> ## Documentation Index
> Fetch the complete documentation index at: https://docs.gainable.dev/llms.txt
> Use this file to discover all available pages before exploring further.
# Agent action log
> The audit trail for everything a Autopilot agent does
## What is the action log?
Every time a Autopilot agent runs, the runtime records what happened. The result is a structured, queryable log that lives in your app as the `AgentAction` collection. If something is in doubt, the action log is the source of truth.
The log captures four things for every run:
1. **The trigger.** Which playbook fired and why.
2. **The observation.** What the agent looked at (records, signals, prior actions).
3. **The reasoning.** What the agent decided and why.
4. **The outcome.** Which tools ran, what they returned, what happened next.
This isn't optional. The log is always on. The runtime cannot run a tool without writing to it.
## Why every action is logged
* **Trust.** Users approve drafts faster when they can see the full reasoning chain. Skeptics become believers when they can audit every step.
* **Debugging.** When a playbook misbehaves, the log shows where the reasoning went sideways.
* **Compliance.** Regulated environments need provable audit trails. The log is structured for export.
* **Graduation.** [Risk tier graduation](/autopilot/risk-tiers) uses approval rates from the log. No log, no graduation.
* **Improvement.** Approval and skip patterns reveal which objectives are tuned correctly and which need editing.
## Schema
The `AgentAction` collection is a system-managed collection in every Gainable app. You can query it through the [Copilot](/copilots/overview), the dashboard, or the action log UI in [Autopilot](/autopilot/inbox).
| Field | Type | What it stores |
| - | - | - |
| `id` | string | Unique action ID |
| `agent_id` | string | The agent that produced the action |
| `playbook_id` | string | The playbook that ran |
| `objective_id` | string | The objective the playbook was working toward |
| `scope` | enum | `app_wide` or `personal` |
| `trigger_type` | enum | `schedule`, `data_change`, `webhook`, `user_triggered` |
| `trigger_payload` | json | Full payload of the trigger |
| `observation` | json | Records and signals the agent considered |
| `reasoning` | text | Human-readable reasoning chain |
| `tool_calls` | array | Each tool the playbook called, with inputs and outputs |
| `outcome` | enum | `approved`, `skipped`, `auto_executed`, `rate_limited`, `error`, `pending` |
| `owner_user_id` | string | The user the action's draft was routed to |
| `created_at` | timestamp | When the run began |
| `resolved_at` | timestamp | When the action reached a terminal outcome |
| `parent_action_id` | string | If this action was a follow-up to another |
## Outcomes
| Outcome | What it means |
| - | - |
| `pending` | Draft is waiting in Autopilot |
| `approved` | Owner approved; underlying tool ran |
| `skipped` | Owner skipped the draft |
| `auto_executed` | Action ran without approval (auto tier or auto-with-undo) |
| `rate_limited` | Action was blocked by a rate limit |
| `error` | Tool call failed; reason captured in `tool_calls[*].error` |
## Querying the log
The action log is just a collection, so you can query it the same way you query anything else.
### From Copilot
Ask the [Copilot](/copilots/overview) directly:
```text theme={null}
Show all SLA-enforcer actions from the last 7 days
where the outcome was skipped.
```
```text theme={null}
Which playbook produced the most rate_limited
outcomes this month?
```
### From a dashboard
Drop a chart or table view onto a dashboard scoped to the `AgentAction` collection:
```text theme={null}
Add a chart to the operations dashboard showing
SLA-enforcer outcomes (approved, skipped, error)
over the last 30 days, grouped by week.
```
### From a playbook
Yes, agents can read their own action log. This is how follow-up playbooks know what's already been tried:
```yaml theme={null}
- tool: query_collection
collection: AgentAction
filter: "playbook_id = 'stalled_deal_chaser' AND owner_user_id = {{ deal.owner }} AND created_at > now - 7_days"
limit: 1
```
If a stalled-deal playbook sees that it already drafted a nudge for this deal in the last 7 days, it can skip drafting another. Ackermann-class loops are bounded.
## What gets logged for each tool
| Tool | Logged inputs | Logged outputs |
| - | - | - |
| `query_collection` | Filter, sort, limit, fields | Record IDs returned, count |
| `update_records` | Filter, set clause | IDs updated, prior values for undo |
| `send_email` | Recipient, subject, body hash | Provider message ID, delivery status |
| `send_slack` | Channel, message hash | Slack message ID |
| `send_sms` | Recipient hash, body hash | Provider message ID |
| `notify_user` | User ID, title, body | Notification ID |
| `call_external` | URL, method, body hash | Status code, response hash |
| `ask_human` | User ID, question, options | Answer, response time |
| `create_task` | Task fields | Created task ID |
| `draft_for_approval` | Underlying payload | Draft ID, owner |
Bodies of outbound messages are hashed by default for compactness. The full content is retained on the draft itself in [Autopilot](/autopilot/inbox) until the configured retention window closes.
## Retention
| Data | Retention |
| - | - |
| Action records | Indefinite (or per-org configured) |
| Full draft bodies | 90 days after `resolved_at` (configurable) |
| Tool input/output payloads | 30 days (configurable) |
| Hashes and metadata | Same as the action record |
For regulated environments, retention can be raised to 7+ years. For consumer-facing apps with privacy obligations, retention can be tightened.
## Common queries
### Approval rate per playbook
```text theme={null}
Show approval rate per playbook over the last 30 days,
sorted highest to lowest.
```
This is the number you watch when deciding whether to graduate a playbook to a higher [risk tier](/autopilot/risk-tiers).
### Why was this draft created?
Open the draft in [Autopilot](/autopilot/inbox). The `reasoning` and `observation` fields render alongside the proposed action. No need to query the log directly.
### What did this agent do this morning?
```text theme={null}
Show all actions from the daily-briefing agent
in the last 24 hours.
```
### Where are skips concentrated?
```text theme={null}
Which objectives have the lowest approval rate this month?
```
A low approval rate means the objective is producing drafts that don't match what users actually want. Tighten the trigger filter or revise the template.
## Best practices
A dashboard with approval rate, skip reasons, and rate-limited counts is the single most useful artifact for tuning agents. Add it during the autonomy build phase.
Errors in `tool_calls` are usually a sign of upstream changes (renamed fields, missing API keys, deleted records). Spikes mean something broke.
When playbook B runs because playbook A's draft was approved, link them. The thread of reasoning becomes traceable.
The runtime owns the schema. Custom apps that try to insert their own action records will fail validation. Use [`create_task`](/autopilot/tools) for human-visible TODOs instead.
## Learn more
What gets logged per tool
How the log feeds graduation
Where the log surfaces in the UI
How log slicing maps to scope
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