Activity Item Menu Actions

Comments or “replies” can be added to any activity item by opening the item’s flyout and typing in the “Write a reply” field at the bottom. You can add tags or attachments to your reply if desired. They can provide additional information about the item, and allow team members to communicate back and forth.

Heads Up!

Exercise caution when writing replies to text or portal message items. Replies to these items are sent to the client.

Replies can also be used to assign an activity item to a team member (converting it into a task) by using task shortcuts in the comment. Team members can even assign a task back and forth between them by adding multiple assigning comments.

You can sort replies either from oldest to newest, or from newest to oldest, by clicking the current sort order above the list of replies.

New activity items, or items with new replies, will have a checkmark icon in the top right corner to indicate that you have not seen them. To mark the item as “seen” or “acknowledged,” click this checkmark.

Items that are recently created or updated will display the Recent Activity flag in the upper right corner. Task items that are either overdue or due soon will also display flags indicating their respective status.

The number of replies will appear next to the item’s icon. The number will either be red to indicate that replies are unread or gray to indicate that all replies have been read.

The subject and message fields of notes, tasks, and phone call items can be edited by the author. Replies can also be edited by the user who wrote the reply. To edit an item or reply, click the pencil icon next to the author’s name and timestamp. Edit the item or comment, and click the checkmark to the right of the textbox to save your edits.

The tags of an item or reply can be edited by any project user, as long as the tag wasn’t added in the text of the item. To edit the tags, open the item and click Edit Tags. Remove and add tags as needed, and click the checkmark to the right of the tags box to save your edits.

For task items, the assignee and due date can be changed by opening the item and updating the desired field(s). Click Complete Task to mark the task as complete.

To convert a non-task item to a task, open the item and click Assign as Task. Choose an assignee and due date.

Tip

In card view, you can perform these actions directly within the Activity Feed without opening the item.

If a project has guest users, activity items can be shared with those guests on an item-by-item basis. Open the item and click Share with. Search for and select the desired guest(s). When you’re finished, click Close.

Once an item has been shared with a guest, their name will display after “Shared with” in the item’s flyout. The item and all replies will be visible to the guest, and the guest will be able to write replies to the item as well.

To unshare an item with the guest, click Share with, and then click the x next to the guest’s name. Click Close.

Users can add emoji “reactions” to activity items and their replies. To react to an item or reply, open the relevant item, and then click the smiley icon next to the author’s name and timestamp. Select a reaction to add it to the item or comment.

Users can add as many reactions as they like. To remove a reaction you added, click the reaction where it appears in the item or reply.

Users can keep track of item reactions by running a List of Notes report.

To open a team chat about the activity item, click Add to Sidebar. Learn more about adding items to a team chat.

After creating phone call items, users can create and assign related tasks to themselves or other users. (Other item types can be converted into tasks instead.) To create a task related to a phone call item, click Create Related Task.

In the opened activity drawer, the Subject field is auto-populated with the phone call subject. The Message field is auto-populated with a link to the phone call item. Update the assignee and due date if desired, and add any additional details for the assignee in the message field.

Click Create Task to create and assign the related task. The assignee can review the task details and click Related Phone Call to open the original phone call item.

To include specific text from the phone call item or its replies in the task, highlight the desired text and then click Create Related Task in the item’s menu.

When creating the related task, the highlighted text auto-populates underneath the phone call link in the Message field.

When creating activity items, users have the option to add time entry details. To add or edit an item’s time entry details after creation, select Add Time Entry / Edit Time Details in the item’s dropdown menu. Learn more about activity-based time entry.

If a project has guest users, activity items can be shared with those guests on an item-by-item basis. This option can also be found in the item’s flyout.

The Copy Link option will copy a link to your clipboard. This link allows you or anyone with project access to jump directly to the activity item without having to use search or filters.

Note and email activity items can be copied to other projects using the Copy to or Copy to Related Projects options. Copy to will copy to any single chosen project, while Copy to Related Projects will copy to all projects listed as related in your project’s Related section. (Linked projects are not included.)

Any attached documents will be copied along with the item. The copied document will keep its original upload date, uploader, and revisions. Other information, like share links and tags, will be removed.

To move an activity item from one project to another, project Admins can select Move to from the item’s menu. In the Move to modal, search for and select the desired project, and click Move.

Any attached documents will be moved along with the item. If the document has been attached elsewhere in the project, a copy of the document will move along with the activity item. Any documents attached in comments on the activity item will also be moved.

The moved document will keep its original upload date, uploader, and revisions. Other information, like share links and tags, will be removed.

Print any activity item using the Print option. You can also save an activity item as a .pdf document by opening the print modal and selecting Save as PDF from the dropdown.

Printing an activity item will not print any attached documents. Attachments can be printed on their own. 

Pinning an item can help make often-referenced information easily accessible. Any project user can click Pin to My Feed to pin the item to their respective user feed. Project Admins also have the option to click Pin to Project to pin the item to the project’s Activity Feed. A pinned item will appear at the top of the respective feed unless it is filtered out. Pinned items are useful for warnings, instructions, or reminders that all of the project’s team members should see.

When an item has been pinned to either the user feed or the Activity Feed, it will have a blue background and a pin icon in the upper right corner.

To unpin the item, select the Unpin from My Feed or Unpin from Project options.