Understand Sanka actions and the differences between record actions, object actions, and workflow actions.
Last updated: May 29, 2026
Actions run business operations from records or workflows in Sanka. You can use them to create, update, convert, aggregate, approve, issue documents, send emails, import or export data, and sync with connected services.This reference explains how to choose the right action scope, what should happen after an action runs, and what to check before asking AI to run actions that change records or send customer-facing output.
What is an action?
How you use an action depends on where you run it. You can run an action from one record, from selected records in an object list, or as a step inside a workflow.
Type
Where it runs
Best for
Example
Record action
One record detail page
Processing one record after reviewing its details
Create an invoice from one order
Object action
Object list and selected records
Processing multiple selected records together
Issue documents for multiple invoices
Workflow action
Action step inside a workflow
Automating work after a trigger and conditions
Create a purchase order after approval and notify the owner
Use record actions when you want to review and run one item, object actions when you want to process a selected set, and workflow actions when the work should run automatically based on timing, events, or conditions.
Before running actions with AI
Actions can create records, update fields, send emails, issue documents, export data, or trigger connected services. Ask AI to review the action plan first, then confirm the final operation yourself before anything is created, updated, sent, or exported.
Sample prompt
/sanka Review this Sanka action before running it. Identify whether it should be a record action, object action, or workflow action; list the source records, destination records, fields that will be copied or updated, required approvals, possible duplicate records, customer-facing sends, and records I should verify after it runs. Do not run the action yet.
Use a draft, preview, test record, or small selected set when the action affects invoices, payments, inventory, documents, email, integrations, or bulk data.
Record actions
A record action starts from one specific record. Because you run it while viewing the record detail page, it works well when you need to confirm the customer, amount, due date, line items, or status before continuing.
Common uses
Create an order from a quote.
Create an invoice from an order.
Issue one document.
Send an email or update status for one record.
Setup and operating tips
Confirm that the target record is correct before running the action.
Check which fields will be carried into the destination record.
For actions that create or send something, review drafts or previews before confirming when available.
If the action creates a downstream record, confirm whether it links back to the source record.
If the action is not visible, check your permissions, module availability, object settings, and whether the action is supported for that record type.
Object actions
An object action runs from an object list against selected records. It is useful for monthly work, bulk document generation, batch conversion, or other operations where several records should move together.
Common uses
Create invoices from multiple orders.
Aggregate selected records into one document.
Send emails for selected records.
Update a group of imported records.
Setup and operating tips
Confirm the selected records before running the action.
For large batches, test with a small set first.
Check status and action history to avoid duplicate creation.
Use filters or statuses to exclude records that were already processed.
If only some selected records succeed, review the action history before rerunning the whole batch.
Workflow actions
A workflow action runs inside a workflow. After an event trigger, time trigger, or manual trigger starts the workflow, one or more actions can run in sequence based on conditions.
Common uses
Automatically create downstream records after a record is created or updated.
Notify owners about due tasks or unapproved records every morning.
Continue from approval into purchasing, invoicing, or inventory allocation.
Import data from an integration and update Sanka records.
Setup and operating tips
Decide the trigger first.
Use specific conditions to avoid unnecessary runs.
When multiple steps are chained, make clear which output from one action is used by the next action.
After the workflow runs, review workflow history and affected records.
For operations that should run only once, add a status, flag, or condition that prevents a second run.
Keep destructive, sending, or external-sync steps behind approval or a narrow condition until the workflow has been tested.
Common action categories
Category
What it does
Approval
Add request, approval, rejection, and revision steps to a workflow
Create and update records
Create or update quotes, orders, invoices, purchase orders, bills, and other records
Convert and aggregate
Convert deals to quotes or orders to invoices, or combine records
Documents and email
Issue PDFs or documents and send them by email when needed
Integrations
Import, export, or sync data with connected services
AI and utilities
Add assistive data entry, checks, notifications, and supporting operations
How to choose
Goal
Use
Review and run one record
Record action
Process multiple selected records
Object action
Automate based on timing or conditions
Workflow action
Require human approval
Approval step in a workflow action
Avoid accidental sends or duplicate creation
Start with drafts, previews, and small test runs
Expected behavior
When an action runs successfully:
The action uses the records selected by the user or matched by the workflow trigger and conditions
Required fields, permissions, and module access are checked before the operation completes
Created records are saved on the destination object and can be associated back to the source records when the action supports it
Updated records show the changed values in the target object list or detail view
Documents, emails, exports, and integration syncs appear in the relevant result, message, history, or connected-service view
The action result can be reviewed from action history, workflow history, record history, or audit logs depending on how the action was run
An action does not automatically fix missing source data, bypass permissions, or ignore workflow conditions. If a required customer, item, template, email address, approval, or mapping is missing, the action may stop, create only the valid records, or require manual correction before retry.
Troubleshooting
The action is not visible
Check whether you are on the right object, selected the right record scope, and have permission to run the action. Some actions also require a module, object setting, template, or related record before they appear.
A created record is missing
Check action history or workflow history first. Then confirm whether the action failed validation, whether the destination record was archived, whether your current view filters it out, and whether the source record met all conditions.
Duplicate records were created
Check whether the action was run more than once, whether the selected records already had downstream records, and whether the workflow has a run-once status or condition. Before deleting or archiving duplicates, confirm which record has the correct associations, documents, and history.
A workflow action did not run
Check whether the workflow is enabled, whether the trigger fired, whether conditions matched, and whether a previous approval or required field stopped the run.
A document, email, export, or sync did not finish
Check the selected template, recipient email, sender settings, export history, integration connection, and result history. For customer-facing sends, do not rerun until you confirm whether the first attempt was sent.
AI cannot decide whether to run the action
Ask AI to produce a dry review: action scope, source records, expected destination records, copied fields, permissions, downstream effects, and rollback plan. Do not run the action until a person confirms the scope.
Checkpoints
Use action history, workflow history, and record history to verify who ran an action, what changed, and whether customer-facing or integration steps completed.
2Ran record action2026/05/10 15:10Green Salon Group orderCreated invoice draft from orderSanka user
1Checked action result2026/05/10 15:18Invoice draftVerified amount, customer, due date, and source associationSanka user
For actions that create invoices, update inventory, send documents, or sync integrations, review both the source record and destination record before replying to customers.
