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Overview of Actions

Moxo offers powerful structured tasks called Actions, designed to streamline your processes. Actions can be assigned to users as part of a templatized process or for ad-hoc tasks. Use actions for a variety of tasks with your clients and team members, such as filling out forms, uploading documents, acknowledging terms, providing signatures, and more.

Actions can be created and assigned to any user, a team, a client group, and a role inside a workspace and will appear in the Flow section of the workspace.  

You can assign actions to roles only when creating an instant flow workspace.

Create action templates in the content library for commonly used actions. 

Actions are the building blocks to create workspace templates.


Types of Actions

Moxo provides a variety of different actions you can leverage based on your business process and industry. 

The different action types are listed below:

  • Approval
    • Approvals are used to get someone's approval on a document or some piece of information.
  • Acknowledgement
    • Acknowledgements are used to get confirmation from someone that they have read or reviewed a piece of information.
  • File Request
    • File Requests are used to collect documents from someone.
  • E-Sign
    • E-Sign is Moxo’s native e-signature action that can be used to get digital signatures. 
  • To-Do
    • To-do are used for any general task that needs to be completed, which does not fall under any of the other action types. Web links or files can be attached to a to-do. 
  • Time Booking
    • Time booking enables users to effortlessly schedule virtual meetings with one or multiple participants, based on the availability of everyone involved. Time booking availability can be set up from your profile. 
  • Form
    • Forms are used to gather information from users by having them fill out a form. Customize your own forms tailored to your unique processes and requirements. Build form templates in the action templates section of the content library, or build new forms on the fly in a workspace.
  • External Actions
    • With External Actions, you can seamlessly use existing external applications into your process in Moxo. For instance, you can leverage DocuSign for e-signature or Jumio for KYC. 
  • Milestones
    • Milestones enable you to group actions into key stages in a process, for better tracking and process management. Create Milestone Templates for commonly used Milestones, in the Templates section of the Library.


Add an Action from a Flow Workspace

There are multiple ways to add an action to a flow workspace. New actions can be added directly into an existing workspace, or added to a workspace template to be used later. Pre-built action templates can also be built and used directly from the content library. 

To add a new action into an existing workspace:

  1. Select the workspace you want to add the action into.
  2. Click on the ‘...’ ellipses icon, then click Add New Action.
  3. Select the type of action you would like to add.
  4. Select a position in the flow to add the new action, and click +Add here.

When adding an action to a sequential flow, users must complete any preceding actions before completing the newly added one. 

 

To add a new action into an existing 1:1 or group workspace:

  1. Select the workspace you want to add the action into.
  2. Click on the ‘+' plus sign at the bottom of the chat.
  3. Select the type of action you would like to add.

 

Add an Action from +New

To add a new action from the +New button:

  1. Click +New from the top navigation bar.
  2. Select Action from the menu.
  3. Then select the type of action you would like to add.
  4. Next, select the workspace type to add the action to. 
    • Existing Workspace 
      1. Search for the workspace you would like to add the action to by title.
      2. Click on the desired workspace.
      3. Click Next. If it's a Flow workspace, select where in the flow you would like to add the new action.
    • New Workspace
      1. Select the workspace type - Flow Workspace or Group Workspace, if included in your Moxo plan.
      2. Enter a title for your new workspace. 
      3. Click Next, to create the new workspace and add the action.


Edit an Action 

After an action is added to a workspace, internal users also have the ability to edit the action.

To edit an action:

  1. Click on the specific action in the Flow section of the workspace.
  2. Click the ellipses ‘...’ on the top right of the action.
  3. Click Edit.

 

  1. Update any fields as needed, such as the Title, the Description, adding or deleting Attachments, changing the Due Date, or changing Assignees.
    • Edit Title
    • Update Description
    • Add/delete/change attachments 
    • Adjust due date
    • Change assignees


Complete an Action

Actions can be completed by the assigned users and flow workspace owners. 

For the assigned user(s) to complete an action:

  1. Click Review on the action you need to complete.
  2. Click on the call to action based on the action type: 
  1. Follow prompts based on the action type to complete the action.

For the flow workspace owner to complete an action:

  1. Navigate to a flow workspace you are the owner of.
  2. Click on the desired action that you want to mark as completed.
  3. On the right-hand side panel, click on the '...' ellipsis icon.
  4. Select Mark as Completed from the drop-down menu. 



Delete an Action

Only internal users in a workspace can delete an action.

To delete an action:

  1. Click on the action in the Flow section of the workspace.
  2. Click the ellipses ‘...’ on the top right of the action.
  3. Click Delete.



  1. Confirm by clicking Remove.


Create an Action Template from an Action

Learn more about Action Templates. Use the Action library to save time by creating Action Templates you can easily reuse for commonly used actions. 

A new action in a workspace can be turned into an Action template that lives in the Templates section of your Template Library.  

  1. Click on an action in the Flow section of the workspace.
  2. Click the ellipses ‘...’ on the top right of the action.
  3. Click Save as Template.



  1. Review the action information, such as the Title, the Description, and any Attachments. 
  2. Click Next.




  3. Enter your action Template Name, Location, and an optional Description.
  4. Click Create, and your action template has now been created.

 

 

Reopen a Completed Action 

A new file to be uploaded for client records, or information provided in a Form needs to be updated, the internal users will be able to reopen the step in the workspace.


Reopen a Completed Action in a Flow Workspace

  1. Click on the completed step in the Flow you would like to reopen.
  2. Click the ellipses ‘...’ on the top right of the action.
  3. Click Reopen.

Reopen a Completed Action in Group or 1:1 Workspace

  1. Click on the Actions Icon at the top of the workspace.
  2. Click on Complete Action.
  3. Click the ‘...’ ellipses icon on the top right of the action.
  4. Click Reopen.

 

Action Notifications

Action notifications play a crucial role in ensuring consistency, real-time tracking, and timely completion of assigned tasks. They serve as reminders for assignees and workspace owners, helping teams stay on track and maintain steady progress. 

How Action Notifications Work

When an action is assigned to an assignee, they receive a "Action Assigned to You" notification in their portal under the notification icon. These notifications help in keeping track of tasks and ensuring that nothing falls through the cracks.

You can configure automatic notifications to be sent as reminders for workspace actions based on their assigned due dates. Set up reminders for up to 30 days to ensure timely follow-ups. These reminders notify assignees with pending actions, improving accountability and task management.

Users can configure action notifications for assignees based on due dates to ensure timely task completion. There are three reminder options:

  • On the Due Date – A reminder is sent on the action’s due date.
  • Before the Due Date – A reminder is sent a specified number of days before the due date.
  • After the Due Date – A reminder can be sent once or at recurring intervals after the due date has passed.

Overdue Action Notifications

If an action exceeds its assigned due date without completion, it is marked as overdue.

Overdue action notifications are now sent to both the action owner and the action assignee. This ensures greater accountability and keeps processes on track, helping teams maintain efficiency and avoid unnecessary delays.

To learn more about setting up workspace actions, visit Workspace Settings.