Action Records

Actions track your interactions and tasks required to cultivate relationships with and secure gifts from constituents. To view detailed information about an action, select its category and type — such as on a record or list — to open its record. From the action record, you can view and manage information about the activity and progress of the task or interaction.

Tip: For information about how to manage records, see Actions.

Under Action details, you can view detailed information about the action, including:

  • Where or when the task or interaction takes place.

  • The direction of an interaction — outbound to the constituent, or inbound from them to your organization.

  • The person contacted at an organization constituent.

To edit these details, select Edit action. For more information, see Action Details.

At the top of the record, the summary provides pertinent details about the action, including its category, type, priority, constituent, and associated opportunity. You can also review who the action is assigned to, as well as its date and status. For more information, see Action Summary.

Under Attachments, you can manage collateral — such as correspondence or presentation files — as the action progresses. For more information, see Attachments.

Under Custom fields, you can track and manage specialized information about the action, such as the purpose of making contact or specifics about a meeting location. For more information, see Custom Fields.

Under Notes, you can manage notes for an action to track helpful details about the effort, such as talking points for an upcoming phone call. For more information, see Notes.

You can also manage the action from its record, such as to edit its details, add it to a calendar, or mark it as complete.

You can edit the details of an action — such as to adjust its date or assigned fundraiser — from its record, a list of actions, under Actions on its constituent's record, or under Actions on its opportunity's record. To edit an action, select Edit on its record or from its menu , adjust the information as necessary, and select Save.

Tip: Don’t see this option? Contact your system admin for rights to make this type of change.

Tip: To edit an action's custom fields or attachments, open its record. For more information, see Custom Fields or Attachments.

Note: For security reasons, your organization may limit access to information about some constituents. When an action includes a contact or fundraiser you don't have rights to, their name appears as Someone restricted. For more information, see Record Security.

You can copy an action and its details — such as to duplicate it or assign it to another constituent— from its record. You copy an action under Actions on its constituent's record, or under Actions on its opportunity's record. To copy an action, select Copy on its record or from its menu , adjust the information as necessary, and select Save.

To remove an action — such as one inadvertently added to the wrong constituent — you can delete it from its record, under Actions on its constituent's record, or under Actions on its opportunity's record. To delete an action, open its record or select Delete from its menu , and then select Delete.

Tip: Don’t see this option? Contact your system admin for rights to make this type of change.

Tip: When you delete an action, you permanently remove it. To keep an action for historical reference but remove it from a record or your To-Do list, mark it as complete.

To remind you of when an action takes place, select Add to calendar to add it to a calendar as an appointment. You can choose whether to always download appointments as .ics files, or automatically add them to Google Calendar or Microsoft Outlook 365. For more information, see Calendar Appointments.

As you finish an action, mark it as complete to track the progress and remove it from your To-Do list.

  1. Select Mark completed on the action's record or from its menu on a list of actions.

  2. Enter a quick summary or detailed notes — or both! — about the action’s results, such as a synopsis of the task or interaction, the constituent's response, or follow-up items.

  3. If your organization uses action statuses, select the applicable Completed status. For information, see Action Statuses.

  4. Choose the action's outcome — Good or Bad — and when it was completed.

  5. Select Complete.

Tip: Don’t see this option? Contact your system admin for rights to make this type of change.

Tip: By default, only open actions appear on the Actions list in Work Center . To include completed actions, filter them by status. For information, see List Filters.