# Quanty Docs (full text) > Every English page of https://docs.quanty.ai, in reading order. The page list with descriptions is https://docs.quanty.ai/llms.txt. --- # Getting started > Your first steps in Quanty: invitations, signing in with email or Google, the password rule and reset by code, the mandatory two-factor authentication, the welcome tour, Settings Preferences and Account, roles, and what a read-only organization means. Source: https://docs.quanty.ai/guides/getting-started This page takes you from the invitation e-mail to your first project: how to sign in, how to set up the second step that protects your account, what the welcome tour shows, and where your personal settings live. It ends with the two things that decide what you can do in an organization: your role and the organization's subscription. ## Before you start - Quanty is invite-only. You need an invitation from an admin of the organization you are joining, sent to your work e-mail address. - Two-factor authentication is required for every account, including accounts that sign in with Google. Have your phone at hand the first time you sign in. - Signing in, the tour and your settings cost nothing. AI features spend your organization's AI credits and need a paid plan (see [Billing and credits](https://docs.quanty.ai/guides/billing)). ## Accounts are invite-only There is no open sign-up. An admin of an organization invites you by e-mail (see [Organizations and roles](https://docs.quanty.ai/guides/organizations)), and you join with that same address. ### Accept an invitation 1. Open the link in the invitation e-mail. The page says "You've been invited to join Przykładowa Spedycja". 2. If you are not signed in yet, the page says which address the invitation was sent to. Choose **Sign in to accept** if you already have a Quanty account, or **Create an account** if you do not. "You will come back here automatically." 3. To create an account, tick "I accept the Terms of Service and the Privacy Policy", then enter the invited e-mail address and a password, or use **Continue with Google**. Quanty sends a six-digit code: **Confirm your email**, enter the code and click **Confirm**. **Send a new code** works again after 60 seconds. 4. Back on the invitation, click **Accept Invitation**. "Welcome to Przykładowa Spedycja!" appears and you land on Home. | What you see | What it means | | --- | --- | | **Invitation Expired** | Invitations last 7 days. Ask the admin for a new one. | | "This invitation is for a different email address." | You are signed in with another account. **Switch account** and sign in with the invited address. | | **Already Accepted** | You are already a member. **Go to Home**. | | "Przykładowa Spedycja has no free seats right now." | Every seat of the plan is taken. An admin has to free a seat or change the plan; then open the invitation again. | | "Accept the terms first. The invitation will still be here." | Accept the legal documents (see [After you sign in](https://docs.quanty.ai/guides/getting-started#after-you-sign-in)), then come back to the link. | ### What an uninvited person sees Someone who signs in (for example with Google) with an address nobody invited lands on **Your account isn’t authorized yet**: "Quanty is invite-only. Ask a workspace admin to invite your email, then sign in again." The page shows the address under **Signed in as**, and **Back to sign in** returns to the sign-in page. Ask an admin of the organization you should join to invite exactly that address. Opening the sign-up page without an invitation link takes you to the sign-in page. ## Sign in Go to [app.quanty.ai](https://app.quanty.ai). The page says **Welcome** and "Log in to Quanty to continue." ### Sign in with your email 1. Enter your address in **Work email address*** and click **Continue**. 2. The address becomes a fixed line with **Edit** next to it, and **Password*** appears. Enter your password and confirm. 3. An account that was moved to Quanty from elsewhere, or set up for you, asks once for **Choose a password**: "This account needs its own password before you can continue." Enter it and click **Set password**. A password needs at least 12 characters, with an uppercase letter, a lowercase letter and a digit. ### Continue with Google **Continue with Google** (above **OR**) signs you in with your Google account. The invite rule and two-factor authentication apply in the same way. An account that signs in with Google has no Quanty password to change. ### Forgot your password 1. On the password step, click **Forgot password?**. 2. **Forgot your password?** asks for your work e-mail: "Enter your work email address and we will send you a six-digit code." Click **Send code**. 3. On **Enter your code**, type the six-digit code from the e-mail and your new password twice, then click **Reset password**. 4. "Your password has been updated. Taking you to the log in page..." Sign in with the new password. The reset works with a code, not a link. **Send a new code** works again after 60 seconds. ## After you sign in Before the app opens, Quanty may ask for up to three things, always in this order: 1. **Two-factor authentication**: set it up the first time, then enter a code (see [Two-factor authentication](https://docs.quanty.ai/guides/getting-started#two-factor-authentication)). 2. **Before you continue**: "We have updated the documents Quanty runs on. Open them and accept to keep using your account." Open the documents and click **Accept**. "We record the date, the version and the language of the document you accepted." This appears again whenever a document changes. 3. **What's your name?**: asked once if your account has no name. Fill in **First name** and **Last name** and click **Continue**. "Your team sees it next to everything you do in Quanty: comments, edits and the history of changes." Each of these screens has **Sign out** if you want to stop. After them, Home opens (see [Home and the sidebar](https://docs.quanty.ai/guides/home)). ## Two-factor authentication Every sign-in needs your password (or Google) and one more proof that it is you: "Two-factor authentication is required for everyone in this workspace and cannot be switched off." ### Set it up At your first sign-in Quanty asks **How do you want to confirm it is you?** "You need one of these every time you sign in. You can add both." | Method | How it works | | --- | --- | | **Authenticator app** (**Recommended**) | "A code that changes every 30 seconds in Google Authenticator, 1Password, Authy or similar. Works with no signal and no SIM." | | **Code by SMS** | "We text a six-digit code to your phone. Nothing to install, but it needs coverage, and a swapped SIM card is a way in." | **With an authenticator app:** 1. Choose **Authenticator app** and click **Continue**. 2. Scan the QR code with the app. If you cannot, click **Can’t scan the code?** and add the key by hand (**Copy key**). 3. Enter the 6-digit code from the app and confirm. **With SMS:** 1. Choose **Code by SMS** and click **Continue**. 2. On **Where should we text your codes?**, pick the **Country code**, enter your **Mobile number** and click **Send the code**. 3. On **Enter the code we texted you**, type the code and click **Confirm this number**. **Use a different number** goes back a step. If text messages are not available, the chooser says so; use an authenticator app instead. ### Save your recovery codes Right after setup, Quanty shows **Save your recovery codes**: 10 codes. "Each code signs you in once, if your phone is not to hand." Click **Copy codes**, keep them somewhere safe, then click **I’ve saved these codes**. They are shown only this once, and you cannot make new ones yourself. ### Sign in with a code At later sign-ins, enter the current 6-digit code and confirm. Below the code box you can switch: - **Use my authenticator app** - **Text me a code**: Quanty texts a code. **Send it again** works after 30 seconds. - **Use a recovery code**: "Enter one of the recovery codes you saved when you set this up. Each one works once." **Sign out instead** stops the sign-in. | Limit | Value | | --- | --- | | An SMS code is valid for | 5 minutes | | Tries per SMS code | 3 | | Texts per person per day | 10. More: "Too many text messages have been sent to this account today." | | Wrong codes in a row before a lock | 5. The lock lasts 30 seconds and doubles with each further wrong code, up to 1 hour. | ### Remember this device Under every code box is **Remember this device for 30 days**, ticked by default: "You will not be asked for a code in this browser for 30 days. Leave this off on a shared computer." The 30 days count from the moment you typed the code and are not extended by use. Without it, Quanty asks for a code again at the next sign-in, and at the latest 12 hours after the last one. ### Manage your methods In **Settings, Account**, under **Sign-in and security**, the **Two-factor authentication** card lists **Your methods**: **Authenticator app** and **Code by SMS**, each **On**, **Off** or **Locked** (after too many wrong codes, with the time left). - **Set up** adds the other method. - **Remove** takes one away and asks for a current 6-digit code. Your only method cannot be removed: "This is your only method, so it cannot be removed. Set up the other one first." - Removing the authenticator app while SMS is also on removes both methods at once, and you choose and set up a method again at your next sign-in. Removing SMS keeps the app. - The card shows how many recovery codes are left, for example "7 recovery codes left". - **Remembered browsers** says whether this browser is remembered and until when. **Forget this browser** and **Forget all remembered browsers** ("Every browser, this one included, will ask for a code at its next sign-in.") end it. ### Lost your phone Sign in with a recovery code (each works once), or with your other method if you have both. In Settings you can then add the other method, for example SMS on a new phone. Removing a method needs a code, and removing the authenticator app needs a code from that app, so a method on a lost phone often cannot be removed by you. In that case, or when you have no recovery codes left, contact Quanty support from the **Support** menu in the top bar (**Contact us**). Quanty support resets two-factor authentication, and you set it up again at your next sign-in, or issues new recovery codes. Admins of your organization cannot do this in the app. ## The welcome tour The tour is an overlay on Home: **Welcome to Quanty**, "Turn documents into a working sheet in three steps." | Step | What it says | | --- | --- | | 1. **Create a project** | "A project keeps your tables, documents and teammates in one place." | | 2. **Add your documents** | "Create a file column and upload PDFs, reports or contracts. Each file becomes a row." | | 3. **Let AI fill the sheet** | "Add AI columns with a prompt. Quanty reads every document and writes the answers." | - **Create your first project** opens **New project** for a project in the organization's default workspace (see [Projects, tables and views](https://docs.quanty.ai/guides/workbooks)). It does nothing for a viewer or in a read-only organization. - **Choose from Templates** opens [Templates](https://docs.quanty.ai/guides/templates). - **Skip the tour** closes it. **Who sees it:** anyone whose organization has no project yet. Organizations with the TMS add-on do not get it. As soon as the organization has a project, the tour is done. Later, when your documents are in a table, a tip says **Now add an AI column** with **Add AI column** and **Got it**. The tour remembers its state in your browser, not in your account: on another computer it can appear again. **Show it again:** in **Settings, Preferences**, under **Getting started**, the **Getting-started tour** row has **Show the tour again**. "Tour re-enabled. You'll see it on your home screen." Home opens and shows the tour, even when the organization already has projects. ## Settings Open **Settings** at the bottom of the sidebar, or **My account** in the avatar menu. The rail on the left has three groups: | Group | Pages | | --- | --- | | **Account** | **Account**, **Usage**, **Billing** (organization admins only) | | **Organizations** | **Organizations**, **Presentations** | | **Workspace** | **Preferences** | **Back to the app** returns to where you were. ### Preferences ![Settings, Preferences: Appearance with Language English, Polski, Deutsch, Theme Light, Dark, System, Accent color Violet, Green, Bordeaux, Bronze, Orange, and Interface hints with Navigation, Spreadsheet and Column creation, each On or Off](https://docs.quanty.ai/screens/en/light/getting-started-preferences.webp) _Settings, Preferences._ | Setting | Choices | What it does | | --- | --- | --- | | **Language** | **English**, **Polski**, **Deutsch** | "Interface language". A new browser starts in your browser's language, or in English if that is none of the three. Also in the avatar menu. | | **Theme** | **Light**, **Dark**, **System** | "Light, dark, or follow the system". A new browser starts in **Dark**. Also in the avatar menu. | | **Accent color** | **Violet** (default), **Green**, **Bordeaux**, **Bronze**, **Orange** | "Re-themes the whole app live: primary actions, links and running state". | **Interface hints** are "Short tooltips explaining what things do when you hover over them." Each area is **On** or **Off**, and all start **On**: | Area | What it explains | | --- | --- | | **Navigation** | "Hints for the sidebar items like Home, Templates and Files" | | **Spreadsheet** | "Hints for the sheet toolbar and grid actions" | | **Column creation** | The column types when you add a column | | **Chat** | "Hints for the chat panel controls" | | **Column type explanations** | "Animated explainer pane in the column type picker" | **Getting started** holds **Show the tour again** (see [The welcome tour](https://docs.quanty.ai/guides/getting-started#the-welcome-tour)). These preferences are saved in the browser you set them in. There is no date or time format setting: dates follow the interface language. ### Account | Section | What is in it | | --- | --- | | **Profile** | **Change avatar** (JPEG, PNG or WebP, up to 5 MB, cropped in the dialog), **Name**, **Position** and the **Profile card**: **Department**, **Phone**, **Time zone**, **Location** and **About me**. "Shown only to members of the organizations you belong to." | | **Sign-in and security** | **Password** with **Change password** ("Requires your current password to change"; the new one follows the password rule and must differ from the current one), and the **Two-factor authentication** card. With Google sign-in: "You sign in with Google, so this account has no Quanty password to change." | | **Legal** | "The documents in force and the ones you have accepted." | | **Help and sign-out** | **Help center** with **Contact Support**, and **Sign out on this device** ("Ends this session. Your data stays where it is."). | | **Danger zone** | **Delete account** (see below). | **Delete account** opens **Delete your account?**: every active subscription is cancelled immediately, your data is archived for about six months "so a mistake can still be put right by support", and after that your account, your private files and any organization nobody else is in are erased for good. Files and data in organizations you share with others stay there. Type your e-mail address to confirm and click **Delete my account**. While you are the billing contact of an organization, it is blocked: **Move the billing contact first**. ## Organizations and roles Everything you work with (workspaces, projects, tables, Files, chats, agents, integrations) belongs to an **organization**. You can belong to several and switch between them with the organization switcher in the top bar (see [Home and the sidebar](https://docs.quanty.ai/guides/home)). Each organization has its own members, plan and AI credits. | Role | What it allows | | --- | --- | | **Admin** | Everything: members and invitations, roles, billing, workspaces, limits. | | **Member** | Works in the organization: creates projects and folders, edits what they have access to. | | **Viewer** | Reads only, and cannot see the member list. | There is no Owner role in an organization. Any admin can make another member an admin, and the last admin cannot be removed. Projects have roles of their own. Members, invitations and seats are on [Organizations and roles](https://docs.quanty.ai/guides/organizations). ## Subscription and read-only organizations An organization needs an active plan to save changes, not only to use AI. When it has none, Quanty never locks you out of your data: a banner under the top bar says what is going on, and everything already stored stays readable, searchable and exportable. | State | What you notice | | --- | --- | | Active | Nothing. Everything works. | | Countdown (7 days) | A banner such as **This organization is not activated yet** (a new organization) or **The last payment did not go through**, with "You can keep working for 5 more days. After that the organization becomes read-only." Everything still works. **Hide this message** hides it for the session. | | Read-only | **The subscription has ended** or **This organization has no active plan**: "The organization is read-only, so new changes cannot be saved. Everything already here is intact: you can still open, search and export all of it." A cancelled subscription is read-only at once. A change you try to save shows **Changes cannot be saved**. | | Being set up | **Quanty is still setting this up**: "There is nothing to pay right now." Quanty is preparing the organization with you. | Admins see **Choose a plan** or **Go to billing** in the banner. Members read "Ask an administrator of this organization to sort out the payment." Without a paid plan, AI features are off. Plans, credits and payment are on [Billing and credits](https://docs.quanty.ai/guides/billing). > **Read-only keeps everything** > > Nothing is hidden or deleted while an organization is read-only. When an > admin pays, the same screens start saving again. ## Good to know - **One address per invitation.** An invitation works only for the address it was sent to. Signing in with another address shows "This invitation is for a different email address." - **Google counts as an account too.** If you once signed in with Google, keep using **Continue with Google** for that address. - **The second step is per browser.** Remembering a device only skips the code in that browser. Every other browser still asks. - **Recovery codes are counted.** Each one works once; the Settings card shows how many are left. - **The tour is per browser.** Skipping it on one computer does not skip it on another. - **Several organizations.** Your preferences apply in every organization; your role, plan and credits are per organization. ## Where to go next - [Home and the sidebar](https://docs.quanty.ai/guides/home): the top bar, the sidebar and the Home page. - [Projects, tables and views](https://docs.quanty.ai/guides/workbooks): workspaces, projects and tables. - [Templates](https://docs.quanty.ai/guides/templates): a ready-made table for a job you already do. - [Files](https://docs.quanty.ai/guides/files): uploading and organizing documents. - [Columns and AI](https://docs.quanty.ai/guides/columns): columns that read your documents. - [Chat](https://docs.quanty.ai/guides/chat): talking to your team and to the AI. - [Organizations and roles](https://docs.quanty.ai/guides/organizations): members, invitations and seats. - [Billing and credits](https://docs.quanty.ai/guides/billing): plans, credits and payment. --- # Home and the sidebar > Find your way around Quanty: the top bar with the organization switcher, Support, notifications and the avatar menu, every sidebar item and group and when it shows, and the Home page with its composer, Transport today, Workspaces, Recently opened and Announcements. Source: https://docs.quanty.ai/guides/home **Home** is where Quanty opens. Above it runs the top bar with your organization and your account; on the left is the sidebar that leads to every area of the app. Home itself starts with a box where you ask the AI for anything, then shows your workspaces, the projects you worked on last and news from Quanty. ## Before you start - Home and the sidebar are the same for every plan and role. Some parts appear only with a plan, an add-on or a role; each section below says when. - Opening Home costs nothing. A message you send from the Home composer is answered in Chat, and that answer spends AI credits like any chat answer (see [AI assistant](https://docs.quanty.ai/guides/ai-assistant)). - Without a paid plan the AI features are off, so the Home composer is locked (see [Billing and credits](https://docs.quanty.ai/guides/billing)). ## The window at a glance ![Home: the sidebar with Home, Chat, TMS, Templates, Files and Integrations, the Shortcuts, Workspaces and Agents groups and Settings; the late-evening greeting Still at it, Kasia?, the question What do you want to get done today?, the composer with Auto, four suggestions, Transport today with four tiles and 4 more things in TMS, and Workspaces with one card marked Default](https://docs.quanty.ai/screens/en/light/home.webp) _Home in an organization with the TMS add-on._ | Part | Where | What it holds | | --- | --- | --- | | Top bar | Across the top | The sidebar button, the Quanty logo (it opens Home), the organization switcher, and on the right Support, notifications and your avatar. | | Sidebar | On the left | The main areas, your shortcuts, workspaces and agents, and **Settings** at the bottom. | | Page | In the middle | Home, or whatever you opened. | | **Chat** button | Bottom right | Opens the chat with your team and the AI, from any page. Shortcut **⌘K** / **Ctrl+K**. | Under the top bar a banner appears when the organization's plan needs attention (see [Getting started](https://docs.quanty.ai/guides/getting-started#subscription-and-read-only-organizations)). ## The top bar ### The organization switcher The switcher shows the organization you are in, with its plan as a badge: **No plan**, **Silver**, **Gold**, **Platinum** or **Custom**. Click it (**Switch organization**) to open the menu: - **Find organization...