Assign Action Items in Google Docs

One of the tools found in Google Docs, Sheets, and Slides is the ability highlight a piece of text, table cell, or any object for that matter on the page and link it to a comment. This allows users who have ‘Can edit’ or ‘Can comment’ access to provide feedback on the content of the file.

Screen Shot 2016-10-31 at 9.20.48 AM.png


screen_shot_2016-10-31_at_9_44_26_amAnother feature of the ‘Add comment’ tool is the ability to draw a user’s attention to a specific comment. This is handy when you are providing feedback on a collaborative document and want to direct a comment to a specific member of the group. To use, include the member’s email address with either an @ or + in front, then select from the list of matching users. This will send an email notification to the user you specify.

 


screen-shot-2016-10-31-at-9-32-52-amGoogle’s latest feature now gives us the ability to ‘assign’ an action to a specific user using the comment tool. Now, when you mention a specific user inside a comment, you will see the option to assign the action item to them. Assigning an action will send them an email notification AND tag the document inside of Drive.

 

 


When the recipient of an Action item opens Google Drive, they will see a ‘Follow-up’ notifier located in the top-right corner of the Doc (grid view) or at the end of the file name (list view). Hovering over the numerical notifier will show them how many action and/or suggestion items are contained within the document. When the recipient has completed the action item that was assigned to them, they can mark it as done by clicking on the check box located in the top-right corner of the comment box.

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Screen Shot 2016-10-31 at 9.42.33 AM.pngFinally, an action item can be re-assigned to a different member by using the ‘Reply…’ box to enter another member’s email address. The comment tool will detect the new user and ask you to confirm that you want to re-assign this action item.

For more information on using Action items with Google Docs, Sheets, and Slides please refer to the Google Help page.

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