> ## Documentation Index
> Fetch the complete documentation index at: https://docs.flowla.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Actions overview

> Create trackable tasks and next steps that drive mutual accountability in your rooms.

## TL;DR

Actions are the shared to-do list inside a room, visible to both your team and your customer. Instead of next steps scattered across emails and Slack messages, everything lives in one place where both sides can see what's been done and what's still outstanding. This shared accountability is what keeps deals moving.

***

## What are actions?

Actions are the task items in your room. Unlike content (which informs), actions require completion — they're how you move the process forward together.

<img src="https://mintcdn.com/flowla/TmnjQuqPEAiABcEk/images/rooms/actions_overview.png?fit=max&auto=format&n=TmnjQuqPEAiABcEk&q=85&s=c1d7d4246700469566a5b0744eb5006a" width="2920" height="1564" data-path="images/rooms/actions_overview.png" />

**Actions help you:**

* Guide users through a process step by step
* Collect input or confirmations from the customer
* Track progress and completion rates
* Trigger automated workflows
* Create accountability with clear owners and due dates

***

## Types of actions

### Prospect-facing actions

These are visible to external users — your prospects and customers. They drive the deal, onboarding, or project forward by making the next step unmissable.

| Action type                   | What it does                                      |
| ----------------------------- | ------------------------------------------------- |
| **Go to URL**                 | Direct the prospect to an external link           |
| **Watch video**               | Ask them to watch a specific video                |
| **View document**             | Have them review a document in the room           |
| **Download a file**           | Prompt them to download a file                    |
| **Fill a form**               | Collect information via a form                    |
| **Book a meeting**            | Let them schedule time directly                   |
| **Sign a document**           | Request a signature on a contract or agreement    |
| **Invite contacts**           | Ask them to add other stakeholders to the room    |
| **Sub-actions**               | Break a larger action into smaller steps          |
| **Collaborate with contacts** | Assign a shared task to multiple people           |
| **Custom**                    | Create a freeform task with your own instructions |

<video autoPlay muted loop playsInline src="https://mintcdn.com/flowla/TmnjQuqPEAiABcEk/images/mutual_actions_plan/types_of_actions.mp4?fit=max&auto=format&n=TmnjQuqPEAiABcEk&q=85&s=9c5563274c4130f9f32ad1b18798836c" data-path="images/mutual_actions_plan/types_of_actions.mp4" />

### Internal actions

Internal actions are visible only to your team — completely hidden from buyers and external collaborators. This lets you manage behind-the-scenes work from the same room, without cluttering the customer's view.

**How to mark an action as internal:**

<Steps>
  <Step title="Create or select an action">
    Open the action you want to make internal.
  </Step>

  <Step title="Click the three-dot menu (•••) in the top right">
    This opens the action options.
  </Step>

  <Step title="Select Mark as Internal Action">
    The action icon changes to indicate it's internal-only.
  </Step>
</Steps>

<Note>Only team members invited to the room (or with org access) can see internal actions.</Note>

<video autoPlay muted loop playsInline src="https://mintcdn.com/flowla/TmnjQuqPEAiABcEk/images/mutual_actions_plan/internal_action.mp4?fit=max&auto=format&n=TmnjQuqPEAiABcEk&q=85&s=0783a6b76d42685700f2ac6911b5c08e" data-path="images/mutual_actions_plan/internal_action.mp4" />

### What customers see

| Your view                                | Customer view                |
| ---------------------------------------- | ---------------------------- |
| All actions (internal + customer-facing) | Only customer-facing actions |
| Internal actions marked with icon        | Internal actions hidden      |
| Full task context                        | Clean, focused experience    |

**Common internal action examples:**

* **Sales handoff:** Brief the CS team, confirm technical requirements, get legal approval
* **Deal preparation:** Customise the proposal deck, schedule an internal deal review, prepare the demo environment
* **Onboarding coordination:** Create a customer Slack channel, send the welcome kit, schedule an internal kickoff sync

