Managing Actions

Creating an action

You can create an action in two ways:

From within a record — open any record and add an action directly to it. The action will be linked to that record and visible in both the record detail view and the main Actions list.

As a standalone action — navigate to the Actions section in the sidebar and create a new action from there. Standalone actions are not attached to any record and are useful for general follow-up tasks, corrective actions, or anything that doesn't belong to a specific record.

Each action includes:

• Description — what needs to be done
• Assignee — who is responsible for completing it
• Due date — optional, but recommended for time-sensitive tasks
• Status — Incomplete or Complete

Assigning an action

You can assign an action to any member of your workspace. When you assign an action to someone, they receive an in-app notification with a direct link to the action — so they can get to it immediately without searching.

Note: If you assign an action to yourself, no notification is sent.

Assigning to someone outside your workspace

You can assign an action to a person who is not yet a member of your workspace by typing their email address in the assignee field. SoterAI will automatically send them an invitation to join the workspace with the Actions Access role — a special non-billable role that gives them access only to their assigned actions.

This is designed for external users such as contractors or third-party vendors who need to complete tasks but should not have access to your records or other workspace data.

Completing an action

When an action is done, mark it as Complete. You can optionally attach a single file as evidence — for example, a photo, a signed form, or a report — before confirming completion. The completion event is recorded in the action's activity log.

Actions can also be un-completed if they were marked done in error.

Reassigning an action

Any user with the appropriate role (Owner, Manager, or User) can reassign an action to a different person. Every reassignment is logged in the action's activity log, so there is always a clear record of who was responsible and when it changed.

Note: Users with the Actions Access role cannot reassign actions — they can only complete the actions assigned to them.

Viewing all actions

The Actions section in the sidebar shows a table of all actions in your workspace. You can sort and filter by status, assignee, due date, and linked record.

Users with the Actions Access role only see their own assigned actions — they do not have access to the full actions list.

What happens to actions when a record is archived?

If a record is archived, any actions linked to it remain active and visible in the Actions list. Archiving a record does not close or remove its associated actions — you will need to complete or reassign them separately.

Actions and the audit trail

Every significant event on an action is logged automatically:

• Creation and assignment
• Reassignment (with old and new assignee)
• Completion and evidence upload
• Any modifications to description or due date

The activity log is immutable — entries cannot be edited or deleted.