** filters the list as you type. - The list of your organizations. Your default organization is at the top, and a tick marks the one you are in. An organization where your membership is pending or suspended is listed but greyed out and cannot be opened. - **All Organizations** opens **Settings, Organizations**. - **New organization** opens the form to create one. Anyone may create an organization and becomes its admin. Each organization has its own workspaces, members, plan and AI credits (see [Organizations and roles](https://docs.quanty.ai/guides/organizations)). ### Support The ⓘ button (**Support**) opens: | Item | What it does | | --- | --- | | **Help center** | Opens the help page in the app. | | **Documentation** | Opens these docs in a new tab. | | **Contact us** | Opens the same help page in the app. | ### Running jobs While a presentation or dashboard is being generated, an indicator appears next to the bell: "Presentations and dashboards being generated". It lists each one with its state (**In queue**, **Working…**, **Ready**, **Failed**), **Open**, and **Cancel** while it has not started yet. It disappears when nothing is running. ### Notifications The bell (**Notifications**) lists what happened for you, with **Mark all as read**. An invitation to another organization appears here as "Anna Nowak invited you to join Firma Testowa" with **Accept** and **Decline**. With nothing new: "You're all caught up". ### The avatar menu A ring around your avatar shows how much of the AI credits is used. Hover it for the numbers: "AI credits used: 1,200 of 5,000", the percentage, and whose credits they are: "Shared by everyone in your organization this period." or "Your monthly limit, set by an admin.". Near the end it adds "Almost used up.", and at the end "Used up, so AI features are paused for now." Click the avatar for the menu: | Item | What it does | | --- | --- | | **Balance** | **Total** and **Remaining** credits, the same numbers as the ring. | | Your name and e-mail | Who is signed in. | | **Set your status** | **Active (automatic)**, **Away**, **Do not disturb**, **Out of office**, **Clear status** (see below). | | **My account** | Opens **Settings, Account** (see [Getting started](https://docs.quanty.ai/guides/getting-started#account)). | | **What's new** | **What's new in Quanty**: "The latest changes, newest first." New entries are marked **New**. | | **Theme** | **System**, **Light** or **Dark**. | | **Language** | English, Polski or Deutsch. | | **Log out** | Signs you out. | **Away** and **Do not disturb** ask **For how long**: **30 minutes**, **1 hour**, **2 hours**, **Until the end of today**, **Until tomorrow morning**, **Until the end of the week** or **Until I change it**. With **Do not disturb**, "Notifications are silenced". **Out of office** opens a dialog with **Last day away** and **Note (optional)**: "Your team sees it beside your name in Messages, and people who write to you get a short notice." **Turn on** saves it. Your status shows as a dot on your avatar. ## The sidebar ### Main items | Item | What it opens | Shown | | --- | --- | --- | | **Home** | This page. | Always | | **Chat** | Your team's channels and direct messages, and the AI conversation (see [Chat](https://docs.quanty.ai/guides/chat)). A badge counts unread messages. | Always | | **TMS** | "Orders, fleet, pallets and billing in one place" (see [TMS](https://docs.quanty.ai/guides/tms)). | Only with the TMS add-on | | **Templates** | Ready-made tables (see [Templates](https://docs.quanty.ai/guides/templates)). | Always | | **Files** | Every document of the organization (see [Files](https://docs.quanty.ai/guides/files)). | Always | | **Integrations** | Connections to e-mail, Google Sheets and other services (see [Integrations](https://docs.quanty.ai/guides/integrations)). | Always | Below the items come the groups. Each group header folds the group open or closed, and Quanty remembers that in your browser. ### Shortcuts **Shortcuts** is your own list of the things you use most. Nobody else sees it. - To pin something, choose **Add to shortcuts** in its menu. You can pin projects, folders, tables, kanbans, views, dashboards, forms, presentations, automations, files and folders in Files. You can also drag files from Files onto the group: "Drop to pin". - The group shows 6 shortcuts, then **Show more (8)** and **Show less**. - Drag a shortcut to change the order. **Remove from shortcuts** takes it off the list. - Empty, it says "Pin a project or view here". - You can have up to 100: "You have reached the limit of 100 shortcuts. Remove one to add another." - While the organization is read-only, shortcuts cannot be changed. ### AI Secretary **AI Secretary** lists your organization's phone secretaries, one row per secretary, plus **All secretaries** and, for admins, **New secretary**. The group appears only on the **Gold**, **Platinum** and **Custom** plans, and only once a secretary exists. The first one is set up from **Integrations** (see [AI Secretary](https://docs.quanty.ai/guides/secretary)). ### Workspaces **Workspaces** has one row per workspace of the organization. A lock marks a private workspace. Click a row to open the workspace page. Admins also see **New workspace** at the end, as long as the organization is not read-only. How workspaces, folders and projects fit together is on [Projects, tables and views](https://docs.quanty.ai/guides/workbooks). ### Agents **Agents** shows **Quanty** and the first 2 agents of your organization, then **More**. - Click an agent for **Open chat** (a new AI conversation with that agent) or **Edit agent** (not for Quanty). - **More** opens a list with **Search agents…** and **View all**, which opens the Agents page. Agents and their skills are on [Agents](https://docs.quanty.ai/guides/agents). ### The bottom of the sidebar - **No plan yet**: a card that appears when the organization has no paid plan. Admins read "AI features are off for this organization. Upgrade to switch them on." with **Upgrade**. Members read "AI features are off for this organization. An administrator can switch them on." - **Settings**: your account, preferences and the organization's settings (see [Getting started](https://docs.quanty.ai/guides/getting-started#settings)). ### Inside a project and in TMS The sidebar changes shape with where you are. Inside a project it becomes the project rail with the project's tables, views, dashboards, presentations, forms and automations (see [Projects, tables and views](https://docs.quanty.ai/guides/workbooks#the-project-rail)). In TMS it becomes the TMS menu, and inside an AI Secretary it shows that secretary's pages. In these shapes, **Shortcuts** turns into a button above **Settings** that opens your shortcuts as a menu. ### Collapse, resize and reorder - The button at the far left of the top bar hides the sidebar and brings it back. On a phone, the menu button opens it over the page. - Drag the right edge of the sidebar to make it wider or narrower: from 180 to 400 pixels. With the edge focused, the arrow keys move it in steps. - Hover a group header to see its grip, then drag the group to another place: "Drag to reorder. Keyboard: Space, arrow keys, Space". Collapse, width, group order and folded groups are remembered in your browser. ## Home ### The greeting and the composer Home greets you by name and time of day: "Good morning, Kasia" from 5:00, "Good afternoon, Kasia" from 12:00, "Good evening, Kasia" from 18:00, and "Still at it, Kasia?" from 23:00. Below it: **What do you want to get done today?** The box shows changing examples, such as "Summarize this week’s new orders by client" or "Which invoices are overdue, and by how much?". | Control | What it does | | --- | --- | | Agent (the round orb on the left) | **Who do you want to talk to?**: **Search agents**, **Quanty** ("Your assistant for everything in the organization"), your agents, and **Manage agents**. Your choice is remembered. | | **+** (**Add files, mentions and more**) | **Add files**, **Mention a file or table** (types `@` so you can pick one), **Use a skill**, and **Internet search**. | | **Internet search** | **Fast search** ("Quick lookup of current facts and pages"), **Agent research** ("Thorough multi-source research: slower, costs more") or **Off** ("The assistant searches the web only when it decides to"). When it is on, a chip in the box shows the mode; click it to turn it off. | | Mode chip (**Auto**) | **Answer mode**: **Fast** ("Quickest: limited tools"), **Auto** ("Balanced default") or **Deep** ("Thorough: deep web research"). Under **Model**: **Auto** ("Picks the right model for each message: Sonnet for quick replies, Opus for complex work") or one of the listed models. | | Microphone | Speak instead of typing; your words appear in the box. | | **Send** | Sends the message (see [What Send does](https://docs.quanty.ai/guides/home#what-send-does)). | **Enter** sends, **Shift+Enter** adds a line. You can also paste files into the box. ### Suggestions Under the box, **Try one of these** offers four starters. A click puts a full request in the box for you to change or send; it does not send by itself. | Chip | What it puts in the box | | --- | --- | | **Summarize my week** | "Summarize what changed in my projects this week and what needs my attention." | | **Build a dashboard** | "Build a dashboard with the most important numbers from my projects." | | **Write an email** | "Help me write a short, friendly email to a client about a delayed delivery." | | **Research a topic** | "Find the latest news about fuel prices in Europe and summarize what it means for us." It also turns on **Fast search** if internet search was off. | ### What Send does **Send** opens **Chat** on its AI side and continues there ("Opening the chat"): a new conversation with the agent you picked, your text, files, mentions, skill, answer mode, model and internet search all carried over. The answer arrives in Chat (see [Chat](https://docs.quanty.ai/guides/chat) and [AI assistant](https://docs.quanty.ai/guides/ai-assistant)). When AI is off for the organization, the box and **Send** are locked and a note under the box says why, for example "AI features need a paid plan. Choose one for this organization to switch them on." Admins get a link to **Choose a plan** or **Go to billing**. ### Transport today With the TMS add-on, **Transport today** sums up what waits in transport. It shows up to 4 tiles, most urgent first, and only for counts above zero: | Tile | Opens | | --- | --- | | **Late orders** | Tracking, filtered to late orders | | **Issues to sort out** | Issues | | **Pallet receipts to check** | Pallets, the receipts to check | | **Waiting for documents** | Documents | | **Ready to invoice** | Invoices, ready to invoice | | **Quotes awaiting an answer** | Quotes that were sent | | **Carrier costs to explain** | Costs to explain | | **Payments to match** | Payments, the bank tab | More than four become a line such as "4 more things in TMS". **Open TMS** opens the TMS. When every count is zero: **All up to date**, "Nothing in transport is waiting for you right now." Organizations without the add-on do not see this section. ### Workspaces **Workspaces** shows a card per workspace, with the count next to the heading. - A card has the workspace's avatar or initials, its name, its description (or "No description") and what it holds, for example "1 project · 3 folders". - **Default** marks the organization's default workspace; **Private** marks a workspace only its members and admins can open. - Click a card to open the workspace. - The **⋯** menu (**Workspace options**) has **Open** for everyone. Admins also get **Rename** and **Avatar** (both open the workspace settings), **Members and visibility**, and **Delete**. - Admins see **New workspace** on the right of the heading while the organization is not read-only. With no workspace yet, the section says "No workspaces yet". Members read "An administrator of your organization can create the first one." Workspaces in depth are on [Projects, tables and views](https://docs.quanty.ai/guides/workbooks). ### Recently opened **Recently opened** lists up to 6 projects, the most recently changed first. Each row shows the project, its workspace (or "No workspace") and when it changed. Click a row to open the project. Before there is anything to show: "Nothing opened yet", "Open a project and it will be waiting for you here." ### Announcements **Announcements** shows up to 3 posts from Quanty, each with its date. Click one to read it. **Show all** appears when there are more and opens the list of all posts. Without posts the section is hidden. ### The top-right corner In the top-right corner of Home is **Help and support**, which opens the help page. When AI is off and you may pay for the organization, an **Upgrade** button takes its place: "Upgrade to turn on the AI features". ### When invitations could not be sent Right after you create an organization, a warning may appear at the top of Home: **Some invitations could not be sent**. It lists each address that failed and why. Close it with ×, and invite those people again later from **Settings, Organizations** (see [Organizations and roles](https://docs.quanty.ai/guides/organizations)). ## Good to know - **The welcome tour.** In an organization with no project yet, Home first shows the welcome tour (see [Getting started](https://docs.quanty.ai/guides/getting-started#the-welcome-tour)). - **Records (CRM).** There is no separate group for records in the sidebar. Records live in a project an admin marks with **Use as records (CRM)** (see [Records (CRM)](https://docs.quanty.ai/guides/records)). - **Per browser.** The sidebar's width, collapse, group order and folded groups, and the agent picked in the composer, are kept in your browser. - **Per person.** Shortcuts and your status are yours alone and follow you to every device. - **Read-only organization.** Home still shows everything. Creating workspaces and changing shortcuts are off until an admin pays. - **Phones.** On a narrow screen the sidebar opens from the menu button and closes when you tap outside it. ## Related pages - [Getting started](https://docs.quanty.ai/guides/getting-started): signing in, two-factor authentication and your settings. - [Projects, tables and views](https://docs.quanty.ai/guides/workbooks): workspaces, folders, projects and the project rail. - [Chat](https://docs.quanty.ai/guides/chat): team messages and the AI conversation. - [AI assistant](https://docs.quanty.ai/guides/ai-assistant): what the AI can do in a conversation. - [Agents](https://docs.quanty.ai/guides/agents): your own AI assistants. - [Templates](https://docs.quanty.ai/guides/templates): ready-made tables. - [Organizations and roles](https://docs.quanty.ai/guides/organizations): switching and creating organizations. --- # Projects, tables and views > How Quanty files your work: workspaces, folders, projects, tables, views and pages. Creating, moving, duplicating and deleting each, the project rail, members and access, importing and exporting. Source: https://docs.quanty.ai/guides/workbooks Everything you build in Quanty sits in one tree: **workspaces** hold **folders** and **projects**, a project holds **tables**, and each table can be shown in several **views**. This page walks the tree from the top: what each level is for, how to create, move, duplicate and delete it, and who can see it. | Level | What it is | Holds | | --- | --- | --- | | **Workspace** | One part of the organization kept apart from the rest, for example a branch or a department. | Folders and projects | | **Folder** | A way to group projects and files. Folders can nest. | Folders, projects and files | | **Project** | One body of work with its members: tables, and the dashboards, presentations, forms and automations built on them. | Tables | | **Table** | Rows and columns: the data. A table can have several pages. | Pages and views | | **View** | One way of showing a table's rows: **Spreadsheet**, **Kanban**, **Calendar**, **Timeline**, **Map** or **Document**. | | ## Before you start | Role in the organization | What it may do here | | --- | --- | | **Admin** | Everything, including creating, changing and deleting workspaces. Admins can open every project. | | **Member** | Create folders and projects, and work in every project open to them. | | **Viewer** | Read only: cannot create projects or folders ("Viewers cannot create projects or folders"). | Projects have their own members and roles on top of this (see [Members and access](https://docs.quanty.ai/guides/workbooks#members-and-access)). While your organization has no active plan, nothing can be created or changed. ## Workspaces Every organization starts with one workspace named after it and marked **Default**. Its workspaces are listed on [Home](https://docs.quanty.ai/guides/home) and in the sidebar under **Workspaces**. ![A workspace page: the breadcrumb Home, Przykładowa Spedycja, the search, the grid and list buttons, Members, the sort Last modified and Create, and the folders Kadry, Finanse and Operacje](https://docs.quanty.ai/screens/en/light/workspace.webp) _A workspace with its folders._ ### Create a workspace Only organization admins create workspaces: **New workspace** on Home or in the sidebar. | Field | What it means | Example | | --- | --- | --- | | **Name** | Up to 100 characters. | Sprzedaż | | **Description** | "What belongs in here?" Optional. | Oferty i klienci | | **Who can see it** | **Whole organization**, or **Private**: "Only the people you add, and organization admins, can open its projects." | Private | | **Members** | "Add people by name or email" (up to 500). They are notified. | Anna Kowalczyk | **Create workspace** creates it. "Until you upload an image, the workspace shows its initials. You can add one in its settings." ### Change or delete a workspace - **Workspace settings** (the card's menu or **Edit name and avatar** on its page): **Name**, **Description** and the avatar: **Upload image**, **Replace image**, **Remove image** (PNG, JPG or WebP, up to 5 MB). - **Members** on the workspace page: who can see it. "Organization admins always have access. A single project can still be shared with someone outside the workspace from its own members list." - **Delete workspace**: "Only the workspace goes away. Nothing filed inside it is deleted." If it holds folders or projects, choose where they go under **Move its folders and projects to**. The only workspace of an organization cannot be deleted. If you delete the default workspace, another one becomes the default. ## The workspace and folder pages A workspace page and a folder page work the same way. | Control | What it does | | --- | --- | | **Search in this workspace** | Finds folders and projects by name (**⌘F** / **Ctrl+F**). | | **Grid** / **List** | Cards or rows. | | **Members** | Workspace page only: who can see the workspace. | | Sort | **Last modified**, **Name** or **Newest first**. | | **Create** | **Project** ("Tables, dashboards, forms and automations in one place."), **From a template** ("A project that starts with a ready-made table."), **Folder** ("Group projects and files.") and, on a folder page, **Upload files**. | ![The Create menu of a workspace open: Project, From a template and Folder](https://docs.quanty.ai/screens/en/light/workbooks-create-menu.webp) _The Create menu._ The page lists **Folders** and **Projects** (and **Files** on a folder page). A folder card counts what is inside; a project card shows its number of tables and members, a **Restricted** badge when only invited people can open it, and when it last changed. Drag a card onto a folder to move it there. ### Folders 1. **Create, Folder**. The name needs 3 to 50 characters, without `< > : " / \ | ? *`, and must differ from its neighbours. 2. A folder's menu: **Open**, **Add to shortcuts**, **Rename Folder**, **Move to…** and **Delete Folder**. Moving and deleting a folder need the right to manage it. Folders nest up to 10 levels deep. A folder holds folders, projects and files, never tables directly. ![The folder Operacje with its description, the project Zlecenia transportowe with 1 table and 1 member, and the drop zone No files in this folder yet](https://docs.quanty.ai/screens/en/light/folder.webp) _A folder with a project and its files area._ On a folder page, **Files** lists files kept in that folder (**Name**, **Size**, **Modified**, **Uploaded by**). Drop files anywhere on the page to upload them: "Drop files anywhere on this page to upload them here." A file's menu has **Download**, **Open in Files**, **Move to…**, **Remove from folder** (the file stays in [Files](https://docs.quanty.ai/guides/files)) and **Delete** (to Trash). ### Move and delete - **Move to…** opens "Move “Operacje”" with the destinations: the workspaces (**Top level of this workspace**) and **Projects and folders**. "A node cannot be moved into its own subtree." - **Delete** asks first: "Everything inside goes with it: 2 projects, 5 tables. This cannot be undone." When there is something inside, you type the name to confirm. ## Projects A project is where the work happens: its tables, and the dashboards, presentations, forms and automations made from them. ### Create a project 1. **Create, Project** on a workspace or folder page (or **Create your first project** on Home). 2. **New project**: the line under the title says where it will be created ("In folder Operacje"). 3. **Start with**: **Empty project** ("A project with one empty table."), **From a template** (opens [Templates](https://docs.quanty.ai/guides/templates)) or **From a CSV/Excel file** ("Each worksheet becomes a table."). 4. Fill in the fields and click **Create project**. | Field | What it means | Example | | --- | --- | --- | | **Name** | 3 to 50 characters, unique. | Zlecenia transportowe | | **Description** | Optional, up to 300 characters. | Zlecenia, trasy i palety | | **Color** | One of 7 colours for the project's icon. | Violet | | **Who can access** | **Only invited members** (the default) or **Everyone in the organization**. | Only invited members | An empty project starts with **Table 1** and opens it. With a file, the import opens first (**Skip, open the empty project** skips it). ## The project rail Inside a project the sidebar becomes the project rail. ![A table open in its project: the rail on the left with New table, Find a table or view, the table Zlecenia transportowe with its views Spreadsheet, Tablica zleceń, Kalendarz załadunków, Harmonogram tras and Procedura awizacji, Add view, the Project group with Dashboards, Presentations, Forms and Automations, and Members](https://docs.quanty.ai/screens/en/light/sheet-grid.webp) _The project rail next to a table._ | Part | What it holds | | --- | --- | | Top | **Back to Home** (or back to the folder), the project's name and the chip **Organization** or **Restricted**. The **⋯** opens **Project options**. | | **New table** | Adds a table (see [Tables](https://docs.quanty.ai/guides/workbooks#tables)). | | **Find a table or view** | Filters the list. | | **Tables** | Every table; each opens to its views (**Show views** / **Hide views**), with **Add view** under them. | | **Project** | **Dashboards**, **Presentations**, **Forms** and **Automations**, each with **+**. Dashboards and presentations are made **With AI** or **Empty**. | | Bottom | **Members** with their faces, and **Settings**. | **Project options** holds **Add to shortcuts**, **Info** (name, appearance and description), **Members**, **Settings**, **Duplicate project** (anyone who can edit), and **Move to…** and **Delete project**, which work only for the project's owners and admins and for organization admins. Admins also see **Use as records (CRM)** (see [Records](https://docs.quanty.ai/guides/records)) and, with the TMS add-on, **Move to TMS**. - **Duplicate project**: "Every table, its rows and its views are copied. Members, share links and automations are not." - **Delete project**: "The project, its tables, views, dashboards, presentations, forms and automations are deleted. This cannot be undone." When it has tables you type its name. - **Settings**: **General** (name, description), **Appearance** (avatar, JPEG, PNG or WebP up to 5 MB, and colour), **Who can access**, **Save changes**, and **Delete project** under **Danger zone**. ## Members and access ### Project members **Members** in the rail lists who can open the project and with which role: | Role | What it may do | | --- | --- | | **Owner** | Everything, like an admin. The person who created the project is its owner. "A project needs at least one owner." | | **Admin** | Manage members and access, delete the project. | | **Contributor** | Work in the tables: add, edit and delete rows and columns. The default for new members. | | **Viewer** | Read only. | **Add members** (or **Add by email**, several separated by commas) adds people who are already members of your organization. Only project owners and admins manage members. Organization admins can open every project. **Who can access**: with **Everyone in the organization**, every member of the organization works in the project as a contributor and organization viewers as viewers; with **Only invited members** (shown as **Restricted**), only the people listed. ### Share one table or one view Someone outside the project can get one table or one view without the rest of the project: **Share / Access** in the table's or view's menu opens **Table access** or **View access**. - A table grant opens that table and its views; a view grant opens only that view, with its filters. - Roles: **Viewer** or **Contributor**. - Only people in your organization can be added, and only project owners and admins can change it: "Only the project can change who has access." - Without a grant, a person outside the project sees nothing of it. ## Tables ### Create a table **New table** in the rail opens: "Start empty, bring a file, or pick a template." ![The New table dialog: Empty table, Import CSV / Excel with .xlsx and .csv, and From a template](https://docs.quanty.ai/screens/en/light/workbooks-new-table.webp) _Three ways to start a table._ | Choice | What you get | | --- | --- | | **Empty table** | "A blank grid you fill in yourself." | | **Import CSV / Excel** | "Each worksheet becomes a table." (see [Import data](https://docs.quanty.ai/guides/workbooks#import-data)) | | **From a template** | "A ready-made table with AI columns." **Add as a table** adds it to this project. | Name it under **Table name** (up to 255 characters, unique in the project; the default is "Table 2") and click **Create table**. ### The table menu The **⋯** next to a table in the rail: | Item | What it does | | --- | --- | | **Add to shortcuts** | Pins it in your sidebar. | | **Rename** | Renames it in place, up to 255 characters. | | **Change icon** | **Table icon**: an icon and one of 18 colours, or **Remove icon**. | | **Add view** | Adds a view (see [Views](https://docs.quanty.ai/guides/workbooks#views)). | | **Add page** | Adds a page to the table. | | **Duplicate table** | "Columns, rows, values and views are copied. Files are shared, not re-uploaded; automations and share links are not copied." | | **Share / Access** | **Table access** (see above). | | **Delete table** | "The table, its rows and every view built on it are deleted. This cannot be undone." | Viewers see only **Add to shortcuts**. ### Pages A table can hold several pages, the tabs at the bottom of the grid, each with its own rows and columns. The first is **Page 1**; **Add Page** (or **Add page** in the table menu) adds another. See [The grid](https://docs.quanty.ai/guides/grid) for renaming, duplicating and deleting pages. ## Views A view shows the same rows of a table in another shape. Changing a value in any view changes the table. 