Resolutions get finished
Every resolution carries an owner, a deadline and a state. Before a session you can pull out what is done and what is dragging.
A council office where every resolution has an owner and a date
Minutes, contracts, assets and citizens’ requests live in spreadsheets, shared drives and a few people’s heads. DATIFY turns that into records where it is clear who holds what and by when.
DATIFY is used by organisations that have to evidence who decided what and when.
resolution-deadlines
TriggerAction
When a condition is met
Conditions
Dueis in less than14 days
Send notification
UsersResponsible officer
How it looks
A resolution deadline speaks up on its own
The rule watches approaching deadlines and notifies whoever holds the resolution. Nobody has to dig out what is left before the session.
Why it pays off
What the office stops watching by hand
Assets and contracts with dates
Land, buildings, leases and contracts with validity dates. The end of a lease or a building inspection is announced by a rule in advance.
Requests carry a state
From submission to resolution it is clear who holds it and what stage it is in, so the answer is not hunted for in e-mail.
How it starts
A rollout that does not slow the office down
- 01
Map what sits where today
Spreadsheets, shared drives and paper lists. The agendas that overlap come to the surface.
- 02
Set up agendas around the real process
The structure follows how the office actually works and access is set by role, not by template.
- 03
Train and hand over with support
A short training, documentation and a client centre you can turn to after the rollout as well.
Rollout
What stays on your side
The steps above describe how a rollout runs. This is a summary of what we need from you and how responsibility is divided across departments.
- Who gets involved
- One member of staff per department who knows the agenda, and one access administrator for the authority as a whole.
- Process analysis
- With every department we describe how the process runs today: who receives a submission, who handles it, which deadlines apply and who answers for the outcome. That determines the structure of the records, the deadlines being watched, and the job description of an agent that prepares the regular overview.
- What we need from you
- The lists kept in spreadsheets today and the structure of departments that access will follow.
- Training
- People work with views and filters over their own agenda. Paper originals are preserved and attached to the record.
- Running it
- The app runs in a browser and the operator keeps backups off the main site. Nothing is installed at the authority.
A different size of organisation?
By what you keep
Before you decide
Frequently asked questions
The questions an authority asks before the ones about individual features.
Will one department see into another department’s agenda?
Only to the extent you grant. Access is given on an agenda and on an individual data source, and the highest role from all sources applies, direct and through groups alike.
Permissions and rolesDoes it stay traceable who changed a record?
Every record keeps a history with the user’s name, the time and both the previous and the new value. The last step can be taken back.
Change historyWhere is the data stored and how is it protected?
In the operator’s data centre, with backups in another physical location. Data is stored encrypted and traffic to the browser runs over HTTPS only.
Security and privacyHow do existing lists get into the app?
They are uploaded as CSV. An import creates new records and updates existing ones by the column the records are matched on.
CSV importWhat would an authority use an agent for?
An agent is set up as a member of staff with a described job and assigned access: it takes over repetitive work, for example the regular overview of resolutions whose deadline is approaching. Every run it makes stays traceable in the agent’s activity.
Custom agents