Actions Overview: System-Generated vs. Manual Actions
Actions are tasks in Aptly that drive delegation and governance workflows forward. They are assigned to users, tracked by status and priority, and managed through the Actions module in the left navigation menu.
Actions can be system-generated (created automatically by Aptly when a workflow event occurs) or manual (created by a user with the appropriate permissions). Understanding the difference is important because it affects who owns the Action, how the status can change, and what you can edit.
What you'll learn
This article explains what Actions are, how system-generated Actions differ from manual Actions, and how the status and priority fields work. It is intended for all Aptly users who interact with the Actions module.
How to access Actions
Click Actions in the left navigation menu. You can also access your outstanding Actions from the Dashboard by clicking the To Do section.
System-generated vs. manual Actions
Aptly creates system-generated Actions automatically when certain workflows are triggered — for example, when a Delegation is issued that requires acceptance, or when a Document needs review or approval. Manual Actions are created by users who have the "Create Action" permission and can be used for any governance-related task your organization needs to track.
| System-generated Actions | Manual Actions | |
| Created by | Aptly (automatically), when a workflow event occurs | A user with "Create Action" permission |
| Owner field | Displays "System" | Displays the user who created the Action |
| Examples | Delegation Acceptance, Delegation Approval, Decision Role Acceptance, Document Review, Document Approval, Delegation Request | Annual Authority Assertion, Quarterly Authority Assertion, Payment Approvals, or any custom task |
| Status changes | Status cannot be manually changed by users. Changes from To Do to Completed, Canceled, or Overdue automatically. | Users can change the status manually (To Do → In Progress → Completed, or Canceled). |
| Action Type | Uses a system Action Type (Delegation, Decision, Document, or Matrix) | Can use any enabled Action Type — system types or custom types configured by your administrator |
| Template | Uses a system template (name and type are fixed; administrators can edit the description text) | Can optionally be created from a custom template, or created without a template |
Key difference: System-generated Actions cannot be set to "In Progress." They transition directly from To Do to Completed, Canceled, or Overdue. Manual Actions support the full status lifecycle, including In Progress.
Common system-generated Action types
| Action name | When it is created |
| Delegation Acceptance | When a Delegation is issued to a recipient and the acceptance workflow is enabled. Assigned to the recipient(s) on the Delegation. |
| Delegation Approval | When a Delegation requires approval before becoming active. Assigned to users with the Delegation Approval permission. |
| Decision Role Acceptance | When a user is assigned a Role on a Decision within a Delegation. Assigned to the designee(s) on the Role record. |
| Document Review | When a Document is assigned a reviewer through Document Oversight settings. Assigned to the designated reviewer. |
| Document Approval | When a Document requires approval through Document Oversight settings. Assigned to the designated approver. |
| Delegation Request | When a user submits a Delegation request (at the Decision or Delegation level). Assigned to the issuer of the associated Delegation. |
Note: Some system-generated Action types (such as acceptance and approval) are only available if your organization has enabled those workflows. If you do not see them, your administrator may not have activated these features.
Action fields
Every Action record includes several fields that help you identify the task, who is responsible, and when it is due. The Actions list displays the default columns of Name, Assignee, Owner, Type, Status, and Due Date. Additional columns — including Action ID, Priority, and Associated Record — can be shown using the Customize button.