1. Click **Add view** under the table in the rail (or in the table menu). 2. Pick the kind and set it up. ![The Add view menu under a table: Spreadsheet, Kanban, Calendar, Timeline, Map and Document](https://docs.quanty.ai/screens/en/light/workbooks-add-view.webp) _The kinds of view._ | View | What it shows | Page | | --- | --- | --- | | **Spreadsheet** | The rows as a grid, with its own hidden fields, filters and sort saved for everyone. | [The grid](https://docs.quanty.ai/guides/grid) | | **Kanban** | "A Kanban view of one table's rows, stacked into lanes by a select column." | [Kanban boards](https://docs.quanty.ai/guides/kanban) | | **Calendar** | "Place this table's rows on a calendar by one of its date columns." | [Calendar view](https://docs.quanty.ai/guides/calendar) | | **Timeline** | "Lay this table's rows out on a time axis by their start date. An end date is optional." | [Timeline view](https://docs.quanty.ai/guides/timeline) | | **Map** | "Pin this table's rows on a map by a latitude and a longitude column." | [Fleet map and Map view](https://docs.quanty.ai/guides/map) | | **Document** | A document of pages next to the table: "A document is made of pages. Add the first one and start writing." | [Document view](https://docs.quanty.ai/guides/document) | Views are listed under their table in the rail. A view's menu holds **Add to shortcuts**, **Rename** (up to 200 characters), **View settings** (calendar, timeline and map), **Share / Access** (not for a Kanban board; on the table's own Spreadsheet it opens **Table access**) and **Delete view**: "Only the view is deleted. The table and its rows stay." Forms are not a view: they are in the project's **Forms** group (see [Forms](https://docs.quanty.ai/guides/forms)). What you hide, filter and sort in a view is yours until you save it for everyone (see [The grid](https://docs.quanty.ai/guides/grid#spreadsheet-views)). ## Import data **Import** brings CSV, TSV, Excel (XLSX, XLS) and JSON files in: when creating a project (**From a CSV/Excel file**) or a table (**Import CSV / Excel**), or into an open table with **More actions, Import**. Into an open table, the file's worksheets are added as new pages after the last tab; rows are not added to an existing page. The **Import data** wizard has four steps: upload, structure, columns and review. 1. **Upload**: up to 25 files and 200 MB per import, 50 MB per file. 2. **Structure**: how to read the file: **Flat table**, **Hierarchy in columns**, or **Manifest** (a worksheet that describes the structure; a **Template** can be downloaded). Choose whether worksheets become pages of one table or separate tables. 3. **Columns**: Quanty suggests each column's type and says why; include or skip each column. 4. **Review**: what will be created. "An import writes values directly. It never runs AI columns, so it costs no credits." One import takes up to 50,000 rows and 250,000 cells. ## Export **More actions, Export** in the grid downloads a table as **CSV (.csv)**, **Excel (.xlsx)** or **PDF (.pdf)**, also while your organization is read-only. File and sub-sheet columns are left out of Excel and PDF; ghost columns are left out when your organization blocks exports (see [Quanty Ghost](https://docs.quanty.ai/guides/ghost)). ## Good to know - **A project holds only tables.** Folders and other projects go into workspaces and folders. - **Deleting is final.** Deleting a project, table, page, view or folder cannot be undone. Files you delete in Files go to Trash for 30 days instead (see [Files](https://docs.quanty.ai/guides/files)). - **Duplicates start without people.** Duplicated projects and tables do not copy members, share links or automations. - **Shortcuts** are personal: pin projects, folders, tables and views you open often (up to 100). ## Related pages - [Home and the sidebar](https://docs.quanty.ai/guides/home): workspaces, shortcuts and recently opened projects. - [The grid](https://docs.quanty.ai/guides/grid): working in a table. - [Templates](https://docs.quanty.ai/guides/templates): projects and tables that start ready-made. - [Organizations and roles](https://docs.quanty.ai/guides/organizations): admins, members and viewers. - [Files](https://docs.quanty.ai/guides/files): files in folders. --- # Templates > Start from a ready-made table: the 24 templates in six areas, letting Quanty pick one from a sentence, the showcase with its preview, Columns, Documents, Ask AI and About tabs, customizing before you create, and what Use template creates and where. Source: https://docs.quanty.ai/guides/templates A template is a ready-made table for a job you already do: checking carrier invoices, keeping a contract register, screening CVs. It brings a **Documents** column for your files, AI columns that each pull one thing out of every row's documents, guidance on which documents make up a row, and an AI agent to ask about the results. You adjust the columns before you create the table, then drop in your documents. Open **Templates** in the sidebar. You also reach templates from **Choose from Templates** in the welcome tour, from **Create**, **From a template** on a workspace or folder page, and from **New table** inside a project. ## Before you start - Browsing the templates and using them is part of every plan and costs nothing. - Two conveniences use AI and spend your organization's AI credits: letting Quanty pick a template from a sentence, and changing a template by chat. Both need a paid plan. Without one: "Picking a template from a description needs a paid plan. Browsing below, and using any template, still works." - **Use template** creates a table, so it needs edit access to the project it goes into. A viewer cannot create one, and nothing can be created while the organization is read-only. ## The catalog ![Start from a template: the box Describe what you want to do..., the line Not sure? Describe the job and we'll pick one., and Browse by area with Logistics 5 templates, Accounting 5, Finance 5, Legal 3, HR 3 and Procurement 3](https://docs.quanty.ai/screens/en/light/templates.webp) _Templates: the six areas._ Quanty has 24 templates in six areas: **Logistics** (5), **Accounting** (5), **Finance** (5), **Legal** (3), **HR** (3) and **Procurement** (3). The catalog is built in and the same for every organization. Every template comes with an agent. | Area | Template (full name) | What it is for | One row is | Agent | | --- | --- | --- | --- | --- | | **Logistics** | **3-way match** (3-Way Match) | "Catch billing mistakes before you pay" | One row = one delivery. Attach all its documents to the same row. | Delivery Auditor | | **Logistics** | **Transports** (Transport Register) | "Turn a pile of CMRs into a clean register" | One row = one transport. CMR, delivery note or transport order. | Transport Clerk | | **Logistics** | **Freight** (Freight Invoice Check) | "Compare every carrier invoice against the order" | One row = one transport: the carrier's invoice plus the order you sent them. | Freight Auditor | | **Logistics** | **Fleet** (Fleet Document Register) | "Never miss an expiring policy or inspection" | One row = one document. Photos of paper documents work. | Fleet Keeper | | **Logistics** | **Warehouse** (Warehouse Intake) | "Delivery notes broken down to every line item" | One row = one delivery: the delivery note (WZ), optionally photos of the goods. | Warehouse Clerk | | **Accounting** | **Tax** (Invoice Tax Check) | "Deductibility, VAT and GTU suggested per invoice" | One row = one invoice. Scans and photos are fine. | Tax Assistant | | **Accounting** | **FX invoices** (Foreign Invoices to PLN) | "Official NBP conversion, done for you" | One row = one invoice in EUR, USD or another currency. | FX Bookkeeper | | **Accounting** | **White List** (White List Check) | "Verify supplier bank accounts before every payment" | One row = one invoice you are about to pay. | Payment Guard | | **Accounting** | **Expenses** (Expense Reports) | "Receipts sorted, categorized and summed" | One row = one expense document. Phone photos are fine. | Expense Clerk | | **Accounting** | **Line items** (Invoices with Line Items) | "Every invoice position lands in a sub-sheet" | One row = one invoice with all its pages. | Invoice Analyst | | **Finance** | **Statements** (Financial Statements to Numbers) | "Key figures from scanned statements, model-ready" | One row = one company (or one reporting year). Attach the full statement PDF. | Financial Analyst | | **Finance** | **Charters** (LPA / Charter Analyzer) | "Key clauses from corporate agreements, side by side" | One row = one company agreement, charter or LPA. | Deal Counsel | | **Finance** | **Teaser** (Investment Teaser Draft) | "A one-page teaser drafted from your data room" | One row = one company: financials, presentations, market notes. | Deal Writer | | **Finance** | **Loans** (Loan Agreement Register) | "Principals, margins and covenants side by side" | One row = one loan agreement with its annexes. | Debt Advisor | | **Finance** | **KPI** (Portfolio KPI Tracker) | "Board packs in, comparable KPIs out - margin computed for you" | One row = one company (or one reporting month). | Portfolio Analyst | | **Legal** | **Contracts** (Contract Register) | "Every contract's dates, parties and risks in one grid" | One row = one contract with all its annexes. | Contract Guardian | | **Legal** | **NDA** (NDA Review) | "Every NDA's teeth and gaps in one grid" | One row = one NDA draft or signed copy. | NDA Screener | | **Legal** | **GDPR** (GDPR Processing Audit) | "Data processing agreements checked clause by clause" | One row = one DPA with its annexes. | Privacy Auditor | | **HR** | **CV** (CV Screening) | "Every candidate summarized in one comparable row" | One row = one candidate. Cover letters can go on the same row. | Recruiting Assistant | | **HR** | **HR files** (Employee File Register) | "Contracts read, salaries extracted, gaps flagged" | One row = one person. Annexes go on the same row. | HR Records Keeper | | **HR** | **Trainings** (Trainings & Permits) | "Who is certified for what, and until when" | One row = one certificate or permit. Photos work. | Compliance Tracker | | **Procurement** | **Offers** (Supplier Offer Comparison) | "All quotes side by side, terms included" | One row = one supplier's quote for the same request. | Procurement Advisor | | **Procurement** | **Orders** (PO vs Confirmation) | "Every order checked against what the supplier confirmed" | One row = one order: your PO plus the supplier's order confirmation. | Order Controller | | **Procurement** | **Suppliers** (Supplier Vetting) | "Company documents screened before you sign" | One row = one supplier: all their onboarding documents together. | Vetting Officer | The card in an area shows the short name and the line under it; the showcase shows the full name. ## Choose a template in three steps 1. **Pick an area.** Under **Browse by area**, each card shows its area and how many templates it holds, for example "5 templates". 2. **Pick a template.** The area opens its template cards. At the top, the back arrow returns one step and the area badge returns to the cards. 3. **Look at the showcase.** One template fills the page (see [The showcase](https://docs.quanty.ai/guides/templates#the-showcase)). The badge line now also names the template, and **Use template** sits on the right of it. ![The Logistics area: the back arrow, the Logistics badge and five template cards: 3-way match, Transports, Freight, Fleet and Warehouse, each with its one-line description](https://docs.quanty.ai/screens/en/light/templates-area.webp) _The templates of the Logistics area._ ## Let Quanty pick a template Above the areas is the box **Describe what you want to do…**: "Not sure? Describe the job and we'll pick one." 1. Write what you need in your own words, for example "I compare carrier invoices with our transport orders". Use 3 to 2,000 characters. 2. Press **Enter** or click the arrow (**Suggest**). 3. Quanty opens the showcase of the best match, with a one-sentence reason next to the badges, and proposes a short name of two to four words for the new table. The reason and the name come in the interface language, unless your description is clearly in another language. | Good to know | | | --- | --- | | Cost | One short AI request, paid from your organization's AI credits by what it uses. There is no fixed price. | | Plan | Needs a paid plan with AI credits left. Without AI the box is dimmed, and browsing still works. | | When the AI cannot answer | Quanty picks the template by keywords instead. Then there is no reason and no proposed name. | | Nothing is created | Picking only opens a showcase. Nothing is saved until you click **Use template**. | If picking fails: **Could not pick a template**, "Please try again or pick one from the list." ## The showcase The showcase has the preview on the left and a panel with four tabs on the right. Every change you make in the tabs shows in the preview at once, and what the preview shows is what **Use template** creates. ### The preview The **Preview** is a small version of the table: the **Documents** column first ("Drop your files here"), then the template's columns, filling with sample values row by row. These are examples, not results from your documents. The **ⓘ** button (**Details**) in its title bar opens the details panel (see [About and Details](https://docs.quanty.ai/guides/templates#about-and-details)). ### Columns **Columns Quanty will fill**: "One per thing you want pulled out of every document." This tab edits the columns by hand, and it is free. | Field | What it means | Example | | --- | --- | --- | | **Name** | The column's name in the table. | Invoice total | | **Type** | What the column returns: **Ask anything**, **Entity**, **Summary**, **Classification**, **Key-value**, **Date**, **Number**, **One choice**, **Many choices**, **Link**, **Structured**, **Sub-sheet** or **Document**. | **Number** | | **Instruction** | What the AI should pull out. "Written in English: the model reads it, you don't have to." | Extract the gross total of the invoice | | **Choices** | For **One choice** and **Many choices**: one per line. | Matched, Mismatch | | **Categories** | For **Classification**: one per line. | Fuel, Tolls, Repairs | | **Sub-columns** | For **Sub-sheet**: one per line. | Item, Quantity, Price | | **Number format** | For **Number**: **Currency**, **Percentage**, **Date**, **Decimal** or **Whole number**. | **Currency** | Each column also has **Move up**, **Move down**, **Duplicate** and **Remove**, and you can drag it to another place. **Add column** adds one. A template holds 1 to 20 columns: "A template can hold up to 20 columns." and "A template needs at least one column." A column without a name or without choices is marked and stops **Use template** until you fix it. Column types in depth are on [Column types](https://docs.quanty.ai/guides/column-types). ### Documents What makes up one row, for example "One row = one delivery. Attach all its documents to the same row.", then each document to add with a hint and its file types, such as **Supplier invoice** (PDF or a photo scan; pdf, jpg, png). ### Ask AI **Ask AI** is a chat about this template with its agent: "Ask me about this template, or tell me what to change, and the preview will follow." Two example questions are ready to click. - **Ask** something, for example "What exactly does the Discrepancies column check?", and you get a short answer. - **Request a change**, for example "Add a column with the VAT amount", "Remove the due date" or "Make the status a choice of Paid and Unpaid". The agent rewrites the columns, the panel switches to **Columns**, and the changed columns are marked, for example "2 changed". The agent can add, remove and rename columns and change their instructions, choices and types. It never adds a second file column. Its replies come in the interface language unless you write clearly in another one. | Good to know | | | --- | --- | | Cost | Each reply is paid from your organization's AI credits by what it uses. Editing in **Columns** is free. | | Plan | Needs a paid plan: "Changing the columns by chat needs a paid plan. The Columns tab does the same by hand." | | Length | A conversation holds up to 20 messages, yours and the replies together, each up to 4,000 characters. | | When it fails | **Chat did not answer**, and in the chat "Could not get an answer. Please try again." | ### Customized and Restore original As soon as the columns differ from the catalog, whether by chat or by hand, the preview's title bar shows **Customized**. Click it (**Restore original**) to go back to the catalog version. > **Nothing is saved before you create** > > Your changes live only in this showcase. Going back to the area or opening > another template discards them. Click **Use template** to keep them in a new > table. ### About and Details **About** shows the template's description, its **Example questions** and its agent with a short description. The **Details** panel (the **ⓘ** in the preview) shows the full name and line, the description, **What you add**, **Columns** with each column's type and sub-columns, and **Example questions**. **Escape** closes it. ## Use the template **Use template** creates the table. It costs nothing: no AI runs while the table is made. While it works, the button line shows **Creating your table…**, **Configuring the columns…** and **Opening your table…**. Where the table goes depends on where you started. ### From Templates in the sidebar 1. Click **Use template**. 2. In **Choose a project** ("Tables live inside projects. Pick where this one should be created."), pick the project from the tree. If the organization has exactly one project, Quanty picks it for you and skips this step. 3. Click **Create table**. The new table is added to that project, named with the name Quanty proposed or else the template's name, and opens. With no project yet: "You don't have a project yet. Create one first: tables live inside projects." (see [Projects, tables and views](https://docs.quanty.ai/guides/workbooks)). ### From a workspace or folder **Create**, **From a template** on a workspace or folder page ("A project that starts with a ready-made table."), or **From a template** in **New project**, opens Templates with a badge such as "The new project will go to: Sales". **Use template** then creates a new project there, with the template as its first table, and opens it. The project is named after the proposed name or the template; if that name is taken in the same place, Quanty adds a number, for example "3-Way Match (2)". If creating fails, the half-made project is removed again: **Could not create the project from the template**. ### From inside a project In a project, **New table**, **From a template** ("A ready-made table with AI columns.") opens **Pick a template**. Choose one, check the **Table name** and click **Add as a table**. This path uses the catalog version of the columns; to change columns first, use the Templates page. ### What you get - A table with the **Documents** column first (**Dokumenty** or **Dokumente** in Polish or German), then the template's columns: the catalog version or your customized one. Column names and the agent follow the interface language. - Nothing has run yet. Add your documents to the rows and run the columns (see [Columns and AI](https://docs.quanty.ai/guides/columns#run-the-ai-columns)). - The template's agent in your organization's agents, unless an agent with the same name already exists; then that agent is used and no copy is made. From then on it is an ordinary table: change instructions, types and columns, add your own columns or ask the chat (see [Columns and AI](https://docs.quanty.ai/guides/columns)). ## Good to know - **You cannot save your own templates.** The catalog is the same for every organization. To reuse a setup, duplicate the table you built (see [Projects, tables and views](https://docs.quanty.ai/guides/workbooks)). The **Save as template** you may see in TMS is for transport orders only. - **The agent is shared.** An agent created by a template belongs to the whole organization. Using the same template twice reuses it; renaming the agent makes the next use create a new one. - **Instructions are in English.** The AI reads them; your documents can be in any language. - **Sample values are examples.** The preview never reads your files. - **Templates in TMS.