Let users take action directly from the table

What are Row Actions?

Actions are buttons that appear on each row of your List View. Users can click them to:

• Start a workflow (like an approval process)
• Open a details page
• Download a document
• Navigate to another system

Types of Actions

Start a Workflow

Clicking the button starts a new process and can automatically fill in form fields with data from that row.

Example: An "Approve" button that opens the approval form with the request details already filled in.

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Go to a Page

Takes the user to another page, either within Leena AI or an external website.

Example: A "View Profile" button that opens the employee's full profile page.

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Open a Document

Displays or downloads a document related to that row.

Example: A "View Invoice" button that opens the invoice PDF.

Adding an Action

1. Open your List View in the builder
2. Go to the Actions tab
3. Click Add Action
4. Fill in the details:
   • Button Name: What the button says (e.g., "Approve")
   • Type: What happens when clicked
   • Icon: Optional icon to show on the button
5. Configure the specific settings for your action type
6. Click Save

Setting Up Different Action Types

For "Start a Workflow" Actions

1. Select which workflow to start
2. Choose which data to pass from the row:
   • Request ID → fills the ID field
   • Employee Name → fills the name field
   • Amount → fills the amount field
3. This pre-fills the form so users don't have to re-enter information

For "Go to Page" Actions

1. Enter the page URL
2. Choose if it opens:
   • In the same window (internal pages)
   • In a new tab (external links)
3. You can include row data in the URL (ask your admin for help)

For "Open Document" Actions

1. Select which document field to use
2. Choose the format (PDF, Word, etc.)

Showing Actions Conditionally

Not every action makes sense for every row. You can set rules so actions only appear when relevant.

Common Examples

Setting Up Conditions

1. Click on your action
2. Go to Show Condition
3. Set your rules:
   • Choose which field to check (e.g., Status)
   • Choose the condition (e.g., equals, contains)
   • Enter the value (e.g., "Pending")
4. Save your changes

Multiple Conditions

You can combine conditions:

Show "Approve" button when:

• Status equals "Pending" AND
• Amount is less than $5,000

Show "Escalate" button when:

• Status equals "Pending" AND
• (Priority is "High" OR Amount is more than $10,000)

Arranging Actions

Order

Actions appear left to right in the order you set them. Put the most common action first.

1. Go to the Actions tab
2. Drag actions to reorder them
3. Save changes

Recommended Order

1. Primary action (Approve, View, Edit)
2. Secondary action (Reject, Delete)
3. Additional options (Export, Share)

Temporarily Hiding Actions

If you need to hide an action without deleting it:

1. Click on the action
2. Change status to Inactive
3. Save changes

The action will not appear to users but you can reactivate it later.

Action Tracking

Every time a user clicks an action, the system records:

• Who clicked it
• What row they clicked on
• When they clicked
• What action they took

This creates an audit trail for compliance and helps you understand how people use your List View.

Best Practices

Button Names

• Use clear action words: "Approve Request" not just "Approve"
• Keep it short: 2-3 words maximum
• Be specific: "View Profile" not "View"

Number of Actions

• Limit to 3-4 actions per row
• Too many buttons are confusing
• Hide rarely-used actions behind a "More" menu if needed

Icons

Use icons that match the action