| Field | Description |
| Name | The title of the Action (e.g., "Delegation Acceptance" or a custom name you provide when creating a manual Action). |
| Assignee | The user(s) responsible for completing the Action. An Action can have multiple assignees. |
| Owner | The user who created the Action, or "System" for system-generated Actions. The owner cannot be changed after creation. |
| Type | The Action Type category (e.g., Delegation, Decision, Document, Matrix, or a custom type). Configured in Settings → Account Settings → Actions. |
| Status | The current state of the Action: To Do, In Progress, Completed, Canceled, or Overdue. See the Status section below for details. |
| Due Date | The date by which the Action should be completed. Backdated due dates are not allowed — only the current date or a future date can be selected. |
| Priority | The urgency level: Low, Medium, or High. Displayed as a color-coded flag (green, yellow, or red). |
| Action ID | A unique identifier assigned to each Action. Displayed at the top of the Action drawer view. |
| Associated Record | The linked record (e.g., a specific Delegation or Document) that the Action relates to. Clicking it opens the associated record. |
Status
Every Action has a status that reflects where it is in its lifecycle. The available statuses are:
| Status | Meaning | Available for |
| To Do | The Action has been created and is waiting to be started. This is the default status for all new Actions. | System-generated and manual |
| In Progress | The Action is actively being worked on. | Manual Actions only |
| Completed | The Action has been finished. For Actions with multiple assignees, all assignees must complete their individual tasks before the Action can be marked Completed. | System-generated and manual |
| Canceled | The Action has been canceled and no longer requires completion. | System-generated and manual |
| Overdue | The Action's due date has passed without completion. This status is applied automatically by the system. | System-generated and manual |
Important: For system-generated Actions, status changes happen automatically. Users cannot manually set a system-generated Action to In Progress — it transitions directly from To Do to Completed (when the required action is taken, such as accepting a Delegation) or to Overdue (if the due date passes). For manual Actions, users can change the status using the status dropdown directly from the Actions list or from within the Action drawer.
Priority
Each Action can be assigned a priority level that indicates its urgency. Priority is displayed as a color-coded flag in the Actions list and in the Action drawer.
| Priority | Flag color | When to use |
| Low | Green | Routine tasks that can be completed within the standard timeline. |
| Medium | Yellow | Tasks that should be addressed in a timely manner. |
| High | Red | Urgent tasks that require immediate attention. |
Actions list tabs
The Actions module organizes Actions into tabs based on their status. Each tab displays a count of the Actions it contains.
| Tab | Shows Actions with these statuses |
| Active | To Do, In Progress, Overdue |
| Inactive | Canceled, Completed |
| Mine | To Do, In Progress, Completed, Canceled, Overdue — filtered to Actions where you are the assignee |
| All | To Do, In Progress, Completed, Canceled, Overdue, Deleted — all Actions you have permission to view |
Permissions
What you can do in the Actions module depends on your role permissions. The following table summarizes common Actions-related permissions.
| Permission | What it allows |
| Module Access (Actions) | View the Actions module and see Actions based on your assigned scope. |
| Create | Create new manual Actions and assign them to users. |
| Edit | Edit Action details and cancel Actions. |
| Delete | Delete an Action. Deleted Actions appear only in the All tab. |
FAQ
Can I change the status of a system-generated Action?
No. System-generated Actions update their status automatically based on the workflow. For example, a Delegation Acceptance Action is marked Completed when the recipient accepts the Delegation. You cannot manually set a system-generated Action to In Progress or Completed.
What happens when an Action becomes overdue?
If the due date passes and the Action has not been completed or canceled, Aptly automatically changes the status to Overdue. The Action remains in the Active tab so it stays visible.
Can an Action have multiple assignees?
Yes. Both system-generated and manual Actions can have multiple assignees. For Actions with multiple assignees, all assignees must complete their individual tasks before the Action status can change to Completed.
I don't see the Actions module in my navigation
The Actions module may not be enabled for your organization, or your role may not include the Actions module access permission. Contact your Aptly administrator.
What is the difference between an Action Type and an Action Template?
An Action Type is a category (e.g., Delegation, Document, or a custom type like "Payment Approvals"). An Action Template is a reusable blueprint that pre-populates the name, type, and description when creating an Action. Types classify Actions; templates standardize how they are created. Both are configured in Settings → Account Settings → Actions.
Next steps
For administrator configuration of Action Types and Action Templates, see:
- Action Types — create and manage the categories available when creating Actions.
- Actions Settings — overview of the Actions settings page and how settings affect users.
For a walkthrough of viewing and completing Actions, see: Viewing & Completing Actions.
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