** TMS has its own starters and order templates; they are not on this page (see [TMS](https://docs.quanty.ai/guides/tms)). ## Related pages - [Columns and AI](https://docs.quanty.ai/guides/columns): how the AI columns of a template work and what they cost. - [Column types](https://docs.quanty.ai/guides/column-types): every type you can pick. - [Projects, tables and views](https://docs.quanty.ai/guides/workbooks): where the new table or project lands. - [Files](https://docs.quanty.ai/guides/files): how documents get into rows. - [Agents](https://docs.quanty.ai/guides/agents): the agent that comes with a template. - [Billing and credits](https://docs.quanty.ai/guides/billing): AI credits and plans. --- # The grid > Work in a table like a spreadsheet: the toolbar, the cell bar, typing and pasting, selection and keyboard keys, the cell, row and column menus, Find, Hide fields, Filter and Sort, pages, undo, live editing, import and export. Source: https://docs.quanty.ai/guides/grid Every table opens in its **Spreadsheet**: a grid of rows and columns that works like the spreadsheets you know. You type into cells, paste blocks from Excel, select ranges, filter and sort, and the AI and formula columns fill in next to the columns you type yourself. This page walks the grid from the toolbar to the page tabs at the bottom. How tables, views and projects fit together is on [Projects, tables and views](https://docs.quanty.ai/guides/workbooks). What each column can hold is on [Column types](https://docs.quanty.ai/guides/column-types). ## Before you start - The grid is part of every plan. Typing, pasting, filtering, sorting and formulas never cost credits. Only AI columns spend credits when they run (see [Columns and AI](https://docs.quanty.ai/guides/columns)). - What you may do follows your access to the table. With view-only access you can look, find, filter, sort, hide fields and export; the buttons that change the table are dimmed and say "You have view-only access to this workspace". - When your organization has no active plan, every table is read-only until an admin pays (see [Billing and credits](https://docs.quanty.ai/guides/billing)). ## The page at a glance ![A table in the grid: the project rail on the left, the toolbar above the grid, the cell bar, the columns with their type icons, the row numbers, the size of the table at the bottom and the page tabs](https://docs.quanty.ai/screens/en/light/sheet-grid.webp) _A table in its Spreadsheet view._ From top to bottom: | Part | What it holds | | --- | --- | | **Breadcrumb** | Where you are: **Home**, the workspace, folder and project (folded into **…** when they do not fit), and the view. | | **Toolbar** | The view's name, the buttons that add rows and columns, Find, undo, **Hide fields**, **Filter**, **Sort** and the run controls. | | **Cell bar** | The selected cell's column and row on the left and its value on the right. With nothing selected: "No cell selected" and "Select a cell to see its value". | | **The grid** | The **#** column with row numbers, then one column per field, each header with an icon for its type. | | **Status bar** | The table's size as rows × columns (for example `24 × 10`), the totals of the cells you selected, the number of active filters and the matches of a search. | | **Pages** | The tabs at the bottom: each page is its own set of rows and columns in the same table, and **Add Page** adds one. | The rail on the left belongs to the project: its tables, their views, and the project's dashboards, presentations, forms and automations (see [Projects, tables and views](https://docs.quanty.ai/guides/workbooks#the-project-rail)). ## The toolbar From left to right: | Button | What it does | | --- | --- | | View name | The view on screen, **Spreadsheet** until you rename it. Click the name to rename the view. The pin next to it adds the table (or a saved spreadsheet view) to your **Shortcuts**. | | **Add row** | Opens a small menu: **Add files** (rows from documents), **Add empty rows** (1, 10, 50 or 100) and **Add formula row**. | | **Add column** | Adds a column at the end of the table (see [Columns and AI](https://docs.quanty.ai/guides/columns#add-a-column)). | | **Add formula row** (Σ) | Adds a row of totals and formulas under the data (see [Formulas and totals](https://docs.quanty.ai/guides/formulas#formula-rows)). | | **Find in sheet…** | Opens the find bar. Also **⌘F** on a Mac, **Ctrl+F** elsewhere. | | Live dot | Green while changes made by other people arrive live (see [Working together](https://docs.quanty.ai/guides/grid#working-together)). | | **Undo** and its arrow | Undoes your last change; the arrow opens **Undo history** (see [Undo](https://docs.quanty.ai/guides/grid#undo)). | | **Hide fields**, **Filter**, **Sort** | What this screen shows and in which order (see [Hide, filter and sort](https://docs.quanty.ai/guides/grid#hide-filter-and-sort)). Each turns into a chip while in use, such as "Filtered by Status" or "Sorted by 2 fields". | | **Sheet alignment** | Aligns the selected cells left, centre or right, or sets the default for the whole table when nothing is selected. | | **Row height** | Switches between compact and comfortable rows. | | Review | Only when a column routes rows to human review: opens the review queue with the number of rows waiting (see [Cell details, reviews and history](https://docs.quanty.ai/guides/reviews#the-review-queue)). | | Automations (lightning) | "Run this sheet automatically: on new emails or on a schedule" (see [Triggers and automations](https://docs.quanty.ai/guides/automations)). | | Pipeline | "See how your columns connect": the map of the table's AI and formula columns (see [Columns and AI](https://docs.quanty.ai/guides/columns#the-pipeline-map)). | | **Run AI** and **Run options** | Runs the AI columns; the arrow lets you choose columns and pages. While a run is going, **Stop** takes its place. | | **More actions** (⋯) | **Add to shortcuts**, **Import**, **Track work items** and **Export**: **CSV (.csv)**, **Excel (.xlsx)**, **PDF (.pdf)**. | A button that cannot act right now stays visible but dimmed, and its hint says why, for example "Add a row first. There is nothing here yet" or "Nothing to run yet. Add a column with an AI prompt". Hover hints for the toolbar can be switched off in **Settings, Preferences, Interface hints, Spreadsheet**. ## Cells ### Select a cell and read it Click a cell to select it. The cell bar above the grid shows its address (the column name and the row number, for example `Trasa · 3`) and its full value, which helps with long text that the cell cuts off. ![A cell of the Trasa column selected in row 3; the cell bar above the grid shows Trasa · 3 and the value Poznań → Berlin](https://docs.quanty.ai/screens/en/light/cell-panel.webp) _The selected cell and the cell bar._ ### Type into a cell 1. Select the cell and start typing, or press **Enter** or **F2**, or double-click it. 2. Type the value. In a text editor, **Shift+Enter** adds a new line. 3. Press **Enter** or **Tab** to save and move on, or **Escape** to cancel. Each column type has its own editor: a date picker with **Today**, a list of options for a choice column ("Find an option or type your own"), a person picker, a picker of linked records, a tick for a checkbox, stars for a rating (see [Column types](https://docs.quanty.ai/guides/column-types)). Long text opens a larger editor that you can resize; it also offers **Ask AI**, which hands the text to the chat with the question you type. You can also type in the cell bar: select the cell, click the value in the bar, change it and press **Enter** (or **Apply**). Typing a value that starts with `=` turns the whole column into a formula column (see [Formulas and totals](https://docs.quanty.ai/guides/formulas#write-a-formula-in-the-cell-bar)). ### Cells you cannot type into Some cells are filled for you and refuse typing: AI cells while they run, formula cells, lookups and rollups, created and modified times, autonumbers, and cells locked as ground truth. Their hint says why, for example "Computed by the server. Editing it here would be lost at the next update." To correct an AI value, use **Edit value** in the cell's menu or in its details (see [Cell details, reviews and history](https://docs.quanty.ai/guides/reviews)). The value you type is saved with the note "Manually edited by user". Your value is replaced whenever the cell is computed again: **Reprocess cell**, **Recompute all cells**, a changed prompt or model, or **Run AI** and **Update** after one of its inputs changed. To protect a value for good, lock it as ground truth. ### Copy and paste - **⌘C** / **Ctrl+C** copies the selected cell, or a selected range as tab-separated text that pastes cleanly into Excel or Google Sheets. - **⌘V** / **Ctrl+V** pastes a block copied from Quanty, Excel or Google Sheets, starting at the selected cell. The block is cut at the edge of the table: pasting never adds rows or columns. - Cells that cannot take a value (computed, locked, hidden or still processing) are skipped: "3 read-only cells were skipped". When nothing could be pasted: "Nothing was pasted - those cells are read-only". - A picture on the clipboard (a screenshot, "Copy image") pasted into a selected image cell is uploaded into it. - **Delete** or **Backspace** clears the selected cells. Computed cells are left alone, so you can clear a range that mixes typed and computed columns. ## Selecting | To select | Do this | | --- | --- | | One cell | Click it, or move with the arrow keys. | | A range | Click a cell, then **Shift+click** another; or hold **Shift** and use the arrow keys. | | Scattered cells | **⌘+click** (Mac) or **Ctrl+click** each cell. | | The whole table | **⌘A** / **Ctrl+A** with a cell selected. | | A column | **Select column** in the column menu. | | Rows | Tick the box in the row's **#** cell; the box in the header selects all rows. | While you select several cells, the status bar shows **Count**, **Sum**, **Avg**, **Min** and **Max** of the numbers in them, so a quick sum needs no formula. **Escape** drops the range first, then the selected cell. With rows ticked, a bar offers **Delete selected rows**. Drag a row by its handle in the **#** column to move it (several ticked rows move together), or use **Move row up** and **Move row down** in the row menu. ### Keyboard keys | Key | What it does | | --- | --- | | Arrow keys | Move the selection. | | **Shift** + arrow keys | Grow or shrink the range. | | **Tab** / **Shift+Tab** | Move right or left; at the end of a row, to the next row. | | **Enter** | Edit a cell you can type into; on an AI or computed cell, open its details. | | **F2** | Edit the cell. | | **Space** | Open the row in the record window. On a checkbox it ticks the box, and **Shift+Space** opens the record. | | **Delete** / **Backspace** | Clear the selected cells. | | **⌘C** / **Ctrl+C**, **⌘V** / **Ctrl+V** | Copy and paste. | | **⌘A** / **Ctrl+A** | Select the whole table. | | **⌘F** / **Ctrl+F** | Find in the table. | | **⌘Z** / **Ctrl+Z** | Undo your last change (not while you type in a cell). | | **Escape** | Cancel the edit, then drop the range, then the selection. | ## The menus ### The cell menu Right-click a cell. ![The menu of a cell open: Open record, Copy link to record, View details, Edit value, Reprocess cell, Copy value, Clear cell, Alignment, Create formula and Delete row](https://docs.quanty.ai/screens/en/light/grid-cell-menu.webp) _The cell menu._ | Item | What it does | | --- | --- | | **Open record** | Opens the row in the record window (see [The record window](https://docs.quanty.ai/guides/record-window)). | | **Copy link to record** | Copies a link that opens this row's record. "Record link copied". | | **View details** | Opens the cell's details on the right: value, confidence, sources, review and history (see [Cell details, reviews and history](https://docs.quanty.ai/guides/reviews)). | | **Edit value** | Edits the cell, also an AI cell. | | **Reprocess cell** | Runs the AI for this one cell again. Costs credits like any run. | | **Copy value** | Copies the value. | | **Clear cell** | Empties the cell. | | **Alignment** and **Number format** | Left, centre, right or default; for number cells also **0 decimal places**, **1 decimal place**, **2 decimal places**, **Auto decimal places**, **Prefix**, **Suffix** and **Clear number format**. | | **Create formula…** | Opens the formula creator (see [Formulas and totals](https://docs.quanty.ai/guides/formulas#the-formula-creator)). | | **Delete row** | Deletes the row after a confirmation. | A cell of a report column also offers **Download report (DOCX)** and **Download report (XLSX)**, a cell with a generated file offers its download, and in a KSeF table a row can be issued as an invoice (see [KSeF e-invoices](https://docs.quanty.ai/guides/ksef)). With a range selected, the menu shrinks to what acts on the range: alignment, number format, **Copy selection** and **Formula from selection…**. ### The row menu Right-click the row number. It holds **Open record**, **Copy link to record**, **Move row up**, **Move row down**, **Clear row contents** and **Delete row** (or **Delete rows** for several ticked rows). Deleting asks first: "The rows are deleted from the table, with their values and comments. Source files stay in Files. You can undo this from Undo history." ### The column menus A column has two menus. **Right-click** the header for the full menu: ![The menu of the Ryzyko opóźnienia column open: Edit column, Reference in chat, Recompute all cells, Duplicate column, Compare models (A/B), Sort ascending, Sort descending, Add to sort, Alignment, Lock column, Hide column, Make ghost and Delete column](https://docs.quanty.ai/screens/en/light/grid-column-menu.webp) _The column menu (right-click on the header)._ | Item | What it does | | --- | --- | | **Edit column** | Opens the column's settings (see [Columns and AI](https://docs.quanty.ai/guides/columns#edit-a-column)). | | **Reference in chat** | Starts a chat message that points at this column. | | **Recompute all cells** | Runs the column again, also completed cells: the first 10 rows, then it asks about the rest. "All cells in this column are being recomputed". | | **Duplicate column** | Copies the column next to it. | | **Compare models (A/B)…** | Runs the column with two models side by side (see [Columns and AI](https://docs.quanty.ai/guides/columns#compare-two-models)). | | **Sort ascending**, **Sort descending**, **Add to sort** | Sorts by this column, or adds it as a further sort. | | **Alignment** | Left, centre or right for the column, or **Apply alignment to all columns**. | | **Lock column** | Keeps the column at the left edge while you scroll. Only for you. | | **Hide column** | Hides the column (see [Hide, filter and sort](https://docs.quanty.ai/guides/grid#hide-filter-and-sort)). | | **Make ghost** | Keeps the column's values inside Quanty (see [Quanty Ghost](https://docs.quanty.ai/guides/ghost)). | | **Delete column** | Deletes the column after a confirmation. | A plain **click** on the header opens a shorter menu: **Column settings**, **Filter** (see [Column filters](https://docs.quanty.ai/guides/grid#column-filters)), **Sort**, **Lock column**, **Select column** and **Alignment**. Drag a header to move the column, and drag its edge to change its width. A small badge on a header says **web data** for a column that reads the internet and **citations on** for one that cites its sources. ## Find in the table **Find in sheet…** (or **⌘F** / **Ctrl+F**) opens the find bar over the grid. ![The find bar with the search Berlin: 1/2 matches, the arrows, Match case, Whole word, Regular expression, All columns, Only matching rows, and two Berlin cells marked in the grid](https://docs.quanty.ai/screens/en/light/grid-find.webp) _Finding in the table._ 1. Type what you are looking for. Matching cells are marked and the bar counts them ("1/2"); the status bar says "2 matches in 2 rows". 2. Move between matches with **Enter** and **Shift+Enter**, or the arrows. 3. Narrow it down with **Match case**, **Whole word** and **Regular expression**, limit it to one column instead of **All columns**, or switch on **Only matching rows** to hide the other rows. 4. **Escape** closes the bar. When other pages of the table also contain the text, the bar lists them under "Also in:", and **Go to** opens that page. Column names are searched too, so Find works even on an empty table. ## Hide, filter and sort The three buttons in the middle of the toolbar change what **you** see, not the table itself. On the table's own Spreadsheet they are saved for you on every device and nobody else sees them ("Saved for you on every device. Nobody else sees it."). ### Hide fields **Hide fields** lists every column with a switch. **Find a field** searches the list, **Hide all** and **Show all** do what they say, and you can drag columns to reorder them (with edit access). At least one field has to stay visible. **Hide column** in a column's menu does the same for one column. ### Filter ![The Filter panel: In this table, show records, No filter conditions are applied, the list of fields to filter by, and at the bottom Saved for you on every device and 24 of 24 records match](https://docs.quanty.ai/screens/en/light/grid-filter.webp) _The Filter panel._ 1. Click **Filter** and pick a field. 2. Choose the operator and the value. Text offers **contains**, **does not contain**, **is**, **is not**, **is empty** and **is not empty**; numbers `=`, `≠`, `<`, `≤`, `>`, `≥`; dates **is before**, **is on or before**, **is after**, **is on or after** and **is within**; single choice **is any of** and **is none of**; multiple choice **has any of**, **has none of** and **has all of**; checkboxes **is checked** and **is not checked**. 3. **Add condition** adds another, joined by **and** or **or**; **Add condition group** nests a group. 4. The foot of the panel counts what is left: "18 of 24 records match". **Clear all** removes every condition. A filter holds at most 20 conditions. ### Column filters **Filter** in a column's menu opens an Excel-style filter for that one column: tick the values to keep (**Select all**, **Clear**, **Only** next to a value), search the values, or use **Contains text**. Number columns with many values offer a range (**Between**, **From**, **To**); date columns offer **Quick ranges**: **Today**, **Last 7 days**, **This month**, **This year**. **Also keep empty cells** keeps blanks. A filtered column shows a funnel on its header, the status bar shows a pill such as "2 filters" with **Clear all**, and the Filter panel lists them under **Column filters**. They apply together with the conditions above. ### Sort **Sort** sorts by up to 3 fields. Pick a field, then the direction (**A → Z** or **Z → A** for text, **1 → 9** or **9 → 1** for numbers, **Earliest → latest** or **Latest → earliest** for dates); **Add another sort** adds the next one, **Clear sort** removes them all. ### Spreadsheet views A saved spreadsheet view (one you added with **Add view**, see [Projects, tables and views](https://docs.quanty.ai/guides/workbooks#views)) carries its own hidden fields, filters and sort for everyone. When you change them there, the change is yours alone until you click **Save in view**: "You are seeing this view with your own changes. They are kept for you only; save them to change the view for everyone." **Reset to view** drops your changes. Saving needs edit access to the table; a view that was shared with you on its own keeps your changes to yourself. ## Rows ### Add rows - **Add row, Add files** opens **Add row**: drop files or **browse files**, or pick them from Files. One row is made from the files you add, and several files make one row with a file set. In the dialog you can switch to **Into the cell** to add the files to the selected file cell instead. - **Add row, Add empty rows** adds 1, 10, 50 or 100 empty rows at the end. - Drop files on the grid: "Drop files to add rows". Dropped on a file cell: "Drop to add to this cell". - An empty table shows **Add your documents** with **Add a blank row**. When the table has AI columns, new rows start AI work right away. Adding more than 10 rows at once asks first: **Add 40 rows?** shows the number of rows, AI columns and cells to compute, and **Add them all** confirms. Every **Run AI** processes 10 rows and then asks whether to run the rest (see [Columns and AI](https://docs.quanty.ai/guides/columns#run-the-ai-columns)). ### Delete rows **Delete row** in the cell or row menu, or tick rows and use **Delete selected rows**. The values and citations go; the source files stay in Files. You can undo a deletion right after (see [Undo](https://docs.quanty.ai/guides/grid#undo)). ## Pages A table can hold several pages, the tabs at the bottom of the grid. Each page has its own rows and its own columns, so one table can keep, for example, orders and their costs side by side. A new table starts with one page. - **Add Page** adds a page. - Each tab's menu (**Page actions**, the **⋯** on the tab) holds **Rename**, **Duplicate** and **Delete**. A duplicate is named with "(copy)". Drag a tab to change the order of the pages. - **Delete** asks first: "This page and its rows (24) are removed from the table. Other pages are untouched." The last page cannot be deleted. - Drag a tab's edge to change its width; double-click it to fit the name. - A page where AI is running shows "AI is running on this page". ## Undo **Undo** in the toolbar, or **⌘Z** / **Ctrl+Z**, takes back your last change to this table: edited, cleared or formatted cells, added, deleted or moved rows, added, changed, renamed or deleted columns, and changes made on a board or calendar of the table. The toast says what was undone, for example "Undone: Edited 3 cells". The arrow next to it opens **Undo history**: "Your recent changes". Only your own changes are listed, newest first. Click a step to go back to before it: **Undo this step**, or "Undo this and 2 newer steps". - Quanty keeps your last 100 changes per table, for up to 30 days. - A change that someone else has changed since cannot be undone: "1 change could not be undone because the data has changed since." - Undo never runs AI again: a restored value is restored as it was. ## Working together Several people can work in the same table at once. - The green dot next to undo reads **Live**: "Changes other people make show up here as they happen." **Reconnecting** means your changes still save and others' appear once the connection is back; **Live updates off** means reload to see others' changes. - The faces next to it are **People on this sheet**. A coloured frame marks the cell someone is editing ("Anna is editing"); click a face to go to that person's cell. - If someone changes the cell you are editing, Quanty holds your value and says so ("Anna changed this cell"): save to keep yours, or press **Escape** to take theirs. ## Import and export - **More actions, Import** adds the worksheets of a CSV, Excel or JSON file to this table as new pages, after the last tab; it does not add rows to an existing page (see [Projects, tables and views](https://docs.quanty.ai/guides/workbooks#import-data)). - **More actions, Export** downloads the table as **CSV (.csv)**, **Excel (.xlsx)** or **PDF (.pdf)**: "Preparing your export…", then the file downloads by itself. Ghost columns are left out when your organization blocks exports, and the menu says "Ghost columns are left out" (see [Quanty Ghost](https://docs.quanty.ai/guides/ghost)). ![The More actions menu: Add to shortcuts, Import, Track work items, and under Export CSV (.csv), Excel (.xlsx) and PDF (.pdf)](https://docs.quanty.ai/screens/en/light/grid-more-menu.webp) _More actions._ **Track work items** turns the table into a tracker with keys, types, priorities and statuses (see [Work items](https://docs.quanty.ai/guides/work-items)). ## Good to know - **Two tab strips.** The views of a table (Spreadsheet, Kanban, Calendar...) are listed in the project rail; the pages are the tabs at the bottom. A view shows the same rows in another shape; a page holds other rows. - **Hidden is not deleted.** Hiding a column changes only your screen: the column is still there for everyone else and AI columns still read it. To keep a column's values inside Quanty, make it ghost. - **The status bar counts the page.** `24 × 10` is the rows and columns of the page on screen. - **Links to a row.