Generate auto actions from a review

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Overview

Prefer watching? Here’s a short video showing how to set up and use actions and auto actions in a review.

Auto actions allow you to generate learner actions directly from a review summary with a single click. This reduces manual admin, improves consistency, and ensures actions are clearly linked to the review for traceability.

When enabled, actions are extracted from the Meeting Summary and added to the Actions section automatically.

If you would like to find out more watch the video below which runs you through all information about setting up actions. 
 

Before you start

• You must be a tutor to generate actions.

• This feature is available to Enterprise customers using enhanced reviews.

• The following sections must be enabled in the review:

  • Meeting Summary

  • Actions

• A summary must be present before actions can be generated.

Steps

1. Open the relevant learner review.
   The review page loads with the configured sections.

2. Enter or confirm content in the Meeting Summary.
   The summary is used to generate actions.

3. Select Generate actions from summary.
   A notification appears confirming that generation is in progress.

4. Wait for the confirmation message.
   The system notifies you when actions have been created and displays them immediately.

5. Review the generated actions in the Actions section.
   Each action is labelled Generated from summary.

6. Edit any action as needed.
   You can update details such as description or due date.

7. Select Save.
   Your changes are applied and actions are stored against the review.

Tips & best practice

• Write clear, structured summaries. This improves the quality of generated actions.

• Review generated actions before saving to ensure accuracy and relevance.

• Add due dates and additional context to make actions measurable.

• Avoid regenerating actions unless necessary, as this can create duplicates.

Notes & limitations

• Only tutors can generate, edit, or delete actions created from a summary.

• Learners can view generated actions but cannot edit summary content.

• If no summary is present, no actions will be generated.

• If actions have already been generated, you will see a warning before regenerating:

  • “You have already generated actions for the associated summary…”

• Duplicate prevention safeguards include:

  • The button is disabled after selection

  • Only one generation request per review is allowed

• Actions are automatically saved and linked to the summary for traceability.

• Generated actions can roll over into future reviews until completed.

Error messages

When you generate AI actions from a review summary, Aptem processes the summary and creates suggested next steps for the learner. If generation fails, an inline error message is displayed explaining the reason. The loading spinner visible during generation has also been updated.

If AI action generation fails, you will see one of the following messages inline on the review:

• Service unavailable -- the AI service is temporarily unavailable. Try again in a few minutes.

• Request timed out -- the generation took too long to complete. Try again.

• No summary found -- actions cannot be generated because no review summary exists for this review. Generate a summary first, then try again.

These messages replace the previous notification (a toaster message that appeared briefly on screen). The error is now shown inline so you can see it in context without it disappearing.

Troubleshooting

• AI actions were not generated:

  • A meeting summary has to be have been generated for the AI actions to generate

• I want to regenerate the actions:

  • You can ‘generate AI actions’ again, but you will receive a warning message if you want to continue.