Action Log

The Action Log is where operational follow-up lives. Every action, problem, improvement idea, or CAPA (Corrective And Preventive Action) raised during tier meetings, audits, gemba walks, or deviation investigations is captured here with a clear owner, due date, and lifecycle status.

The Action Log works hand-in-hand with KPI Boards and the Escalation Engine: when a KPI turns red, the team creates an action; if the action is not resolved in time, it escalates through the TIER hierarchy.

Action Types

Each action item is classified by type to distinguish its nature and compliance requirements:

Type	Description	Typical Use
Action	General follow-up task from a meeting or review	"Order replacement parts for Line 3"
Problem	An identified problem that needs root cause analysis and resolution	"Batch 42 failed viscosity test"
Improvement	A continuous improvement (Kaizen) suggestion	"Automate label verification to reduce manual checks"
CAPA	Corrective And Preventive Action — formal pharma compliance track	"Implement temperature alarm on storage unit B2"

CAPA Requirements

CAPA-type actions require formal verification before they can be closed. The verifier must be a different user than the person who completed the action (segregation of duties). This is enforced at the application level for pharma GxP compliance.

Status Lifecycle

Actions flow through a defined set of statuses:

open --> assigned --> in_progress --> done --> verified
                         |                      ^
                         v                      |
                      blocked ------------------+

Status	Meaning
Open	Created but not yet assigned to anyone. Awaiting triage.
Assigned	A responsible person has been designated but work has not started.
In Progress	Actively being worked on by the assignee.
Blocked	Work is halted by a dependency, resource constraint, or external factor.
Done	Completed by the assignee. Awaiting verification (if required).
Verified	Reviewed and confirmed effective by a manager or quality reviewer.

Transitioning Status

• Click the status badge on any action card to see available transitions.
• Status changes are logged in the action's activity timeline with a timestamp and the user who made the change.
• Moving from Done to Verified requires selecting a verifier and optionally entering verification notes.

tip

Actions of type CAPA cannot be moved to Verified by the same user who moved them to Done. The system enforces this segregation of duties automatically.

Priority Levels

Every action has a priority that determines its urgency and visual prominence:

Priority	Color	Meaning
Critical	Red	Immediate attention required — safety risk or production stop
High	Orange	Must be addressed within 24-48 hours
Medium	Yellow	Standard priority — address within the current review cycle
Low	Blue	Nice to have — can be deferred to the next cycle

Priority affects:

• Sort order in all views (critical items float to the top by default)
• Notification urgency — critical actions trigger immediate push notifications
• Overdue escalation — critical actions may have shorter escalation trigger windows

Source Tracking

Every action records where it originated from, providing traceability for audits and management reviews:

Source	Description
Tier Meeting	Raised during a daily, weekly, or monthly TIER meeting
Audit	Identified during an internal or external quality audit
Deviation	Result of a process deviation investigation
Gemba	Observed during a gemba walk (go-and-see on the shop floor)
Other	Any other source not covered by the above categories

Source tracking enables powerful analytics: "How many actions originate from audits versus tier meetings?" or "What percentage of gemba observations lead to improvements?"

SQCDP Category

Actions use the same SQCDP categorization as KPIs, enabling cross-referencing:

• S — Safety (workplace incidents, near-misses, hazards)
• Q — Quality (defects, deviations, out-of-spec results)
• C — Cost (budget overruns, waste reduction opportunities)
• D — Delivery (schedule delays, capacity issues)
• P — People (training needs, staffing gaps, engagement)
• custom — User-defined category outside standard SQCDP

When a Safety KPI turns red and the team creates an action, the action automatically inherits the S category, linking the metric to its corrective follow-up.

Views

The Action Log supports three visualization modes, switchable via the view toggle in the toolbar.

Kanban View

The default view. Actions are displayed as cards organized into columns by status:

| Open | Assigned | In Progress | Blocked | Done | Verified |
|------|----------|-------------|---------|------|----------|
| card | card     | card        | card    | card | card     |
| card |          | card        |         |      |          |

• Drag cards between columns to change status.
• Cards show title, assignee avatar, priority badge, due date, and category tag.
• Overdue cards display a red border and a "X days overdue" label.

Table View

A dense, sortable table for managing large numbers of actions:

Title	Type	Status	Priority	Assignee	Due Date	Category	Source

• Click column headers to sort.
• Use inline editing to update status, priority, or assignee without opening the detail panel.
• Apply filters to narrow the list (e.g., show only "my actions" or "overdue + critical").

Calendar View

Displays actions on a month/week calendar based on their due date:

• Overdue actions appear with a red indicator on past dates.
• Drag actions to a new date to reschedule the due date.
• Color-coded by priority (critical = red, high = orange, medium = yellow, low = blue).

Overdue Tracking

An action is considered overdue when its due date has passed and its status is not Done or Verified.

Overdue indicators appear across the platform:

• Action card — Red border and "X days overdue" badge
• TIER meeting agenda — Overdue actions are surfaced in the escalation review step
• Dashboard widget — "Overdue Actions" counter on the board dashboard
• Email notifications — Daily digest of overdue actions sent to assignees and board admins

Overdue Notifications

The notification system sends reminders at configurable intervals:

1. Due date approaching — Notification sent 1 day before the due date
2. Overdue — Notification sent on the day the action becomes overdue
3. Escalation warning — Notification sent N days before auto-escalation triggers (based on escalation rules)
4. Escalated — Notification sent to the higher-tier recipients when escalation occurs

peringatan

Actions without a due date are never flagged as overdue. Always set a due date for actions that need timely follow-up.

Creating Actions

From the Action Log

1. Click + New Action in the action log toolbar.
2. Fill in the required fields: title, type, priority, and category.
3. Optionally assign a responsible person and due date.
4. Click Create.

From a KPI Board

1. Right-click a KPI card that is in amber or red status.
2. Select Create Action from KPI.
3. The action is pre-populated with the KPI name, category, and a link back to the KPI.

From a TIER Meeting

1. While in TIER Meeting Mode, click + Quick Action during the Actions review step.
2. Enter the title and assignee — the action is created with default priority and the current TIER level.

TIER Level

Every action has a TIER level indicating its position in the organizational hierarchy:

Tier	Level	Meeting Cadence	Typical Participants
TIER 1	Shop floor / operational team	Daily (5-15 min)	Operators, team leads
TIER 2	Department / management	Weekly (30-60 min)	Department managers, supervisors
TIER 3	Site / executive	Monthly (60-90 min)	Site director, VP operations

Actions start at the TIER level where they were created. If an action cannot be resolved at its current tier, it can be escalated to a higher tier — see Escalation Engine.

Permissions

Action	Required Role
View actions	Any board member
Create actions	Any board member with write access
Edit action details	Action creator or assignee or board admin
Change status	Action assignee or board admin
Verify action (mark as verified)	Board admin or workspace admin (not the assignee)
Delete actions	Board admin or workspace admin
Escalate / de-escalate	Board admin or workspace admin

Related Features

• KPI Boards — Create actions from red/amber KPIs
• Escalation Engine — Auto-escalate overdue actions through TIER hierarchy
• TIER Meeting Mode — Review and create actions during shopfloor meetings
• CSV Import — Bulk import actions from spreadsheets