** **Copy link to record** gives a link that opens the record window for anyone with access to the table. ## Related pages - [Projects, tables and views](https://docs.quanty.ai/guides/workbooks): where tables live and how views are added. - [The record window](https://docs.quanty.ai/guides/record-window): one row as a form, with comments and history. - [Columns and AI](https://docs.quanty.ai/guides/columns): adding columns, AI columns and runs. - [Column types](https://docs.quanty.ai/guides/column-types): every column type and its settings. - [Formulas and totals](https://docs.quanty.ai/guides/formulas): formulas, totals and formula rows. - [Cell details, reviews and history](https://docs.quanty.ai/guides/reviews): checking and correcting values. --- # The record window > One row of a table as a form: opening it, the three layouts, editing fields, adding a field, comments with mentions and attachments, the history of changes, printing, links and deleting. Source: https://docs.quanty.ai/guides/record-window The record window shows one row of a table as a form: its title at the top, every field below with its own editor, and the conversation and history of the row underneath. It is the same window wherever you open the row from: the grid, a Kanban card, a calendar event, a timeline bar or a link someone sent you. What you change here is written straight into the table, so every view of the table shows it at once. ## Before you start - The record window is part of every plan. - With view-only access you can read the record, its comments and its history; the editors and **Delete record** are not offered. - Comments need membership of the organization; people who open a shared board through a public link cannot comment ("Only members can comment on this Kanban board."). ## Open a record | From | How | | --- | --- | | The grid | Select a cell in the row and press **Space**, or right-click and choose **Open record**. | | A Kanban board | Click a card. | | A calendar or timeline | Click an event or a bar. | | A link | Open a link made with **Copy link to record** (grid) or **Copy record URL** (record window). | ![A record opened from the Kanban board: the arrows and the table name at the top, the link, menu, comments and layout buttons, the title ZL/2026/10/0421, the status button Zaplanowane, and the fields Klient, Trasa, Ryzyko opóźnienia, Załadunek, Rozładunek, Spedytor, Fracht EUR and Uwagi, with Add field at the bottom](https://docs.quanty.ai/screens/en/light/record-window.webp) _A record in the centered layout._ ## The header | Control | What it does | | --- | --- | | **Previous record** / **Next record** (the arrows) | Moves to the row above or below in the view you came from, without closing the window. | | Table name | The table the row belongs to. | | **Copy record URL** (the link) | Copies a link to this record. "Record link copied". | | **Record menu** (⋯) | **Print record**, **Add record**, **Copy record URL**, and **Delete record** at the bottom. In a KSeF table it also issues the row as an invoice; in a work items table it copies the item's key. | | **Show comments** / **Hide comments** | Shows or hides the comments column next to the fields. | | **Layout** | **Open as side panel**, **Open as centered modal** or **Open full screen**. | | Close (×) | Closes the window. **Escape** does the same. | ### The three layouts - **Open as centered modal**: the record in the middle of the screen, the page dimmed behind it. - **Open as side panel**: the record docked on the right while the page stays usable, so clicking the next card or row simply swaps the record. - **Open full screen**: the record over the whole window, with room for long text and comments side by side. Quanty remembers the layout you picked and opens the next record the same way. ## The record ### Title and status The title is the value of the table's title field (for example the order number). Click it to change it. Under the title, a record can show a status button: on a Kanban board it is the field the board is stacked by (for example **Status**), and in a work items table it is the item's status. Click it to move the record to another value, which also moves its card on the board. The **+** next to it (**Add**) holds **Attach file**, **Add field** and, in work items tables, **Add subtask** and **Link work item**. ### Fields Every field of the table except sub-sheet columns is listed with its type icon and name, and its editor beside it: | Field type | How you change it | | --- | --- | | Text, number, email, phone, URL | Type into the box. Long text gets a larger box. | | Single choice, multiple choice | Click an option; the ticked one is the value. | | Date | Pick a date (and a time where the field has one). | | Checkbox, rating | Click the box or the stars. | | Person | Pick a member who has access to the table. | | Link to another table | Pick records of the linked table. | | File, image | Add, open or remove files; drop files on the field. | | AI fields | Show the AI's answer and its state while it runs. A failed cell offers **Run again** or **Enter a value**. | | Computed fields (formula, lookup, rollup, autonumber, created and modified) | Read only: the table computes them. | A value you change here is saved at once, through the same path as typing in the grid. Changing an AI answer saves your value with the note "Manually edited by user". A cell locked as ground truth shows "Locked as ground truth" and cannot be changed until someone unlocks it in its cell details (see [Cell details, reviews and history](https://docs.quanty.ai/guides/reviews#ground-truth)). ### Add a field **+ Add field** at the bottom of the fields (or **Add, Add field**) adds a new column to the table, not only to this record. Pick its name and type the same way as in the grid (see [Columns and AI](https://docs.quanty.ai/guides/columns#add-a-column)). A basic field appears in the record right away. An AI field is created in the table and filled in there by a run: "“Customs status” was added to the table. Fields of this kind are filled in there." ## Comments Comments are the conversation about one row: questions, status updates and decisions, kept next to the data they are about. 1. Click **Leave a comment** (or **Start a conversation** on a record without comments). 2. Write the comment. Type `@` to mention a colleague (**People**), a document (**Documents**) or another record (**Tasks and records**); a mentioned colleague is notified. 3. Attach files with the paperclip or by pasting a picture: up to 5 attachments per comment, pictures up to 5 MB, PDF files up to 20 MB and other documents up to 25 MB. 4. Click **Send**. On a comment you can **Reply** (replies stay under the comment; **Show earlier replies** opens older ones), **Add reaction**, and on your own comments **Edit** (the comment then says "(edited)") and delete it. A comment with replies is deleted together with them: **Delete with replies (3)**. Comments of people who have left the organization are kept and signed "Former member". ### Ask AI about a thread **Ask a question or get a summary** (**Ask AI about this thread**) asks the AI about the comments of this record. It offers **Summarize this discussion**, **What's been decided so far?** and **What are the next steps?**, or your own question. The answer is "Only visible to you". It is AI work and is billed in credits like other AI answers (see [Billing and credits](https://docs.quanty.ai/guides/billing)). ## Activity and history Under the fields, **Activity** has three tabs: | Tab | What it shows | | --- | --- | | **All** | Comments and changes together, newest first. | | **Comments** | Only the comments. | | **History** | Only the changes: who "created the record", who "changed Trasa" from which value to which, and when. Changes made by a run are marked **AI run**, and changes taken back are marked **Undo**. | A record without recorded changes says "No changes recorded yet." ## Print, add and delete - **Print record** opens a clean page with the record's title, the table name and every field with its value, ready for your printer or for saving as PDF. - **Add record** adds a new, empty row to the table and opens it. - **Delete record** asks first: "The whole row is removed from the table, with its values and comments, on every board and view that shows it. Its files stay in Files. You can bring the row back from Undo history in the table." The record closes and the row disappears from every view. ## Good to know - **One record, every view.** A record has no copy per view: a change made from a board shows in the grid, the calendar and the timeline straight away. - **Hidden fields still show here.** Hiding a column in the grid changes only your grid; the record window lists every field of the table, hidden ones included (sub-sheets stay in the grid). - **Work items.** In a table you track as work items, the record window adds a column on the right with the status, details (assignee, priority, type, parent, dates, labels), subtasks and linked items (see [Work items](https://docs.quanty.ai/guides/work-items) and [Subtasks, blockers and links](https://docs.quanty.ai/guides/work-items-links)). - **Links need access.** A record link opens only for people who can open the table. - **Taking back a deletion.** Rows deleted from the grid or from the record window are listed in the table's **Undo history** for the person who deleted them, as the dialog says (see [The grid](https://docs.quanty.ai/guides/grid#undo)). ## Related pages - [The grid](https://docs.quanty.ai/guides/grid): the table as a spreadsheet. - [Column types](https://docs.quanty.ai/guides/column-types): what each field holds. - [Cell details, reviews and history](https://docs.quanty.ai/guides/reviews): checking an AI value and its sources. - [Kanban boards](https://docs.quanty.ai/guides/kanban): cards that open this window. - [Work items](https://docs.quanty.ai/guides/work-items): keys, subtasks and blockers in the record. --- # Columns and AI > Add and edit columns, choose how a column is filled (by hand, AI or formula), write prompts with @-mentions, pick the model and data source, run, stop and re-run AI columns, what a run costs in credits, comparing models and the pipeline map. Source: https://docs.quanty.ai/guides/columns A column decides what every row of a table holds. Some columns you fill by hand, some compute from other columns with a formula, and AI columns read each row's documents (or the internet) and write the answer into every cell, with sources, confidence and a full history. This page covers adding and setting up columns, the AI settings, running and re-running, and what it costs. Every type and its own settings are on [Column types](https://docs.quanty.ai/guides/column-types). ## Before you start - Adding and editing columns needs edit access to the table. - Basic, linked and computed columns are free on every plan. AI columns spend your organization's AI credits when they run, and running them needs a paid plan with credits. You can add and set up an AI column without one: "You can add and set up this column now. Running it needs a paid plan." - Formula columns never cost credits (see [Formulas and totals](https://docs.quanty.ai/guides/formulas)). ## Add a column 1. Click **Add column** in the toolbar, or the **+** after the last column header. In the record window, **Add field** adds a column too, but an AI column added there does not run until you run it from the grid. 2. Type the column's name (up to 50 characters). A new column is called **New Column** until you rename it. 3. Under **Field type**, pick the type (see [The type picker](https://docs.quanty.ai/guides/columns#the-type-picker)). 4. Fill in the type's settings and, for an AI column, the AI settings below. 5. Click **Create**. ![The Add column panel: the name New Column, Field type Text marked Free, the note Nothing to set up: type straight into the cells, the Ghost column switch, Cancel and Create](https://docs.quanty.ai/screens/en/light/columns-add.webp) _Adding a column._ An empty table shows **Add your first column**: "A column tells the AI what to find in each document." You can also ask the chat to add columns for you (see [AI assistant](https://docs.quanty.ai/guides/ai-assistant)). ### The type picker **Field type** opens the list of types, grouped by what they cost: | Group | What the app says | Cost | | --- | --- | --- | | **Basic fields** | "You type these in. Free, instant, no run." | **Free** | | **Linked to a sheet** | "Read another sheet and stay in step with it. Free." | **Free** | | **Filled for you** | "Derived from the record itself. Free, read-only." | **Free** | | **AI fields** | "The model fills these from your documents. Uses credits." | **Costs credits** | **Search field types…** finds a type by name. On the right, an explanation shows what the type looks like and what it is for; **Hide explanations** switches it off. ![The Field type list open: Search field types, the group Basic fields marked Free with Text, Long text, Number, Checkbox, Date, Date & time, Single choice, Multiple choice and Person, and the explanation of Text on the right](https://docs.quanty.ai/screens/en/light/columns-type-picker.webp) _The type picker._ ## Edit a column **Edit column** in the column menu (right-click the header), or **Column settings** after a plain click on the header, opens the same panel with **Save** instead of **Create**. ![The settings of the Ryzyko opóźnienia column: Field type Single choice, How this column is filled By hand, AI or Formula, the options Niskie, Wysokie and Średnie with their colours, the Ghost column switch, and Hide, Delete, Cancel and Save](https://docs.quanty.ai/screens/en/light/columns-editor.webp) _The settings of a choice column._ From top to bottom: 1. The name. 2. **Field type**. You can change the type of a saved column; "Values already in this column are kept, but any that do not fit the new type stop being shown." Changing to a computed type warns "The server fills this type itself. Whatever is in the column now is replaced the first time it computes." A linked records column paired with another table, and a saved sub-sheet column, keep their type. 3. The type's own settings (see [Column types](https://docs.quanty.ai/guides/column-types)). 4. **How this column is filled** (see below). 5. For AI: the AI settings (see [AI settings](https://docs.quanty.ai/guides/columns#ai-settings)). 6. **Ghost column**: keeps the values inside Quanty (see [Quanty Ghost](https://docs.quanty.ai/guides/ghost)). 7. At the bottom: **Hide in table** (or **Hide in this view** in a saved view), **Delete Column** ("Delete this column?"), **Cancel** and **Save**. People with view-only access see the settings marked **View only**. ## How a column is filled **How this column is filled** decides who writes the values: | Choice | What the app says | Offered on | | --- | --- | --- | | **By hand** | "Nobody computes this column: you type the values. It never enters a run and never costs credits." | Number, Single choice, Multiple choice, Link and Email | | **AI** | "The model reads each document and extracts the value" | Every type the AI can fill | | **Formula** | "Computes from other columns: deterministic, no credits spent" | Every type the AI can fill, except Sub-sheet | A new Number, choice, Link or Email column starts on **By hand**; the types in **AI fields** start on **AI**. Text, Long text, dates, Checkbox, Person, Phone, Rating, File and Image are always typed by hand; to have the AI write text, use **Ask the AI** or another AI type. Switching AI off on a column warns: "Turning AI off clears the values it produced in this column. The instruction is deleted too." ## AI settings An AI column has these settings, from top to bottom (some only on some types). | Setting | What it means | Default | | --- | --- | --- | | **Transcribe audio/video** | Only on **Ask the AI** and **Summary**: "Turns the row's recording (audio or video, even many hours long) into text. Billed per minute of audio." With **Spoken language** (**Auto-detect** or one of 13 languages) and **Timestamps** (about every 4 minutes, for example `[01:24:00]`). A transcription column has no prompt or model. | Off | | **Model** | The AI model that answers (see [Choose the model](https://docs.quanty.ai/guides/columns#choose-the-model)). | **Automatic** (picked for the column's type) | | **Source documents** | Which file columns the AI reads. With none picked, every file column of the row. | All file columns | | **Data source** | **Documents**, **Documents + internet** or **Internet** (see [Data source](https://docs.quanty.ai/guides/columns#data-source)). | **Documents** | | **Prompt** | The instruction, up to 20,000 characters. | | | **Inputs** | The columns this column reads, added with `@` in the prompt or **+ add input…**. | | | **Output format** | **Single value**, **Full report (DOCX/XLSX)**, **File (Word, Excel, PowerPoint, text)** or **Sub-sheet** (see [Output format](https://docs.quanty.ai/guides/columns#output-format)). | **Single value** | | **Knowledge base** | Documents from Files the column judges against (see [Knowledge base](https://docs.quanty.ai/guides/columns#knowledge-base)). | None | | **Cite sources** | Marks the column as citing its sources: the header shows **citations on**. The page references of a value are in its details. | On | | **Related sheets** | Lets the column read other tables of the same project: "Up to 3 sheets, 4 columns each". "Changing related sheets re-runs every cell of this column." | None | | **Branch: run only when** | Runs the column only on rows where a choice column has chosen values (see [Branches and review gates](https://docs.quanty.ai/guides/columns#branches-and-review-gates)). | **No branch (runs on every row)** | | **Refine** | A follow-up instruction for the whole column, after the first run (see [Refine a whole column](https://docs.quanty.ai/guides/columns#refine-a-whole-column)). | | The type's own settings (categories of **Classify**, the key of **Find a field**, the date format of **Find a date**, the schema of **Structured data**, the sub-columns of a **Sub-sheet**) are on [Column types](https://docs.quanty.ai/guides/column-types). ### Write the prompt The prompt tells the AI what to find, in plain words, in any language. A counter shows the length ("1240/20000 characters"); a longer prompt cannot be saved ("The instruction is 21300 characters long, the limit is 20000. Shorten it to save."). - Type `@` to mention another column of the row, for example "Compare @Kwota netto with @Suma z zamówienia". Mentioned columns appear under **Inputs**, where **+ add input…** adds more and **×** removes one: "Inputs run first; editing them marks this column stale." - Under the prompt, Quanty sometimes suggests a better shape: "This answer wants to be a sub-sheet" (**Make it a sub-sheet**), "This reads like an analysis or audit" (**Use Full report**), or, when the prompt asks for several fields, offers to create a column for each (**Keep one column** keeps it as it is). ### Choose the model **Model** lists the models available to your organization, each with a short trait such as "Top quality", "Balanced", "Fast & cheap" or "Cheapest". **Recommended** marks Claude Opus 5; older models carry **Legacy**. Every paid plan sees the same list. A new column shows **Automatic** in the picker: until you choose a model, Quanty picks one for the column's type. **Number**, **Single choice**, **Multiple choice**, **Email**, **Link**, **Classify** and **Find a date** run on a cheaper, faster model, every other type on Claude Sonnet 5. Under the picker: "Picked automatically for this column type until you choose a model." Once you choose a model, the column keeps it. For a saved AI column, **Cost per model** shows what each model would cost on this column: **Model**, **Per row** and **Column**, the tier of each model (**Premium**, **Standard**, **Economy**) and **cheapest** next to the cheapest one. A tick marks the model the column runs on now; on **Automatic** that is the model Quanty picked for its type. The prices come from what the column has cost so far ("Priced from what this column has cost so far.") or, before the first run, from list prices ("Estimated from list prices. The first run makes it exact."). ### Data source | Choice | What the AI reads | | --- | --- | | **Documents** | The row's files only. | | **Documents + internet** | The row's files and a live web search for each row. | | **Internet** | Only the web. The column never waits for files. | "Web searches use each row's values. Mention columns with @ in the prompt to tell each search what to look for. Every search is billed from your plan's credits." With the internet on, the column gets **Search method**, **Freshness**, **Only these sites** and **Quanty Connect**, and the header shows **web data** (see [Web research](https://docs.quanty.ai/guides/web-research)). **Polish registries (GUS/KRS/CEIDG)** gives the AI the official company record for the row's NIP, REGON or KRS number, free. ### Output format | Format | What a row gets | On | | --- | --- | --- | | **Single value** | "One answer per row, shown in the cell." | All AI types | | **Full report (DOCX/XLSX)** | "A structured report per row: verdict, findings, recommendations." The cell menu downloads it as **DOCX** or **XLSX**. | **Ask the AI**, **Summary** (picked on another AI type, it switches the column to **Ask the AI**) | | **File (Word, Excel, PowerPoint, text)** | "A finished document per row, saved in Files." With **File format** (DOCX, XLSX, PPTX, MD or TXT), an optional **Template** and an optional **File name** ("Use @Column to insert a value from the row. Empty: the AI names the file."). | **Ask the AI**, **Summary** (likewise) | | **Sub-sheet** | "One row per item of the answer, in a sub-sheet." | Ask the AI, Summary, Find entities, Find a field, Structured data | ### Knowledge base **+ attach** adds documents from Files that every row is judged against, such as a price list, a regulation or a checklist: "The model rates against these documents, not its own defaults. Updating an attached doc marks this column stale." Attach reference documents here "instead of uploading them into one row" (see [Files](https://docs.quanty.ai/guides/files)). ### Branches and review gates Two settings turn a table into a pipeline: - **Branch: run only when** picks a **Single choice** column and its values; the column then runs only on those rows. "Off-branch cells never compute (0 credits) and show “Not on this branch”". Use it to send invoices and CMRs down different columns, for example. - **Route to human review when** (on a **Single choice** column) picks the values that send a row to a person: "Rows landing on these values queue for human review, the end-of-pipeline gate." (see [Cell details, reviews and history](https://docs.quanty.ai/guides/reviews#the-review-queue)). ### Refine a whole column After a column has run, its settings show **Refine**: "Re-runs every cell of this column with this follow-up instruction. Applies to this run only, the prompt above stays unchanged. Ground-truth cells record drift instead of being overwritten." For one cell, use **Refine** in the cell's details. ## Run the AI columns AI columns run when you tell them to, and by themselves for new rows. ### Run AI 1. Click **Run AI** ("Run AI on all rows and columns"), or the arrow next to it, **Run options**, to choose the columns. 2. **Run AI on this table?** "Processes pending cells and spends your organization’s credits. You can stop at any time." Choose **Run on** (**current page** or **All pages**) and the **Columns**, check the cost, and click **Run 3 columns**. **Don't show this again** skips the question next time. 3. The cells show **Queued**, then **Processing**, and fill in row by row. A ring in the toolbar shows how far the run is ("Processing: 40% done. Click to watch the agents work."). **Run AI** processes cells that are pending or failed, and also updates cells that are out of date ("Run AI: also updates 3 out-of-date cell(s)"). Rows with no document, no text and no values are skipped, and cells whose document is still being read wait: "Waiting for the document to be processed…". A cell that reads another column waits for it: "Waiting for: Kwota netto". ### The first 10 rows Every **Run AI**, **Recompute all cells** and **Update** processes the first 10 rows and then stops, so that you can check the answers before paying for the whole table: "A short first batch lets you check the answers before paying for the whole table. When it finishes we ask whether to run the rest." Then **Processed 10 of 240 rows** shows what the batch cost and what the rest will cost; **Process the rest** runs them. ### What starts a run by itself Besides **Run AI**, these start AI work and spend credits without a click on **Run AI**: | What | What runs | | --- | --- | | New rows | Their AI cells, straight away. Adding more than 10 rows at once asks first (**Add 40 rows?