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 organises actions across three tabs:

• My Actions (This Workspace) — the default view. Shows every action assigned to you in the current workspace. You can filter by Pending or Completed, and search by title or ID.
• All Actions (This Workspace) — shows every action in the current workspace, regardless of assignee. Useful for managers and team leads tracking what has been assigned and to whom.
• My Actions (All Workspaces) — a read-only view showing every action assigned to you across all workspaces in your organisation that you have permission to access. Click any action to open it in its source workspace.

Users with the Actions Access role only see their own assigned actions — they do not have access to the All Actions (This Workspace) tab.

For a full breakdown of what each tab shows and what you can do in each view, see Viewing Actions Across Workspaces.

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.

Managing actions with SoterAI (chat & workflows)

As well as managing actions manually, you can ask SoterAI to handle them for you directly in any chat or workflow. Describe what you need in plain language and SoterAI will do it for you:

• Create an action — for example, “Create an action to inspect the loading dock and assign it to Maria.”
• Complete an action — mark an action as done from the conversation.
• Update an action — change the description, due date, or assignee.
• List actions — ask SoterAI to show your actions, or the actions in the current workspace.

When you ask SoterAI to assign an action, you can refer to the person by name or email address. If more than one person matches, SoterAI will ask you to confirm which one you mean.

Permissions still apply

SoterAI follows the same permission rules described above. What you can do through SoterAI depends on your role:

• Owner, Manager, and User — can create, update, complete, and list actions.
• Actions Access — can complete and see only their own assigned actions.
• Read-Only — can view actions but cannot be assigned them.

Actions created by SoterAI in scheduled workflows

When a scheduled workflow creates an action and assigns it to you, SoterAI sends you an in-app notification via the Notification Bell, just as it would if a colleague had assigned it. This is a helpful exception to the usual rule that self-assigned actions do not notify — because the action is created by SoterAI on your behalf rather than by you, you still get notified.

Keeping track of where an action came from

Actions created by SoterAI include a link back to the chat they came from, so you can always trace an action to the conversation that generated it.