<Tip>Use internal actions with **workflows** to trigger automated Slack alerts or email nudges when internal tasks are completed.</Tip>

***

## Creating actions

<Steps>
  <Step title="Navigate to the section where you want to add an action">
    Open your room and go to the right section.
  </Step>

  <Step title="Click Add page">
    This adds a new page within the section.
  </Step>

  <Step title="Click Add block">
    Click **Add block** on the new page.
  </Step>

  <Step title="Select Action Plan">
    Choose **Add Action Plan** from the block options.
  </Step>

  <Step title="Configure the action">
    Click on the action and fill in the title, description, action type, assignee, and due date.
  </Step>
</Steps>

<video autoPlay muted loop playsInline src="https://mintcdn.com/flowla/TmnjQuqPEAiABcEk/images/mutual_actions_plan/creating_actions.mp4?fit=max&auto=format&n=TmnjQuqPEAiABcEk&q=85&s=88c0255af816364fb6c93b14c77a0a31" data-path="images/mutual_actions_plan/creating_actions.mp4" />

***

## Action assignments

Assign actions to specific people to create clear accountability.

| Type                     | Description                               |
| ------------------------ | ----------------------------------------- |
| **Internal team member** | Assign to someone on your team            |
| **External contact**     | Assign to a prospect                      |
| **Primary contact**      | Auto-assign to the room's primary contact |
| **Target company**       | Assign the action to the whole company    |

Assignees receive notifications when an action is assigned to them (if notifications are enabled). Reminders are sent for upcoming and overdue actions, and completion notifications keep everyone in the loop.

***

## Due dates and reminders

Set due dates to create urgency and accountability.

* Set specific dates or relative dates (e.g. "3 days after room creation")
* Automatic reminders go out before due dates
* Visual indicators show status at a glance

**Task statuses:**

| Status          | Description      |
| --------------- | ---------------- |
| **To do**       | Not started      |
| **In progress** | Work has begun   |
| **Done**        | Completed        |
| **Cancelled**   | No longer needed |

<img src="https://mintcdn.com/flowla/TmnjQuqPEAiABcEk/images/rooms/task_status.png?fit=max&auto=format&n=TmnjQuqPEAiABcEk&q=85&s=44ede7baa860566f06872d52d854a1e4" width="2918" height="1570" data-path="images/rooms/task_status.png" />

***

## How actions work with automation

Actions can both trigger and be triggered by workflows.

**Actions as triggers:**

* Action completed → Send a notification
* Action becomes overdue → Alert the team
* Specific action done → Unlock the next section

**Actions from workflows:**

* Automatically create actions when rooms are created
* Change action status based on CRM events

<Tip>Learn more about [workflow triggers](/automations/triggers) and [workflow actions](/automations/actions).</Tip>

***

## Best practices

1. **Use clear, descriptive names** — "Review pricing proposal" is better than "Review document"
2. **Order actions logically** — Arrange them in the sequence you expect completion
3. **Limit prospect-facing actions** — Only include what's truly necessary
4. **Use internal actions generously** — Keep your team coordinated without cluttering the prospect view
5. **Set realistic due dates** — Create urgency without being unreasonable
6. **Connect to workflows** — Automate follow-ups and notifications for key actions

***

<Tip>See [Managing actions](/mutual-action-plans/managing-actions) for assignees, dynamic primary contact, and the actions dashboard.</Tip>

***

## Troubleshooting

<AccordionGroup>
  <Accordion title="I can't get a customer to upload a file — only download">
    **Likely cause:** You're using a standard content step instead of an action step.

    **Fix:** Use an **Action** step and select the **File Upload** action type. This lets your prospect upload a file directly into the room.
  </Accordion>

  <Accordion title="Can someone upload multiple files in one file upload question?">
    **Likely cause:** The current file upload action supports one file per field.

    **Fix:** Add multiple file upload action steps — one per file expected.
  </Accordion>
</AccordionGroup>