Action items: your automatic to-do list

How do I see, add, search, update, complete, or export my action items from calls, emails, chats, or meetings?

What action items do

Action items are your personal to-do list, built automatically from your calls, emails, chats, dictations, in-person conversations and video meetings. If you say "remind me to…" during a call or dictation, or agree to do something in an email, chat or meeting, Green Weka pulls that out as an action item. This means nothing gets forgotten, even on your busiest days.

You can also add your own action items any time, either by talking to your voice assistant or typing to the chat assistant. Action items are for reminders and tasks, not jobs or scheduled work, but all the small things you promise to do.

How to use action items

• See your list: Ask your assistant "What's on my to-do list?" or "Show my action items." You can also open the dashboard and look for the Action Items card. All your action items appear together in one place, including those pulled from emails and meetings. Pending items are shown by default.
• Add a new item: Just say "Add 'call the supplier' to my action items" or "Remind me to order more paint." You can assign tasks to yourself or someone else by saying "Assign to Dave" or similar.
• Tick off or complete: Say "Mark 'order more paint' as done" or "Tick off the one about the supplier." The assistant will mark it complete for you, or you can tick items off directly on the dashboard. Marking an item Done in Green Weka also completes the copy in any app you exported it to, like Planner, Asana, To Do, Todoist, Fergus, Simpro or HubSpot. Mark Pending reopens it, and this also works by voice or chat. If an app couldn't be updated, you'll see a Retry notice.
• Remove an item: If you want to delete something completely, say "Remove the task about the supplier." This deletes it from your list.
• Update an item: To change details, say "Change the paint task to 'order blue paint'," or "Assign the supplier task to Ben." You can also add notes or set a due date.
• Search your list: Ask "Do I have anything about paint on my list?" or "Is there a task about the van?" The assistant will search for you.

You can do all these things by voice or chat, whichever suits you.

Action items on the dashboard

All your action items sit together on one Action Items card on the dashboard, including the ones pulled out of your emails. There is no separate email action items list anymore. Each action item carries a small marker showing where it came from:

• M = mobile call
• V = video or audio call with a teammate
• C = team chat
• D = dictation
• A = added via the voice or chat agent
• I = in-person conversation

Items from emails carry no letter.

These markers help you see at a glance where each task came from.

Team chat action items appear after the chat has gone quiet for a while, so you only get tasks from real discussions, not every message.

Exporting and syncing action items

You can export your action items from the dashboard. Tick the items you want, click Export, and choose where they go: PDF, Fergus, Simpro, Asana, HubSpot, Todoist, Microsoft To Do, Microsoft Planner or OneNote. Before exporting, you can set or change a "Complete by" date and time on each item. Fergus and Simpro exports ask for a job and assignees (default is you); Asana asks for a project and assignee; HubSpot asks who to assign to; Todoist asks for a project and, on shared projects, an assignee; Microsoft To Do asks for a list; Microsoft Planner asks for a plan, a bucket (a "Green Weka" bucket is offered and created for you) and assignees; OneNote asks for a notebook and section and saves the selection as one page. Your last choices are remembered. After export, the item shows a chip such as "Asana ✓" that opens the task. The export screen offers "Open in app".

Marking an action item Done in Green Weka also completes the copy you exported to Fergus, Simpro, Asana, HubSpot, Todoist, Microsoft To Do or Planner. Mark Pending reopens it, including by voice or chat. If you tick a task off in Asana, Planner, Todoist, To Do, HubSpot, Fergus or Simpro, the matching Green Weka action item closes the next time your dashboard loads or your briefing runs, with a note saying which app it was completed in. Deleting the task in the app leaves the Green Weka item alone. If an app couldn't be updated, you'll see a Retry notice.

Email action items

When a reply on an email thread settles a task, Green Weka closes that task automatically and records why. Older items that came from an earlier email in the same thread are labelled "Earlier email in this thread". Each email action item has a "View email" link that opens the original message in your webmail.

Tips

• Action items are pulled from every call, email, chat, dictation, in-person conversation and video meeting, so you don’t need to remember to add them.
• Use clear task names when adding by voice, so you can find them easily later.
• Export your action items as a PDF from the dashboard if you want a paper copy or to send the list to someone else.
• The morning briefing includes your action items, so you start each day knowing what needs doing.

With Green Weka, your to-dos are always up to date and easy to manage, even when you’re flat out.