**, see [The grid](https://docs.quanty.ai/guides/grid#add-rows)). | | A new AI column | Every row, at once, when the rows already have documents in its source columns or when the column reads the internet. Not limited to 10 rows. | | **Duplicate column**, **Compare models (A/B)…** | The copy, every row, at once. | | Saving a changed prompt, model, source documents, data source, Polish registries, categories or options, branch, Knowledge base, related sheets, output format or transcription on an AI column | Every cell of that column, at once. Not limited to 10 rows. | | Automations | The table, on new e-mails or on a schedule (see [Triggers and automations](https://docs.quanty.ai/guides/automations)). | An AI column added in the record window does not run until you run it from the grid. ### Stop, update and re-run | Action | Where | What it does | | --- | --- | --- | | **Stop** | Toolbar, during a run | "Stop the run: values already computed are kept". Cells already being computed finish; queued cells go back to pending. | | **Update** | Toolbar, when cells are out of date | "Some cells are out of date after a change. Click to update them." Runs only the stale cells, in the order the columns depend on each other. | | **Recompute all cells** | Column menu | Runs every cell of the column again, also completed ones. | | **Reprocess cell** | Cell menu | Runs one cell again. | | **Rerun**, **Refine** | Cell details | One cell, as it is or with a follow-up instruction. | A cell becomes out of date (**stale**: "A source changed, so this value may be out of date") when a column it reads or an attached Knowledge base document changes. Changing a column's own prompt or settings runs that column again at once (see [What starts a run by itself](https://docs.quanty.ai/guides/columns#what-starts-a-run-by-itself)); the columns that read it become out of date. After a run with failures: "3 cells failed. Open them to see why and retry"; a failed cell shows its error and **Retry**. ### What a cell shows | State | In the cell | | --- | --- | | Pending | Empty, shown as a dash. | | **Queued** | Waiting for its turn. After 10 minutes: "Taking longer than usual" with **Run again**. | | **Processing** | Being computed. Web columns show **Searching the web…** or **Deep web research…** with the number of sources. | | Waiting | **Waiting for the document to be processed…** or **Waiting for: …** | | Completed | The value, with marks for approved (✓), rejected (✗), citations and web sources. **No value found**: "The AI ran but found no value in the source documents". | | Failed | The error and **Retry**. | | Stale | The value with a dashed **stale** mark. | | Not on this branch | The row is outside the column's branch (0 credits). | | Locked | A lock: the value is locked as ground truth. | The **Retry** button of a failed cell is shown in English in every language. ## Credits AI columns are billed in credits from your organization's balance. - **The model's work.** Each cell costs what the model used to answer it. The model you choose matters most: an economy model can cost a small fraction of a premium one on the same column. **Cost per model** shows the difference before you choose. - **Web work** (searches, page reads, research runs, Quanty Connect sources) is billed on top (see [Web research](https://docs.quanty.ai/guides/web-research)). - **Transcription** costs 13 credits per minute of audio, counted by the second. A recording already transcribed in Files is reused at no cost. - **Free:** formula columns, basic, linked and computed columns, KSeF invoice data, Polish registries, official NBP rates, off-branch cells and changing how a column displays its values. ### See the cost before you run - **Cost of running this column**, in a saved AI column's settings and in **Run AI on this table?**: "About 240 credits for 60 cells.", "Models used: Claude Sonnet 5.", "You have 12 400 credits." When a run is bigger than your balance: "You have only 180 credits left, so the run will stop partway." Before a column has run a few times, the estimate is based on list prices and does not include web searches. - Past 60 cells (columns × rows), the estimate adds: "a run is a batch, and it is worth checking whether it can be done for less", with **See whether a Quanty Expert can lower this cost**: **Can this be done for less?** sends your note to Quanty ("Sent. A Quanty Expert will get back to you."). - **Settings, Usage** shows what was spent, with separate lines for AI, **Web search**, transcription and formula drafting (see [Billing and credits](https://docs.quanty.ai/guides/billing)). ### When credits run out A run does not start without a paid plan, without credits, or when your organization's monthly AI budget or your own limit is reached. If the balance runs out during a run, the remaining cells fail with the reason and admins are notified. The AI buttons then say why, for example "AI features need a paid plan. Choose one for this organization to switch them on." or "This organization has spent its monthly allowance. Buy a top-up or wait for the next period." Members are asked to contact an admin. ## Compare two models **Compare models (A/B)…** in the column menu makes a copy of the column (the **B** column) so that you can run the same prompt with another model. 1. Choose **Compare models (A/B)…**. Quanty duplicates the column and the copy starts running right away, on the same model. Change the copy's model: it then runs again with the new one. 2. Run both. **Compare · Kwota netto** shows them side by side: "agreement 7/10 rows · disagreements auto-flagged for review". 3. Pick **Keep A**, **Keep B** (the other column is deleted) or **Keep both**. The copy's runs cost credits like any run, so the first run on the same model is paid too. ## Duplicate a column **Duplicate column** copies the type, prompt and settings, not the values. The copy is named with "(B)". An AI copy runs at once for every row, like a new column, and costs credits; a hand-typed copy starts empty. ## The pipeline map **Pipeline** in the toolbar ("See how your columns connect") draws the table as a map: each column is a box, and the lines show what feeds what. | Box | Meaning | | --- | --- | | **Documents** | The row's files. | | **AI column**, **Sub-sheet**, **Sub-sheet column** | Columns filled by AI. | | **Formula** | Formula columns. | | **Knowledge Base** | Attached reference documents. | | **External data** | The internet and other outside sources. | The lines are labelled **documents**, **value**, **branch**, **knowledge base** and **external data**. Click a box to see its instruction or formula, "Runs only when", "Reads from", "Feeds into", the **Audit summary** (**Runs**, **Failed**, **Cost**, **Avg. confidence**, **Last run**) and its recent values; **View column** opens its settings. **Recompute stale** updates every out-of-date cell. **Export** downloads the map as PNG, PDF or SVG, or as **JSON (audit data)**, with **Include**: **Prompts & formulas** and **Audit stats**, a **Value history** (**No history** or the last runs) and the **Export theme** (**Light** or **Dark**). **Back to grid** returns to the table. ## Good to know - **Hand-typed values.** A value you type into an AI cell is replaced whenever that cell is computed again: **Reprocess cell**, **Recompute all cells**, a changed prompt or model, or **Run AI** and **Update** after one of its inputs changed. To keep it for good, lock it as ground truth (see [Cell details, reviews and history](https://docs.quanty.ai/guides/reviews#ground-truth)). - **Locked values.** Cells locked as ground truth never change, whatever runs. - **Hidden columns still run.** Hiding a column only changes your screen. - **Requests per minute.** Very fast repeated AI requests can hit a limit of 30 per minute: "AI request limit reached. Try again in 20s." ## Related pages - [Column types](https://docs.quanty.ai/guides/column-types): every type and its settings. - [Web research](https://docs.quanty.ai/guides/web-research): columns that read the internet. - [Formulas and totals](https://docs.quanty.ai/guides/formulas): free computed columns. - [Cell details, reviews and history](https://docs.quanty.ai/guides/reviews): checking and correcting values. - [Billing and credits](https://docs.quanty.ai/guides/billing): plans, credits and limits. --- # Column types > Every column type in Quanty: the type picker and its four groups, the settings of each type with their defaults, how its cells are edited, shown and exported, which types AI can fill, the limits, and what happens when you change a type later. Source: https://docs.quanty.ai/guides/column-types A column's type decides what its cells hold and who fills them: you, the server, or the AI. Quanty has 31 types in four groups, from a plain line of text to a sub-sheet that the AI fills with one row per item it finds. This page walks the type picker and then every type: its settings, how you edit its cells, how it shows and exports, and its limits. How to add, edit and run a column, and the AI settings every AI column shares, are on [Columns and AI](https://docs.quanty.ai/guides/columns). ## Before you start - Adding a column or changing its type needs edit access to the table. With view-only access the column window says **View only**. - Basic fields, linked fields and fields that are filled for you never cost credits. AI fields spend credits each time they run (see [Columns and AI](https://docs.quanty.ai/guides/columns#credits)). - The AI group can be picked on every plan. When your organization cannot run AI, the picker adds: "You can add and set up this column now. Running it needs a paid plan." (see [Billing and credits](https://docs.quanty.ai/guides/billing)). ## The type picker The type picker is the **Field type** box in the column window. It opens from **Add column** in the grid, from **Add field** in the record window, and from **Edit column** in a column's menu (see [Columns and AI](https://docs.quanty.ai/guides/columns#add-a-column)). ![The Add column window: the name New Column, the Field type Text with the tag Free, the note Nothing to set up: type straight into the cells. This column never runs and never costs credits, the Ghost column switch, and the Cancel and Create buttons](https://docs.quanty.ai/screens/en/light/columns-add.webp) _A new column starts as Text, which needs no setup._ 1. Click the type under **Field type**. It shows the type's name and its cost tag, for example **Text** and **Free**. 2. Type into **Search field types…** to narrow the list. The search matches type names and common words, so "status" finds **Single choice**, "logo" finds **Image** and "invoice" finds **KSeF invoice data**. With no match: "No field type matches that". 3. Move through the list with the arrow keys and press **Enter** to pick, or click a type. **Escape** closes the list. 4. The settings of the type you picked appear under **Field type**. Set them and click **Create** (or **Save** for a column you are editing). ![The open type picker: the Search field types… box, the group BASIC FIELDS with the tag Free and the caption You type these in. Free, instant, no run., the types Text, Long text, Number, Checkbox, Date, Date & time, Single choice, Multiple choice and Person, the explanation pane for Text on the right, and Hide explanations at the bottom](https://docs.quanty.ai/screens/en/light/columns-type-picker.webp) _The type picker with the explanation pane._ ### The four groups The types are grouped by what they cost, always in this order. Each group heading carries a cost tag and a caption. | Group | Caption | Tag | Types | | --- | --- | --- | --- | | **Basic fields** | "You type these in. Free, instant, no run." | **Free** | Text, Long text, Number, Checkbox, Date, Date & time, Single choice, Multiple choice, Person, Email, Phone, Link, Rating, File, Image | | **Linked to a sheet** | "Read another sheet and stay in step with it. Free." | **Free** | Linked records, Lookup, Rollup, Count, KSeF invoice data | | **Filled for you** | "Derived from the record itself. Free, read-only." | **Free** | Created, Last changed, Created by, Record number | | **AI fields** | "The model fills these from your documents. Uses credits." | **Costs credits** | Ask the AI, Summary, Classify, Find entities, Find a field, Find a date, Structured data, Sub-sheet | **Date & time** is not a separate type: it is a Date with **Include a time** switched on, so you can switch the time off later. ### Explanations Next to the list, the explanation pane shows a short looping animation of the highlighted type and a paragraph on how it works, for example for **Text**: "One line of text: a name, a reference, a city." **Hide explanations** at the bottom of the list folds the pane away and shows a one-line hint next to each type instead; **Show explanations** brings it back. The same switch is in **Settings, Preferences, Interface hints, Column type explanations**. The choice is remembered in your browser. ### How a column is filled Some types can be filled in more than one way. Under the type settings, **How this column is filled** offers: - **By hand**: "Nobody computes this column: you type the values. It never enters a run and never costs credits." - **AI**: "The model reads each document and extracts the value" - **Formula**: "Computes from other columns: deterministic, no credits spent" (see [Formulas and totals](https://docs.quanty.ai/guides/formulas)) **By hand** is offered on **Number**, **Single choice**, **Multiple choice**, **Link** and **Email**, and a new column of these types starts on it. The AI fields offer **AI** and **Formula** and start on **AI**. **Sub-sheet** has no such switch. Every other type is filled in only one way. More on [Columns and AI](https://docs.quanty.ai/guides/columns#how-a-column-is-filled). ## All types at a glance | Type | Holds | Filled by | You type into it | | --- | --- | --- | --- | | **Text** | One line of text | By hand | Yes | | **Long text** | Notes, several lines | By hand | Yes, in a panel | | **Number** | Amounts, quantities, durations | By hand, AI or Formula | By hand only | | **Checkbox** | Yes or no | By hand | One click | | **Date**, **Date & time** | A day, optionally with a time | By hand | Yes | | **Single choice**, **Multiple choice** | Options from your list | By hand, AI or Formula | By hand only | | **Person** | Members of your organization | By hand | Yes | | **Email** | An address | By hand, AI or Formula | Yes | | **Phone** | A phone number | By hand | Yes | | **Link** | A web address | By hand, AI or Formula | By hand only | | **Rating** | Stars out of 3, 5 or 10 | By hand | One click | | **Image** | One picture | By hand | Upload, paste or link | | **File** | The row's documents | By hand | Add or remove files | | **Linked records** | Rows of another table | By hand | Yes | | **Lookup**, **Rollup**, **Count** | Values read through a link | The server | No | | **KSeF invoice data** | A figure from your synced KSeF invoices | The server, on a run | No | | **Created**, **Last changed**, **Created by**, **Record number** | The row's own history | The server | No | | **Ask the AI**, **Summary**, **Classify**, **Find entities**, **Find a field**, **Find a date**, **Structured data** | An AI answer per row | AI or Formula | No | | **Sub-sheet** | A nested list per row | AI | No | ## Basic fields You fill basic fields yourself. They never run, never cost credits and are instant. Each type has its own editor in the cell (see [The grid](https://docs.quanty.ai/guides/grid)). ### Text A single line: a name, a reference, a city. There is nothing to set up: "Nothing to set up: type straight into the cells. This column never runs and never costs credits." - **In the cell:** select it and type, or press **Enter**. - **AI:** no. For text that the AI writes, use [Ask the AI](https://docs.quanty.ai/guides/column-types#ask-the-ai). ### Long text "Several lines: notes, a description, meeting minutes. Opens in a resizable panel so long entries stay readable." | Field | What it means | Default | | --- | --- | --- | | **Rich text** | "Render Markdown instead of showing the characters." Headings, lists and bold text are drawn instead of showing `#` and `*`. | Off | - **In the cell:** there is no editor in the cell itself; opening the cell opens the larger panel, which you can resize. - **AI:** no. ### Number "A number you type, shown as a plain figure, currency, percentage or duration. Choose the format once and every cell follows it." | Field | What it means | Default | | --- | --- | --- | | **Number** / **Duration** | The shape of the value. **Duration**: "Stored as minutes and shown as h:mm, so 90 reads as 1:30 and still sums like a number." | **Number** | | **Data Format** | **Currency** ($1,234.56), **Percentage** (12.5%), **Date** (2025-11-28), **Decimal** (123.45) or **Integer** (1234). | **Decimal** | | **Decimal places** | **Auto**, 0, 1, 2, 3, 4 or 6. Not shown for the **Date** format. | **Auto** | | **Prefix**, **Suffix** | Text before or after the number, up to 8 characters each. Quick buttons: **zł** (suffix), **€** and **$** (prefix), **%** (suffix), and **Clear**. Not shown for the **Date** format. | Empty | | **Date Format** | Only for the **Date** format: a pattern such as `DD.MM.YYYY`. The hint reads "Use YYYY (year), MM (month), DD (day)". | `YYYY-MM-DD` | - **In the cell:** typed by hand while the column is **By hand**. With **AI** or **Formula** the cell has no editor. - **AI:** yes. Switch **How this column is filled** to **AI** and the model extracts the number from each row's documents. - **Format changes are free.** Changing the data format, decimal places, prefix or suffix only changes how the value looks. It never re-runs the column and never costs credits. ### Checkbox "A single tick. One click in the cell toggles it, with no editor to open." There are no settings. With the cell selected, **Space** ticks the box too. - **AI:** no. ### Date and Date & time "A calendar date. This is the field a calendar or timeline view reads, so a sheet needs one before it can be shown as either." | Field | What it means | Default | | --- | --- | --- | | **Include a time** | "Off stores the day alone, which is what most deadlines mean." On, the cell also holds hours and minutes. | Off (on for **Date & time**) | | **Date format** | How the date is written: `YYYY-MM-DD`, `DD.MM.YYYY`, `DD/MM/YYYY` or `MM/DD/YYYY`. | `YYYY-MM-DD` | - **In the cell:** a date picker with **Today**, **Previous month** and **Next month**. With a time, the **Time** field takes 24-hour `HH:MM`. - **Views:** calendar week and day views place a date with a time at its hour, and a timeline draws it to the hour (see [Projects, tables and views](https://docs.quanty.ai/guides/workbooks#views)). - **AI:** no. To read a date out of documents, use [Find a date](https://docs.quanty.ai/guides/column-types#find-a-date). ### Single choice and Multiple choice **Single choice** is "Exactly one option from a list you define. Each option gets its own colour, and this is the field a Kanban board stacks its lanes by." **Multiple choice** holds "As many options as apply, each as its own coloured chip": "Several values at once: the chips wrap and collapse to +n." | Field | What it means | Default | | --- | --- | --- | | **Options** | The list to pick from. Type an option and press **Enter** ("Type an option, press Enter"), then **Add option** for more. At least one option is needed to save. | Empty | | Option colour | The colour swatch next to an option offers 18 colours: **Change color**, or **Default color** to reset. | Default colour | | **Route to human review when** | "Rows landing on these values queue for human review, the end-of-pipeline gate." (see [Cell details, reviews and history](https://docs.quanty.ai/guides/reviews#the-review-queue)) | None | - **In the cell:** a list of the options as coloured chips: "Find an option or type your own". A value that is not in the list can still be saved with **Use "…"**. - **AI:** yes. With **AI**, the model picks from your options for each row, and the cell has no editor. - **Kanban:** a board stacks its lanes by a Single choice column (see [Kanban](https://docs.quanty.ai/guides/kanban)). ### Person "One or more members of your organization: an owner, an assignee, a manager. Removed members keep their name rather than vanishing." | Field | What it means | Default | | --- | --- | --- | | **Allow several people** | "Off means one owner per row, which is usually what you want." | Off | - **In the cell:** **Search people…** lists the members who have access to the table. If nobody has: "Nobody has access to this sheet yet". - **AI:** no. ### Email "An email address, kept exactly as typed and clickable in the grid." - **AI:** yes: "Switch the column to AI to have the address extracted from the row's documents instead." ### Phone "A phone number, kept exactly as typed so country codes and extensions survive." There are no settings. - **AI:** no. ### Link "A web address, opened in a new tab. Only http and https are followed." - **In the cell:** typed by hand while the column is **By hand**. - **AI:** yes. With **AI** the model finds the most relevant link, also on the internet when the column reads it (see [Web research](https://docs.quanty.ai/guides/web-research)). ### Rating "A score from zero to the maximum you choose. Click a star to set it, click the same one again to clear." | Field | What it means | Default | | --- | --- | --- | | **How many** | The top of the scale: 3, 5 or 10. | 5 | | **Drawn as** | The mark: ★, ♥, ⚑ or ●. | ★ | - **In the cell:** the marks are live; one click sets the score. - **AI:** no. ### Image One picture per row, drawn in the cell: a company logo, a vehicle photo. Images are only shown, never processed: they are never sent to the AI, never read by an AI column and never cost credits. | Field | What it means | Default | | --- | --- | --- | | **Picture fit** | **Whole picture** keeps the image complete; **Fill the tile** crops it to fill the cell. "Whole picture suits logos, fill the tile suits photos of vehicles or places." | **Whole picture** | To add a picture: 1. Click **Add image** in the cell, then **Upload image**; or drop or paste an image onto the cell ("Drop or paste an image here"). 