Viewing Actions Across Workspaces
The Actions page in SoterAI uses three tabs to let you switch between different views of your actions. The tabs are visible at the top of the Actions page whenever you open it from the sidebar.
- My Actions (This Workspace) — actions assigned to you within the current workspace.
- All Actions (This Workspace) — all actions in the current workspace, regardless of assignee.
- My Actions (All Workspaces) — every action assigned to you across all workspaces in your organisation that you have permission to access.
The My Actions (This Workspace) and All Actions (This Workspace) tabs are separated from the My Actions (All Workspaces) tab by a visual divider. Hovering over My Actions (All Workspaces) shows a tooltip: “Actions assigned to you across all workspaces in this organization.”
My Actions (This Workspace) tab
The My Actions (This Workspace) tab shows actions assigned to you within the current workspace. This is the default view when you open the Actions page.
| Column | Description |
|---|---|
| ID | Unique identifier for the action (e.g. ACT-001) |
| Title | What needs to be done |
| Related Record | The record this action is linked to, if any |
| Type | Category of action (e.g. Investigation, Follow-up, Review) |
| Status | Pending or Completed |
| Assignee | The person responsible for completing the action |
| Created By | Who created the action |
| Due Date | When the action is due |
All Actions (This Workspace) tab
The All Actions (This Workspace) tab shows every action in the current workspace, including actions assigned to other team members. The columns are the same as in My Actions (This Workspace).
In both My Actions (This Workspace) and All Actions (This Workspace), the filter bar at the top right lets you switch between All, Pending, and Completed views, and the search bar lets you look up actions by title or ID.
My Actions (All Workspaces) tab
The My Actions (All Workspaces) tab shows every action assigned to you across all workspaces in your organisation that you have permission to access. Use it to get a single overview of your outstanding tasks without switching between workspaces.
| Column | Description |
|---|---|
| ID | Unique identifier for the action |
| Title | What needs to be done |
| Source Workspace | The workspace where the action was created |
| Related Record | The record this action is linked to, if any |
| Status | Pending or Completed |
| Created By | Who created the action |
| Due Date | When the action is due |
In the My Actions (All Workspaces) view, the summary counters at the top right show:
- Pending — your open actions across all workspaces
- Completed — your completed actions across all workspaces
The My Actions (All Workspaces) tab is read-only. You can view and filter your actions but cannot create, complete, edit, or reassign them from this view.
Navigating to an action from My Actions (All Workspaces)
Each row in the My Actions (All Workspaces) list links back to the action in its original workspace. Click any action title or its related-record link to go directly to that action in its source workspace. SoterAI will open the correct workspace and take you to the action detail.
You must have permission to access the source workspace to open the action. If you no longer have access to a workspace, its actions will not appear in your My Actions (All Workspaces) list.
What you can do in each view
| Action | My Actions (This Workspace) | All Actions (This Workspace) | My Actions (All Workspaces) |
|---|---|---|---|
| Create a new action | ✓ Yes | ✓ Yes | ✗ No — create actions from within a workspace |
| Complete an action | ✓ Yes | ✓ Yes | ✗ No — switch to the source workspace to complete it |
| Edit or reassign an action | ✓ Yes | ✓ Yes | ✗ No — switch to the source workspace to edit |
| View action details | ✓ Yes | ✓ Yes | ✓ Yes — click the action to open it in its source workspace |
| Filter by Pending / Completed | ✓ Yes | ✓ Yes | ✓ Yes |
| Search actions | ✓ Yes | ✓ Yes | ✓ Yes |
Permissions and visibility
The My Actions (All Workspaces) tab only includes workspaces you have access to within your current organisation. Workspaces from other organisations are not included, even if you are a member of them.
Your access to each action in the My Actions (All Workspaces) view is governed by the same permission rules as the source workspace:
- You must have action-view permission in the source workspace.
- Private workspace restrictions are respected — if you cannot access the workspace, its actions will not appear.
- If your access to a related record is limited (for example, you hold the Actions Access role), the related-record link will behave the same way it does in that workspace's own Actions view.
Notifications for assigned actions
When someone assigns an action to you, you receive an in-app notification via the Notification Bell. The notification includes a direct link to the action, regardless of which workspace the action was created in. You do not need to be in the My Actions (All Workspaces) view to receive or act on these notifications.
Things to know
- The My Actions (All Workspaces) view is scoped to your current organisation only. Actions from workspaces in other organisations are not shown.
- The My Actions (All Workspaces) view is read-only. To create, complete, edit, or reassign an action, open it in its source workspace.
- All Actions (This Workspace) and My Actions (This Workspace) share the same set of management controls — the difference is only in which actions are shown (yours vs. the whole workspace).
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