Working together

Everyone in an organisation works on the same records, data model, data roles, templates, dashboards, automations and apps. You can all work at the same time. This page says what happens when two of you change the same thing, and how to keep track of each other’s work.

Two people change the same thing

When someone else saved a change to something after you opened it, kvyk.ai does not overwrite their change with yours. It refuses your save, says that someone else changed it, and you load the latest and make your change again on it. This holds for:

• a record: it shows the record as it is now (see Work with records);
• a dashboard: choose Load the latest (see Dashboards);
• an automation: reload the page to see the change (see Automations);
• a data role: reload it to see the change (see Roles and access);
• a template: choose Load the latest, then make your change again (see Templates and documents);
• the options of an options field: when the data model changed after you opened the field, reload it to see the change (see Options fields).

Nothing you typed is taken over silently, and nothing of theirs is lost.

The data model

Several Builders and Administrators can change the data model at the same time, in Preview. Each change is made on the data model as it is at that moment:

• Changes to different things are all kept. When you add a field while a colleague renames another one, both changes are there.
• When two people change the same thing, such as the name of one field, the last change wins.

Every change waits in Preview until it is published, so you can look at it in the publish panel first. A data model change can be taken back on Technical → Deployment before it reaches Live.

Publishing

Preview is shared by the whole organisation: what waits there is everyone’s work, not only yours. Publish, in the top bar or on the page of what you made, opens the publish panel, which shows each waiting item with who changed it last and when:

• Each app, automation and template has its own tick. From a page, only that page’s item is ticked; a colleague’s work stays under Also waiting, unticked, and keeps waiting unless you tick it.
• The waiting changes to the data model and the data roles, everyone’s, go to Live together: all of them or none.
• The variables and secrets go together, as one item.

So when you tick a colleague’s work or the data model’s changes, check with the colleagues whose changes are in it. See Publish and discard changes.

Builders and Administrators publish. An Administrator is needed for a change that lets a data role do more on Live, for a change to how long documents are kept, and for allowing an app an outside address: when a Builder publishes one, the Administrators are asked, and you publish again once one of them has approved it.

Apps

One person builds an app at a time. While a colleague is building it, the app’s page says who: try again once they are done. You can still ask the assistant how far their build is; it never tells you what they wrote to it. See Build an app with the assistant.

The assistant

The assistant works as you: it changes only what you may change, and the same rules hold for it. When someone changed a data role, a template or an automation after the assistant read it, its change is refused too, and it does not overwrite theirs. In the event log, what it did shows as yours, via the assistant.

What you write to it stays yours: no one else in the organisation sees your conversations.

Who changed what

• The event log lists everything that happened, who did it and when. Administrators see it.
• A record’s history shows its own changes, to everyone who may open the record.
• An automation’s Versions list when and by whom each was published, and Put back an earlier one (see Put an earlier version back).
• An app’s Steps show what changed, who asked for it and when, each with Undo (see Undo a step), and its versions who built and published each, to go back to one (see Go back to an earlier app version).
• A template’s Published versions can be put back (see Publish it).