2. Or click **Paste link**, paste an address in **Image link** and click **Use this link**. **Replace**, **Remove** and **Open original** change or open the picture. A cell with an image can be filtered with **Has an image**. | Limit | Value | | --- | --- | | Formats | "JPG, PNG, WebP or GIF, up to 5 MB". Quanty checks what the file really is, not its name. | | SVG | Refused: "SVG images are not supported. Use PNG, JPG, WebP or GIF." | | Size | 5 MB: "The image is larger than 5 MB." | | Links | `https` only, up to 2,048 characters: "The image link must start with https://." | | Per cell | One image. | ## File "The documents this row is about. AI fields read them; on its own it is just an attachment." A file column has no settings: "A file column can hold one or more files. Click a file cell to view, download, replace, or add files." - **In the cell:** click it to view, download, replace or add files. Several files in one cell make a **File set**. Adding files with **Add row, Add files** makes one row per drop. How uploads, limits and reading work is on [Files](https://docs.quanty.ai/guides/files). - **AI:** AI columns read the files of the file columns picked in their **Source documents** (all file columns when none is picked). Removing the last file from a cell asks first: "AI values computed from this file stay visible but are marked stale until recomputed." - **Export:** the files themselves are never exported. XLSX and PDF downloads leave the file column out and start each row with its file name; CSV starts each row with a **Document** column holding the file name. ## Linked to another table These types connect a table to another one in your organization and stay in step with it. They are free. Lookup, Rollup and Count are kept current by the server: "The server keeps this in step with the linked rows. It costs nothing and cannot be typed into." ### Linked records "Points at rows of another sheet: an employee, a company, an order. This is what lets one sheet's changes reach another, and what lookups and rollups follow." | Field | What it means | Default | | --- | --- | --- | | **Linked sheet** | The table to link to (**Pick a sheet**). | None, required | | **Show linked rows by** | "The cell shows this column of the linked row, so pick the one a person would call its name." | None, required | | **Link several rows** | "Off means one linked row per cell." | Off | - The table must be saved first: "Save the sheet before linking it to another one." With no other table yet: "There is no other table to link to yet." - **In the cell:** **Pick records** with **Search records…** lists the rows of the linked table. - **AI:** no. #### Two-way links **Two-way link**: "Link an event to a vehicle, and the vehicle lists the event too." In the column window, under **Choose the matching column**, pick a link column in the other table that points back here, or click **Create the matching column in** the other table. "A link made on either side shows up on the other one at once." - While the two columns are paired, the linked table and the field type cannot change: "Paired with Vehicles: unpair it to change the field type." - **Unpair** asks first: "Links already made stay on both sides. From now on a new link is only written on the side where you make it." - Pairing two columns that already hold links brings them together in one go, up to 5,000 linked cells on both sides together. Past that the pairing is refused: "These columns already hold 6200 linked cells. Pairing can bring together at most 5000 at once." - You need edit access to the other table. Work-item columns (parent, blocked by) cannot be paired. ### Lookup "Shows a column of the rows a link field points at, and follows them when they change. Read-only here: edit it on the sheet it comes from." | Field | What it means | Default | | --- | --- | --- | | **Follow this link field** | The Linked records column of this table to read through. | None, required | | **Read which column** | The column of the linked rows to show. | None, required | Without a link field: "Add a Linked records field to this sheet first - this one reads through it." ### Rollup "Adds up, averages or otherwise reduces a column of the linked rows. Total hours worked, cost per employee, value of a customer's orders." It has the two fields of a Lookup, plus: | Field | What it means | Default | | --- | --- | --- | | **Reduce them with** | **Sum**, **Average**, **Minimum**, **Maximum**, **Count of linked rows**, **Count of filled values**, **Join into one text** or **Unique values**. | **Sum** | With no linked rows, **Sum**, **Count of linked rows** and **Count of filled values** show 0 and the others stay empty, because an average of nothing is not zero. One cell rolls up at most 1,000 linked rows. ### Count "How many rows a link field points at. Open tickets, invoices this month, people in a team." Its only field is **Follow this link field**. ### KSeF invoice data "Reads the KSeF invoices already synced into this workspace. Instant, free, and never calls KSeF." It needs your KSeF invoices to be synced (see [KSeF](https://docs.quanty.ai/guides/ksef)). Three presets set everything at once: **Bought this year**, **How many invoices** and **Last invoice**. The fields stay for any other shape: | Field | What it means | Default | | --- | --- | --- | | **Match invoices by** | **Supplier or customer NIP**, **KSeF number** or **Invoice number**. | **Supplier or customer NIP** | | **Key column** | "The column in this table holding the key. Leave it on the row's own invoice for a table the KSeF sync fills." (**This row's own KSeF invoice**) | None | | **Side** | **Purchases**, **Sales** or **Both**. | **Purchases** | | **Period** | **All time**, **This month**, **This year** or **Last 12 months**. | **This year** | | **Value to pull** | Always: **Gross total**, **Net total**, **VAT total**, **Invoice count**, **Last invoice date**, **Last invoice number**, **Last KSeF number**. When matching by KSeF number or invoice number, also one invoice's **Gross amount**, **Net amount**, **VAT amount**, **Currency**, **Issue date**, **Invoice type**, **Seller name**, **Seller NIP**, **Buyer name**, **KSeF number** and **Invoice number**. | **Gross total** | A NIP matches many invoices, so the single-invoice values are not offered for it. The cells are refreshed when you run the table (**Run AI**), at 0 credits. ## Filled for you The server fills these from the row itself. They have no settings, cost nothing and cannot be typed into: "The server fills this column and keeps it up to date. It costs nothing, and cells cannot be typed into." | Type | What it holds | Cell hint | | --- | --- | --- | | **Created** | "The moment this row first appeared. Set once and never changes." | "When this row was created. Set by the server, not editable." | | **Last changed** | "The last time anything on this row was edited, by anyone." | "When this row last changed. Set by the server, not editable." | | **Created by** | "The person who first created this row. Set once and never changes." | "Who created this row. Set by the server, not editable." | | **Record number** | A number given when the row is created. "Reordering the grid does not renumber anything, which is what makes it usable as a reference." | "This record's number. Assigned once and never reissued, so it cannot be edited." | ## AI fields AI fields are filled by the model from each row's documents, from the internet, or both. Every run spends credits. They share the AI settings that [Columns and AI](https://docs.quanty.ai/guides/columns) describes: **Model**, **Source documents**, **Data source**, the **Prompt** (up to 20,000 characters), **Inputs** and @-mentions, **Knowledge base**, **Cite sources**, **Branch: run only when** and **Related sheets** ("Up to 3 sheets, 4 columns each"; "Changing related sheets re-runs every cell of this column."). What each type adds: | Type | Extra settings | **Output format** | | --- | --- | --- | | **Ask the AI** | **Transcribe audio/video** | **Single value**, **Full report (DOCX/XLSX)**, **File (Word, Excel, PowerPoint, text)**, **Sub-sheet** | | **Summary** | **Transcribe audio/video** | Same as Ask the AI | | **Classify** | **Categories** | One value, no choice | | **Find entities** | None | **Single value** or **Sub-sheet** | | **Find a field** | **Key to extract** | **Single value** or **Sub-sheet** | | **Find a date** | **Date format** | One value, no choice | | **Structured data** | **Schema (optional)** | **Single value** or **Sub-sheet** | On Find entities, Find a field and Structured data, picking a report or a file switches the column to Ask the AI: "A report or a file needs an AI text column: picking one switches this column to AI text." AI cells have no editor; to correct a value, use **Edit value** in the cell's menu (see [Cell details, reviews and history](https://docs.quanty.ai/guides/reviews)). ### Ask the AI "You write the instruction and the model answers it for every row, reading that row's documents." - **Single value**: "One answer per row, shown in the cell." A long answer shows its first line in the cell; the cell details show all of it. - **Full report (DOCX/XLSX)**: "A structured report per row: verdict, findings, recommendations." The cell shows the verdict; the report is in the cell details, to download as DOCX or XLSX. - **File (Word, Excel, PowerPoint, text)**: "A finished document per row, saved in Files." Pick a **File format** (DOCX, XLSX, PPTX, MD or TXT; DOCX by default), a **Template (optional)** from Files and a **File name (optional)**: "Use @Column to insert a value from the row. Empty: the AI names the file." The cell shows the file, which downloads with a click; the cell details add **Download**, **Open in Files** and **Regenerate**. - **Sub-sheet**: "One row per item of the answer, in a sub-sheet." See [Sub-sheet](https://docs.quanty.ai/guides/column-types#sub-sheet). **Transcribe audio/video** "Turns the row's recording (audio or video, even many hours long) into text. Billed per minute of audio." Pick the **Spoken language** (**Auto-detect** or one of 13 languages) and whether to add **Timestamps** (on by default): "Start each paragraph (about every 4 minutes) with its time, for example [01:24:00]." While it is on, the column has no prompt, model, internet or output format: the cell is the transcript. ### Summary "A short summary of each row's documents." It offers the same output formats and the same **Transcribe audio/video** switch as Ask the AI. ### Classify "The model picks one of the categories you define for each row." | Field | What it means | Default | | --- | --- | --- | | **Categories** | The categories to pick from. Type one in **Enter category name** and click **Add**. Each category can get a colour. | Empty | The cell shows the category as a coloured chip. A Classify column can serve as the **Status** of work items. ### Find entities "Pulls named things out of the row's documents: people, organizations, amounts." As a **Sub-sheet**, each entity gets its own row. ### Find a field "Finds one named value in the row's documents: an invoice number, a contract date." | Field | What it means | Default | | --- | --- | --- | | **Key to extract** | The name of the value to find: "e.g. invoice_number (defaults to the column name)". | The column name | ### Find a date "Reads a date out of the row's documents rather than you typing it." | Field | What it means | Default | | --- | --- | --- | | **Date format** | The pattern the date is written in, for example `DD.MM.YYYY`. | `YYYY-MM-DD` | An XLSX export writes it as a real date cell. ### Structured data "The model returns a structured object, optionally matching a schema you give it." | Field | What it means | Default | | --- | --- | --- | | **Schema (optional)** | A JSON schema: "Without a schema the output shape is loose. Define one for stable structure." A schema that is not valid JSON stops the save: "The JSON schema is not valid JSON." | Empty | The cell shows the object in a compact monospace line. ### AI on a basic type **Number**, **Single choice**, **Multiple choice**, **Link** and **Email** can also be filled by AI: switch **How this column is filled** to **AI** and they get the same AI settings as the AI fields. The cell keeps the type's look (a formatted number, coloured chips, a link) but loses its editor. Switching AI off again warns: "Turning AI off clears the values it produced in this column. The instruction is deleted too." ## Sub-sheet "Extraction writes one sub-row per item it finds into a nested sheet: line items, contacts, positions." Use it whenever one row has many answers: the lines of an invoice, the people in a contract, the companies that match a search. It is an AI field and spends credits; it has no **By hand** or **Formula** switch. | Field | What it means | Default | | --- | --- | --- | | **Extraction prompt** | What to collect, for example "Extract every lot: name, asking price, square footage…". Up to 20,000 characters. | Empty | | **Sub-columns** | The columns of the nested sheet. Each has a name (**field name**) and a type: **text**, **number** or **formula**. **+ sub-column** adds one. "Leave the list empty and the AI will decide the columns from your prompt on the first run." | Empty | | **One row per file** | "Every file of the source columns becomes a row. The files stay in this row." Each sub-column can then carry its own instruction: "What to read from each file (optional)". | Off | | **Use as context** | "Files the AI reads as reference, like a knowledge base. They never become rows." Pick the file columns. | None | **Text** and **number** sub-columns are filled by the AI. A **formula** sub-column is computed for each item at 0 credits, for example `row['asking price'] / row['sqft']` (see [Formulas and totals](https://docs.quanty.ai/guides/formulas)). The sub-sheet also has **Data source** and **Related sheets**, but no **Polish registries (GUS/KRS/CEIDG)** switch. - **In the cell:** before the first run the cell reads **Ready to run**; afterwards it shows the number of items, for example "12 items". Click it to open the nested sheet, or use **Expand in place** to open it right in the grid. An empty cell offers **Create Sub-sheet**. - **From the internet:** with **Internet** as the data source, the sub-sheet is filled by live research, one verified item per sub-row (see [Web research](https://docs.quanty.ai/guides/web-research)). - **Export:** sub-sheet columns are left out of XLSX and PDF downloads. A saved sub-sheet stays a sub-sheet: "A sub-sheet column stays a sub-sheet. To get another format, create a new column." An existing AI column whose answers are lists can become one with **Convert to sub-sheet**: "A new sub-sheet column with the same instruction is created next to it, and every answer is broken into rows. This column and its values stay as they are." ## Work-item fields Work items (keys like `KAN-64`, types, priorities, a hierarchy) are not separate types. They are roles given to ordinary columns when you turn on **Track work items** for a table or **Track work** on a Kanban board: | Role | Column type | | --- | --- | | Key | **Record number** with a key prefix: "2-10 letters or digits, starting with a letter" | | Type, Priority | **Single choice** | | Status | **Single choice** or **Classify** | | Parent, Blocked by, Relates to, Duplicates, Causes | **Linked records** | | Labels | **Multiple choice** | | Flagged | **Checkbox** | | Description | **Long text** | | Start date, Due date | **Date** | | Assignee | **Person** | | Reporter | **Created by** | How to set them up and work with them is on [Work items](https://docs.quanty.ai/guides/work-items). ## How types export Exports follow the type (see [The grid](https://docs.quanty.ai/guides/grid)): - **Numbers** stay real numbers in XLSX, with the column's format. - **Find a date** values become date cells. - **People**, **tags** and **linked records** are joined as plain text, for example "Anna, Bartek". - **Images** export as the link of a pasted image or the file name of an uploaded one, never as the picture. - A work-item **key** exports as `KAN-64`. - **File** and **Sub-sheet** columns are left out of XLSX and PDF. - Ghost columns are left out while your organization blocks exports (see [Quanty Ghost](https://docs.quanty.ai/guides/ghost)). ## Change a type later A column's type can be changed after it is created. 1. Open the column's menu and click **Edit column**. 2. Click the type under **Field type** and pick another one. 3. Read the warning under the picker, then click **Save**. | Change | What the window says | | --- | --- | | Most changes | "Values already in this column are kept, but any that do not fit the new type stop being shown." | | To a type the server fills (Lookup, Rollup, Count, KSeF invoice data, Created, Last changed, Created by, Record number) | "The server fills this type itself. Whatever is in the column now is replaced the first time it computes." | | Switching AI off on Number, a choice, Link or Email | "Turning AI off clears the values it produced in this column. The instruction is deleted too." | On an AI column, a type change queues its cells to run again, which spends credits like any run, and the columns that read it are marked stale. The exceptions: - A **Linked records** column in a two-way link keeps its type while paired: "Paired with Vehicles: unpair it to change the field type." - A saved **Sub-sheet** cannot switch to another output format. Create a new column instead. - An existing AI column becomes a sub-sheet only through **Convert to sub-sheet**, which adds a new column next to it. - Picking **Full report (DOCX/XLSX)** or **File (Word, Excel, PowerPoint, text)** on Find entities, Find a field or Structured data switches the column to Ask the AI. ## Good to know - **Free settings.** Number formats, decimal places, prefixes and suffixes, option colours and alignment only change the look. Saving them never re-runs a column. - **Values outside the list.** A choice cell typed by hand can hold a value that is not one of the options (**Use "…"**). Add it to **Options** if it should get a colour and a place in the list. - **Names.** The column window takes names up to 50 characters. - **Label language.** One hint is shown in English in every language: the one under a number's **Date Format**. - **The record window.** **Add field** in the record window opens the same picker. A field of a kind the record cannot show is added to the table: "“Invoices” was added to the table. Fields of this kind are filled in there." ## Related pages - [Columns and AI](https://docs.quanty.ai/guides/columns): adding, editing and running columns, and the AI settings. - [Formulas and totals](https://docs.quanty.ai/guides/formulas): formula columns and formula sub-columns. - [Web research](https://docs.quanty.ai/guides/web-research): AI columns and sub-sheets that read the internet. - [Files](https://docs.quanty.ai/guides/files): the documents in file columns. - [Work items](https://docs.quanty.ai/guides/work-items): keys, types and priorities on ordinary columns. - [KSeF](https://docs.quanty.ai/guides/ksef): syncing the invoices that KSeF invoice data reads. --- # Formulas and totals > Formula columns that compute from other columns at no cost: writing a formula in the cell bar or the formula creator, drafting one with AI, the functions, the Totals row, formula rows and calculations over selected cells. Source: https://docs.quanty.ai/guides/formulas Not every column needs AI. A formula column computes its value from other columns of the same row, for example freight in PLN from freight in EUR, a margin, or days between loading and unloading. It is instant, gives the same result every time and never costs credits. Under the data, the **Totals** row and any number of formula rows sum up whole columns or the cells you pick. ## Before you start - Formulas are part of every plan and are free. Only **Ask AI for a formula** uses AI, so it needs AI to be on for your organization and counts against its AI budget. Without AI: "You can still write the formula yourself and preview it on real rows. Only the drafting is off." - Setting a formula changes the column, so it needs edit access to the table. - A formula reads values, so file, sub-sheet and document columns cannot be used in it: "File and sub-sheet columns can't be used in formulas". ## How a formula works A formula is one expression that runs for every row: "One expression, run for every row." It reads the other columns of the same row by name: ```text round(num(row['Fracht EUR']) * 4.3, 2) ``` - `row['Column name']` reads that column in the same row. The name must match exactly. - `col('Column name')` reads the whole column (every row), for totals and shares: `row['Fracht EUR'] / sum(col('Fracht EUR'))`. - `num(...)` turns a messy value into a number: currencies, thousands separators and both decimal styles (`'1.234,56 zł'` becomes `1234.56`). Use it before you calculate with values typed by people or read by AI. - Operators: `+ - * / // %`, comparisons, `and`, `or`, `not`, and `A if condition else B`. `**` is blocked; use `power(base, exp)`. - One formula can be up to 2,000 characters long. A formula belongs to the column, not to one cell: "The formula becomes the column's rule: it runs on every row now and for any new rows." When an input changes, the formula cell changes with it. ## Write a formula in the cell bar 1. Select any cell of the column you want to compute. 2. In the cell bar above the grid, type `=` and the expression: "Start with = to compute this column from other columns". The bar says "applies to the whole column". 3. Press **Enter** or click **Apply**. **Discard** cancels. Typing a value without `=` sets just that cell. On a column that was filled by AI, clearing the formula hands the column back to AI. For a long formula, **Open larger editor** in the bar gives more room; the **fx** sign opens the formula creator. ## The formula creator The formula creator writes a formula with a live preview on your real rows. Open it with **Create formula…** in a cell's menu, **Formula from selection…** with several cells selected, or the **fx** sign in the cell bar. ![The Formula creator: Ask AI for a formula, the formula round(num(row['Fracht EUR']) * 4.3, 2), the columns and functions to insert, the preview with results on real rows, Fill column and Apply to](https://docs.quanty.ai/screens/en/light/formulas-composer.webp) _The formula creator with a preview._ 1. Write the formula in **Formula**, or describe it in **Ask AI for a formula** (for example "gross margin: (revenue minus cost) divided by revenue, as a percent") and click **Generate**. The draft is checked before you see it, so it always runs. 2. Click a column under **Columns** to put `row['…']` into the formula, or a function under **Functions** (**Search functions…** finds one). Columns you had selected in the grid are listed first as **Selected columns**. 3. Read the **Preview**: the result for real rows, "5 of 24 rows". "Some rows fail. Check the formula" points at rows where it breaks. 4. Under **Fill column**, pick the column to fill, or **Create new column…**: give it a name and choose **Number** or **Text**. 5. Under **Apply to**, choose **Whole column** (the formula becomes the column's rule) or **Selected cells** (writes the results into those cells only, once). 6. Click **Apply to column** or **Apply to 3 cells**. "Formula set: the column is recomputing", or "Formula applied to 3 cells". Cells locked as ground truth and cells that are still processing are skipped and keep their values ("2 cells were skipped or failed"). You can also make a formula column from the start: in **Add column**, choose a value type and set **How this column is filled** to **Formula**: "Computes from other columns: deterministic, no credits spent" (see [Columns and AI](https://docs.quanty.ai/guides/columns#how-a-column-is-filled)). ## Functions | Group | Function | What it does | Example | | --- | --- | --- | --- | | Math | `num(x)` | Parses a messy value into a number. | `num('$1,240.50')` gives `1240.5` | | Math | `sum((a, b, …))`, `sum(col('X'))` | Adds up numbers; skips empty values. | `sum((1, 2, 3))` gives `6` | | Math | `avg(a, b, …)` (also `mean`) | Average; missing values are skipped. | `avg(10, 20, 30)` gives `20` | | Math | `median(a, b, …)` | Middle value. | `median(1, 5, 100)` gives `5` | | Math | `count(a, b, …)` | How many arguments are numbers. | `count(1, 'x', None)` gives `1` | | Math | `filled(a, b, …)` | How many values are not empty, also text. | | | Math | `min(a, b)`, `max(a, b)` | Smallest, largest. | `max(3, 7)` gives `7` | | Math | `round(x, digits)` | Rounds to the given decimals. | `round(3.14159, 2)` gives `3.14` | | Math | `abs(x)`, `sqrt(x)`, `floor(x)`, `ceil(x)`, `power(base, exp)` | Absolute value, square root, round down, round up, power. | `power(2, 10)` gives `1024` | | Text | `concat(a, b, …)` | Joins values into one text; missing values become empty text. | `concat('FY', 2021)` gives `'FY2021'` | | Text | `upper(s)`, `lower(s)`, `title(s)` | Uppercase, lowercase, Title Case. | `upper('tesla')` gives `'TESLA'` | | Text | `strip(s)` | Removes spaces at both ends. | | | Text | `replace(s, old, new)` | Replaces every occurrence. | `replace('a-b', '-', ' ')` gives `'a b'` | | Text | `contains(s, part)`, `startswith(s, p)`, `endswith(s, p)` | True when the text contains, starts or ends with the part (case does not matter). | `contains('Tesla, Inc.', 'tesla')` gives `True` | | Text | `left(s, n)`, `right(s, n)`, `mid(s, start, n)` | First, last, or middle characters (`mid` counts from 1, like Excel MID). | `mid('Tesla', 2, 3)` gives `'esl'` | | Text | `split(s, sep)`, `join(sep, list)` | Text to a list and back. | `split('a, b', ',')` gives `['a', 'b']` | | Text | `len(s)` | Number of characters or list items. | `len('Tesla')` gives `5` | | Dates | `year(d)`, `month(d)`, `day(d)` | Parts of a date; common formats such as `31.12.2024` are understood. | `year('2021-12-31')` gives `2021` | | Dates | `days_between(start, end)` | Whole days from start to end; negative when the end is earlier. | `days_between('2024-01-01', '2024-03-15')` gives `74` | | Logic | `A if condition else B` | Picks A when the condition holds, otherwise B. | `'over' if num(row['Cost']) > 100 else 'ok'` | | Logic | `coalesce(a, b, …)` | The first value that is not missing (empty or not found). | `coalesce(row['A'], row['B'], 0)` | | Logic | `any((…))`, `all((…))` | True when any or every condition holds. | `all((num(a) > 0, num(b) > 0))` | | Logic | `bool(x)` | True or false; empty text and zero are false. | `bool('')` gives `False` | ## The Totals row The **Totals** row sits under the data and shows one summary per column. 