Everyone sees what they should
Roles and permissions are set on the agenda and on the individual data source, read-only access included.
A company gaining people and agendas
More people touch the same data, branches multiply and records start to overlap. Access can be split by role and the routine handed over to rules.
DATIFY customers include companies whose records outgrew a single department.
order-approval
TriggerAction
When a condition is met
Conditions
Priceis greater thanCZK 50,000
Request confirmation
UsersDepartment head
How it looks
A rule that asks for approval
An order above the agreed amount waits for the department head to confirm. Every step leaves a trace of who clicked it through.
Why it pays off
What holds data together as a company grows
Agendas build on each other
A vehicle knows its driver, a contract knows its client. A relation keeps the data together instead of copying it between spreadsheets.
The routine moves to rules
Approvals, reminders and status watching run on their own, and every step leaves a trace of who confirmed it.
How it starts
A rollout that does not stop the work
- 01
Map what sits where
Existing spreadsheets and shared drives are reviewed, and the agendas that overlap come to the surface.
- 02
Split access by role
Who creates records, who only reads them and who approves. Permissions are then inherited from the agenda by its data sources.
- 03
Automate what repeats
Deadline reminders first, then approvals and overviews by department.
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 between agenda owners and the administrator.
- Who gets involved
- Every agenda has an owner who knows how the process runs. Permissions for the whole company are held by one appointed administrator.
- Process analysis
- For each agenda we describe how the process actually runs: who creates a document, who checks it and who approves it. The description drives the column structure, the points where an automation waits for a human decision, and the job description of an agent that takes over the repetitive part.
- What we need from you
- Exports of your current spreadsheets and an overview of the groups that genuinely exist – divisions, departments or branches. Access is divided along them.
- Training
- For most people an introduction to views and filters is enough. A longer session applies to administrators who set permissions and automations.
- Running it
- The app runs in a browser and maintenance stays with the operator. Agendas move one at a time, so day-to-day work does not wait for the whole rollout.
From practice
How it looks at a company growing with us
Bus transport
„We have been with DATIFY almost from the start. What began as a record-keeping tool grew into a shared workspace for our jobs, contracts, vehicles and operational feedback.“
The ČD Bus team
- 1 000+
- transport jobs
- 3 000+
- attached files
A different size of organisation?
By what you keep
Before you decide
Frequently asked questions
The questions that arrive once several people work with the data at once.
How is access to data controlled?
Permissions are granted on three levels – workspace, agenda and data source – and a role granted higher up passes down. A Reader views the data, an Editor edits it, and a Manager also changes the structure and other people’s access.
Permissions and rolesHow are new users added?
Access is granted to groups, so a new colleague gains their role through group membership. Where someone holds a role directly and through a group, the higher one applies, and a change of membership takes effect without touching individual agendas.
Setting permissionsCan DATIFY connect to the systems we already use?
Yes, through the API. Access is issued as a token and limited by a cap on the number of calls, so one integration does not affect the service for other users.
API access to dataCan we find out afterwards who changed a record?
Every record keeps a change history with the user’s name, the time and both the previous and the new value. The last step can be taken back.
Change historyHow does a process description become an agent’s work?
An agent is created like a new colleague: its instructions describe the job, the datasets assigned to it decide where it may reach, and its tasks say what it should do regularly and when. The more precisely you describe how a person does the work today, the more precisely the agent takes it over.
Custom agents