Action Items
Review before acting. Suggested action items can come from notes and transcripts. A stage manager or production lead should confirm the evidence before assigning work.
Overview
Action Items gives production staff a focused place to turn rehearsal notes, transcript findings, and meeting follow-ups into trackable work. The current tool separates editor-only draft review from published open and resolved items so production decisions do not disappear into chat or notes.
Opening Action Items
Open Action Items from a workspace where the tool is available. It appears for users with Action Items view access. Users with Action Items edit access can review drafts, create new action items, update item details, and resolve or reopen items; view-only users can open published items, inspect evidence, and review history without edit controls.
Editors see Drafts and Action Items subtabs. View-only users go directly to the published Action Items list.
The published Action Items hub uses filter pills:
| View | Purpose |
|---|---|
| Open | Active items that still need work |
| Resolved | Closed items kept for history and evidence review |
Reviewing Drafts
Flagged note blocks and transcript segments queue under Drafts for users with Action Items edit access. Each draft can show:
- A short title derived from the source evidence
- The source type: a Notes block or transcript segment
- The original preview text used for review
- Actions to approve, dismiss, or open the source
Use Approve when the draft represents real production work. Use Dismiss when the flag is noise. Use Open Source when you need to verify the note or transcript context before deciding.
When a note block or transcript segment is flagged as an action item, On Book keeps that action intent attached to the evidence record. Approved drafts reuse the canonical source evidence, including the original preview text and restricted-transcript visibility, instead of trusting a rewritten copy from the analysis pass. Draft review decisions are preserved separately from active action items so the same flagged evidence does not keep returning after a reviewer approves or dismisses it.
Evidence projection waits for the relevant source to be ready. If Notes or transcript data is still loading or unavailable, On Book marks that state separately instead of treating an empty evidence list as proof that no evidence exists. Retry actions are offered when a source can be reloaded. Personnel records can still be assigned to published Action Items, but Personnel profile fields are not a supported draft-review source.
The merge/dedupe control is visible but disabled in the current release while the analysis follow-up is being built.
Tracking Active Work
Open an item to use the detail drawer. View-only users can inspect these fields, evidence, and history. Editors can update open items from the same drawer. Current fields include:
- Owner IDs, assignee user IDs, and Personnel assignment records
- Department
- Priority
- Due date
- Evidence links
- History
Active action items use an active/closed lifecycle. Blocking, ownership, priority, due dates, and history carry the workflow state instead of a separate status field.
Some assignment fields currently accept internal IDs rather than a people picker. Treat those fields as production-admin controls until the richer assignment UI lands.
The current data model also tracks per-Personnel assignment records separately from the item body. Assignment states include assigned, in progress, done, blocked, declined, and removed. Removed assignments are hidden from the active assignment list, while assignment create/reactivate/status-change/remove events stay in the item event history for auditability.
Evidence Navigation
When an action item has evidence, opening that evidence routes you back to the source surface when the app can resolve a path. Current draft evidence preserves the Notes block text or transcript-segment context, including relevant timestamps and reference-card details, so editors can confirm what was said or written before approving the draft.
Dashboard Relationship
The Dashboard has an Action Items widget for stage-management and production-manager views during rehearsal, tech, and performance phases. That widget currently surfaces immediate daily prompts such as attendance records that still need attention or due/missed deadlines. The full Action Items hub remains the place to review suggestions, update status, inspect evidence, and track active work.