action item was changed on both sides, the Vectera version wins.
If you unlink a meeting room from its AdminPulse relation, all synced action items will be removed from Vectera. The to-dos in AdminPulse are not affected. We recommend doing a final sync before unlinking so everything is up to date in AdminPulse.
The Vectera team looks forward to your feedback. Our goal is to continually improve your online meeting experience! Ready to get started? Log in to your account or start your free trial of Vectera!