1. Click the cell of the **Totals** row under a column: "Choose a summary for this column". 2. Pick **Sum**, **Average**, **Min**, **Max**, **Count numbers** or **Count filled**, or **None** to clear it. 3. Or type your own formula after `=`, for example `=sum(col('Fracht EUR'))`: "Type = with a formula: col('Name') reads a whole column. Enter saves." The row appears once at least one column has a summary. File columns have no summary. ## Formula rows Formula rows are extra rows of calculations above the **Totals** row, as many as you need. They are not data rows: they never run AI. 1. Add one with the **Add formula row** button (Σ) in the toolbar, or **Add row, Add formula row**. It is labelled `ƒx1`, the next `ƒx2`. 2. Click a cell of the formula row. The cell bar binds to it: the address reads `Fracht EUR · ƒx1` (or `Σ` for the Totals row). 3. Type `=sum`, `=avg`, `=min`, `=max`, `=count` or `=filled` for a ready-made summary of the column, or any expression. Committing an empty value clears the cell. 4. Remove the row with the **×** on its `ƒx` label (**Remove formula row**). ### Calculate over the cells you choose 1. Select the data cells you want: a range, or scattered cells with **⌘+click** / **Ctrl+click**. 2. Click a cell of a formula row and type a formula with `sel()`, for example `=sum(sel())` or `=avg(sel())`. 3. Press **Enter**. The selected values are written into the formula when you commit, like pasting values, so the result does not change when the selection goes away. Each formula-row cell can hold its own calculation over its own cells. With a formula-row cell selected, **Alt+↑** / **Alt+↓** moves its content to the formula row above or below, and **⌘C** / **⌘X** / **⌘V** (**Ctrl** on Windows) copy, cut and paste between formula-row cells: "Ctrl+C/X/V copy·cut·paste, Alt+↑/↓ move between rows". > **No formula needed for a quick sum** > > Select a few cells and the status bar under the grid shows their **Count**, > **Sum**, **Avg**, **Min** and **Max** right away (see [The grid](https://docs.quanty.ai/guides/grid#selecting)). ## Number format Right-click a number cell (or a range) and use **Number format**: **0 decimal places**, **1 decimal place**, **2 decimal places**, **Auto decimal places**, a **Prefix** (for example `€ `) or a **Suffix** (for example ` km`), and **Clear number format**. The format changes how the value looks, not the value itself. ## Good to know - **Free and repeatable.** A formula never calls the AI and never spends credits; the same inputs always give the same result. - **Messy inputs.** Values read by AI are often text such as "1 240,50 PLN" or "NOT_FOUND". Wrap them in `num(...)` and guard empty values with `coalesce(...)` or `if … else …`. - **Locked values stay.** A cell locked as ground truth is never overwritten by a formula (see [Cell details, reviews and history](https://docs.quanty.ai/guides/reviews#ground-truth)). - **Sub-sheets.** A sub-sheet's own columns can compute per item the same way, at 0 credits (see [Column types](https://docs.quanty.ai/guides/column-types#sub-sheet)). ## Related pages - [The grid](https://docs.quanty.ai/guides/grid): the cell bar, selection and the status bar. - [Columns and AI](https://docs.quanty.ai/guides/columns): when to use AI instead of a formula. - [Column types](https://docs.quanty.ai/guides/column-types): lookups, rollups and counts that compute across linked tables. --- # Files > The Files page: its tabs, views and menus, uploading with its limits and file types, what processing does and its statuses, the previewer, Ask Quanty, folders, stars, Trash, files in tables and the Knowledge base. Source: https://docs.quanty.ai/guides/files **Files** holds every document of your organization in folders: contracts, invoices, CMRs, spreadsheets, photos and recordings. A file you upload is read once (its text, its tables, the speech in a recording) so that you can search it, ask about it in chat, use it as a row of a table and attach it to an AI column as a standard to judge against. Files that the AI makes for you land here too. Who can open which file, and sharing files with people outside the organization, are on [Sharing files](https://docs.quanty.ai/guides/files-sharing). ## Before you start - **Files** is in the sidebar of every plan. - Every member except a **Viewer** can upload, make folders and organize. A viewer can open, preview, download and search the files they can see. - Reading a file with AI (so that it can be searched and asked about) spends your organization's AI credits and needs a paid plan with credits. Without one, "Files upload and download as usual. Reading what is inside them, so they become searchable, needs a paid plan." - Each plan includes storage for the whole organization. When it is full, uploads stop with "Not enough storage for these files" (see [Billing and credits](https://docs.quanty.ai/guides/billing)). ## The Files page ![The Files page: the search box, the view buttons, the Added sort, New Folder and Upload, the tabs My files, Shared with me, Recent, Starred and Trash, the type chip All, and the folders with status, date added and owner](https://docs.quanty.ai/screens/en/light/files.webp) _The Files page._ ### The toolbar | Control | What it does | | --- | --- | | **Search files and folders...** | Finds files and folders by name. **⌘F** / **Ctrl+F** or **/** jumps into it. | | **List View**, **Grid View**, **Tree View** | Rows with columns, tiles with thumbnails, or the folder tree. | | **Sort by** | **Name**, **Type**, **Added** or **Owner**, **Ascending** or **Descending**. | | **New Folder** | Makes a folder in the folder you are in. | | **Upload** | Opens **Upload File** (see [Upload files](https://docs.quanty.ai/guides/files#upload-files)). | ### The tabs | Tab | What it holds | | --- | --- | | **My files** | The folder tree from the top, with everything you may see (not only what you uploaded). | | **Shared with me** | "Files people in your organization shared with you, newest first": files shared with you by name, with **Shared** and **Shared by**. | | **Recent** | "Files worked on lately, newest first": the files you can see, ordered by their latest upload, change or opening. | | **Starred** | "Everything you starred, from any folder". Stars are personal. | | **Trash** | "Deleted items. Restore them, or delete them for good" (see [Trash](https://docs.quanty.ai/guides/files#trash)). | On the right of the tabs: **Details** (ⓘ, for the selected item), **Shared links** (the links made for people outside the organization, see [Sharing files](https://docs.quanty.ai/guides/files-sharing#all-shared-links)) and **Keyboard shortcuts**. ### Filter by type Under the tabs, chips filter the list: **All**, then only the kinds present in the folder, each with its count: **PDF**, **Documents**, **Spreadsheets**, **Presentations**, **Images**, **Recordings** and **Other**. While files are being read or have failed, **Processing** and **Failed** chips appear too. ### The list The list view has the columns **Name**, **Status**, **Added** and **Owner**. A star marks starred items, a lock or people icon marks files that are **Only me** or **Specific people**, and a badge marks confidential files from conversations. Large folders load in pages. ### The item menu Right-click a file (or use its **⋯**): | Item | What it does | | --- | --- | | **Preview** (or **Open**) | Opens the previewer (see [Preview a file](https://docs.quanty.ai/guides/files#preview-a-file)). | | **Ask Quanty** | Opens the chat with the file attached (see [Ask Quanty about a file](https://docs.quanty.ai/guides/files#ask-quanty-about-a-file)). | | **Analyze with AI** | Only on a file stored without reading: reads it now. | | **Download** | Downloads the file. | | **Print** | Prints it (not for video, audio or files without a preview). | | **Share** and **Share outside the organization** | Who may open it (see [Sharing files](https://docs.quanty.ai/guides/files-sharing)). | | **Copy link** | A link for people in your organization who can see the file. | | **Add star** / **Remove star** | Stars it for you. | | **Add to shortcuts** | Pins it in your sidebar **Shortcuts**. | | **Rename**, **Move** | Only when you may manage the file. | | **Details** | Type, size, date, owner and sharing. | | **Delete** | Moves it to Trash. Only when you may manage the file. | A folder's menu has **Open folder**, **Share outside the organization**, the star, **Add to shortcuts**, **Rename**, **Move**, **Details** and **Delete**. Right-click an empty area for **New Folder**, **Upload files** and **Upload folder**. ### Select several items Tick items (or **Shift** + arrow keys) and use the bar: **Download** (several files download as one zip: "Download 4 files"), **Ask Quanty** (with exactly one file), **Details**, the star, **Move** and **Delete**. Move and Delete appear only when you may change every selected item. ### Keyboard shortcuts | Key | What it does | | --- | --- | | Arrow keys | Move between items. | | **Shift** + **↑** / **↓** | Select more. | | **Enter** | Open. | | **Space** | Preview a file. | | **I** | Show details. | | **F2** | Rename. | | **S** | Star or unstar. | | **Delete** | Delete. | | **⌘A** / **Ctrl+A** | Select all. | | **Escape** | Clear the selection. | | **Shift+F** | New folder. | | **Shift+U** | Upload files. | | **/** | Search. | | **Shift+F10** | Item menu. | | **?** | Show this list. | ## Upload files ![The Upload File dialog: Drag and drop file here or click to browse, the note about documents, images, recordings and archives, Up to 100 files at once, max 1 GB per file (2 GB per recording), Choose File and Choose Folder](https://docs.quanty.ai/screens/en/light/files-upload.webp) _The Upload File dialog._ 1. Click **Upload** (or **Shift+U**), or drag files from your computer onto the page. The drop overlay says where they will land: "Files will land in “Kwity”" or "Files will land at the top level". 2. In **Upload File**, add files with **Choose File** or a whole folder with **Choose Folder** (its subfolders come along, up to 8 levels deep). 3. Leave **Analyze with AI** on to have the files read, or switch it off "to just store the files: no AI cost, you can analyze them later." Your choice is remembered. 4. Check **AI analysis (estimate)**: the most the reading should cost. Files that will not be read say why: "Too large for AI analysis, will be stored only", "Archive, stored as it is (never opened or analyzed)" or "AI does not read this type, it will be stored only". 5. Start the upload. For recordings, files of 50 MB or more, or a larger estimate, Quanty asks first: **Upload and analyze these files?** "The cost counts toward your organization's AI budget." **Yes, upload** confirms. A tray shows the progress ("Uploading 3 of 12", "About 2 min left") with **Cancel all**, **Retry failed** and a cancel or retry per file. Large files go straight to storage in parts, and a part that fails is retried on its own. Other ways in: drop files on a workspace folder page ("Drop files anywhere on this page to upload them here"), add files to a table's file cell, attach them in chat, or receive them through a form, an e-mail automation or WhatsApp. These are filed into folders by themselves (see [Folders Quanty fills for you](https://docs.quanty.ai/guides/files#folders-quanty-fills-for-you)). ### Limits | Limit | Value | | --- | --- | | Files in one upload | 100. More are left out: "one upload takes up to 100 files". | | Size of one upload | 10 GB in total. | | One document | 1 GB. | | Read by AI | Documents up to 250 MB. Bigger ones are stored with the status **Too large for AI**. | | One recording (audio or video) | 2 GB. | | Longest recording transcribed | 6 hours (360 minutes): "Recording too long". | | A file added to a table cell | 250 MB, always read. Bigger: "Upload it in Files instead." | | Files still being read per person | 60. More: "Many files are still being analyzed. The remaining files were not sent, retry them in a moment." | ### File types The dialog sums it up: "Documents, images, recordings (transcribed) and archives such as ZIP, RAR or 7Z (stored as they are)." | Kind | Types | What happens | | --- | --- | --- | | Documents | PDF, DOCX, PPTX, TXT, MD, JSON, XML, HTML | Read and made searchable. | | Spreadsheets | XLSX, XLS, XLSB, CSV, TSV | Read row by row, keeping sheets and rows. | | Images | JPG, JPEG, PNG, BMP, TIFF, HEIF | Read once by the document analysis model. | | Recordings | MP3, M4A, WAV, OGG, OPUS, FLAC, AAC, AMR, WMA, AIFF and more; MP4, MOV, M4V, WEBM, MKV, AVI, MPEG, 3GP, WMV and more | The speech is transcribed, then searchable. | | Archives | ZIP, RAR, 7Z, TAR, GZ and others | Stored as they are, never opened: **Stored only**. | | Other harmless types | for example DOC, PPT, ODT, ODS, GIF, WEBP, HEIC | Stored, not read. | | Programs and scripts | for example EXE, MSI, DMG, APK, JAR, BAT, PS1, SH, JS, PY, SVG | Never accepted: "Programs and scripts can't be uploaded". | Two files may have the same name, even in one folder. ## Processing After upload, Quanty reads each file that has **Analyze with AI** on: it takes out the text and tables, transcribes the speech of recordings, and indexes everything for search. | Status | Meaning | | --- | --- | | **Processing** | Being read. While it lasts, download and search wait: "Available after processing completes". | | **Ready** | Read and searchable. | | **Failed** | Could not be read. **Details** shows why, for example "The file may be corrupted, password protected, or in an unsupported format.", with **Retry**. | | **Not analyzed** | Stored without reading (you switched **Analyze with AI** off). **Analyze with AI** in its menu reads it later. | | **Too large for AI** | Over 250 MB: stored, not read. | | **Stored only** | An archive or a type the AI does not read. | How each kind is read: - **Spreadsheets** and **text files** are read on Quanty's own servers, at no AI cost. - **PDF files** with a text layer are read the same way. Scanned PDFs (almost no text per page) go to the organization's **document analysis model**, up to 30 MB. - **Images** are read once by the document analysis model. - **Recordings** are transcribed; the language (Polish, English or German) is detected by itself. Transcription is billed per minute of audio. An admin picks the **Document analysis model** in **Settings, Organizations**: "Used for scanned PDFs and images. Text files and spreadsheets are parsed locally at no cost." A file that stays in processing for long is retried by itself; after 24 hours it is marked **Failed** so that you can decide. In a table cell the same states read **Queued for processing**, **Processing…** (with the stage: reading the document, preparing for search, indexing), **Ready** or **Couldn't be read**, and **Taking longer than usual** offers **Retry processing**. ## Preview a file Click a file or press **Space**. The previewer opens over the page. - The top bar: the name, "Modified" date, "3 of 12" with **Previous file** and **Next file**, **Ask Quanty**, the star, **Share**, **Details**, **Download**, and **More actions** (**Open in a new tab**, **Print**, **Rename**, **Delete**). - **Zoom in**, **Zoom out**, **Fit to screen**, **Actual size**, and **Rotate** for images. | Kind | What you see | | --- | --- | | PDF | The pages, "Page 2 of 7". | | Images | The picture, with zoom and rotate. HEIC and TIFF are shown too. | | Audio, video | A player. | | Word (DOCX) | The text and its formatting. | | Spreadsheets | Their **Sheets** as tabs: the first 2,000 rows and 200 columns ("Showing the first 2,000 of 8,412 rows. Download the file to see all of them."). Not shown above 40 MB (Word files neither). | | Text, Markdown, JSON | The first 1 MB. Web pages are shown as their source code. | | PowerPoint, older Office files, archives | "Preview isn't available for this file type", with **Download**. | **Details** lists **File information**: type, size, created, owner and sharing. A file that was read for AI also shows **AI search**: **Searchable** and the day it was **Indexed**. ## Ask Quanty about a file **Ask Quanty** (in the menu, the previewer or the selection bar) opens the chat with the file attached and the question "What's in this file? Summarize the key points." ready to send. Change it to your own question and send it. You can also drag files into the chat: "Drop to ask Quanty about these files". The answer costs what a chat answer costs (see [AI assistant](https://docs.quanty.ai/guides/ai-assistant)). Only files that were read can be searched and quoted. ## Folders - **New Folder** makes a folder; folders nest without limit. - **Move** opens **Move Items** to pick the target folder, or drag items onto a folder: "Moved to “Kwity”", with **Undo**. - **Rename** with **F2**. - A folder you cannot open shows "This folder isn't available" with **Go to My files**. ### Folders Quanty fills for you Some files are filed by themselves. Quanty creates these folders when they are first needed, named in your organization's language; you may rename or move them and they keep receiving files. | Folder | What lands there | | --- | --- | | **Generated by AI** | Files the chat made outside a project, report exports. | | **Chat attachments** | Files you attached in the AI chat; only you see them. | | **Messages** (with a folder per channel, and **Direct messages**) | Files and call recordings from team chat. Files from direct messages are confidential. | | **Forms** (a folder per form) | Files sent through a form. | | **Email attachments** | Attachments of e-mails your automations received. "Files that arrived by email keep the original message attached as provenance." | | **WhatsApp** | Media received by WhatsApp automations. | | **Recordings** | A call recording whose conversation was deleted. | | `Project name/Page name` | Files added to a table's file cells. A **Generated** folder inside holds the files AI columns make. | Filed copies are stored, not read a second time, and do not count twice towards storage. ## Trash **Delete** moves items to **Trash**: "They move to Trash, where you can restore them." - "Items in the trash are deleted forever after 30 days." Each item shows "Deleted forever in 12 days". - **Restore** brings an item back where it was. - **Delete forever** removes it for good; **Empty trash** removes everything you may delete ("2 items you can't delete were kept."). Both ask first and say "Table rows made from these files are deleted with them." - Deleting a folder never trashes files inside it that you may not manage (for example a colleague's private file); those move to the top level instead. - Deleting forever is stricter than moving to Trash: only the uploader, an organization admin or someone given **Can manage** can delete a file forever (files from conversations: not admins). > **Delete forever also removes table rows** > > A file deleted for good (by **Delete forever**, **Empty trash** or the > automatic removal after 30 days) is also taken out of every table: rows made > from that file are deleted, and the file disappears from the cells that held > it. A file that is only in Trash changes nothing in your tables. Restore the > file before the 30 days are up if a table still needs it. ## Files in tables A table's file column holds files, one or more per cell (see [Column types](https://docs.quanty.ai/guides/column-types#file)). - **Add row, Add files** in the grid, or dropping files on the grid, makes one row per drop; several files in one row make a **File set**. - In a file cell, **Upload a file or choose one from Files** adds files from your computer or from Files; **Add more files** and **Remove file from cell** change them. Removing the last file asks first: "AI values computed from this file stay visible but are marked stale until recomputed." - AI columns that read a file wait until it is read: **Waiting for files**. Deleting rows never deletes their files: "Source files stay in Files." ### Knowledge base The **Knowledge base** of an AI column attaches documents from Files that the column judges against, such as your price list, a regulation or a checklist: "The model rates against these documents, not its own defaults. Updating an attached doc marks this column stale." Use **+ attach** in the column settings and search for the document (see [Columns and AI](https://docs.quanty.ai/guides/columns#knowledge-base)). ### Files made by AI Files the chat makes (Word, Excel, PowerPoint, CSV, Markdown, text, a presentation export) are saved in Files: in the project's **Generated** folder when the chat belongs to a project, else in **Generated by AI**. An AI column with the output **File (Word, Excel, PowerPoint, text)** saves "A finished document per row, saved in Files"; its cells offer **Download**, **Open in Files** and **Regenerate** (the previous file goes to Trash). ## Good to know - **Search finds names.** The search box on the Files page looks at file and folder names. To find what is inside files, ask in chat, which searches the text of every file that was read. - **Stored, not read.** Archives, unread types and files uploaded with **Analyze with AI** off cannot be searched or quoted until they are read. - **Folders download file by file.** Select the files and download them together as a zip. - **The AI budget.** When the monthly AI budget is used up, uploads with reading stop ("Monthly AI budget reached"); you can still upload with **Analyze with AI** off. - **Phones.** The Files page works on a phone. ## Related pages - [Sharing files](https://docs.quanty.ai/guides/files-sharing): who sees a file, and links for people outside. - [The grid](https://docs.quanty.ai/guides/grid): adding files as rows. - [Columns and AI](https://docs.quanty.ai/guides/columns): file columns, the Knowledge base and transcription. - [AI assistant](https://docs.quanty.ai/guides/ai-assistant): asking about your documents. - [Billing and credits](https://docs.quanty.ai/guides/billing): storage and what reading files costs. --- # Sharing files > Who can open a file: everyone, only you or specific people, view or manage rights, confidential files from conversations, links for people outside the organization with expiry, password and download, the list of shared links and the organization switch. Source: https://docs.quanty.ai/guides/files-sharing Every file in [Files](https://docs.quanty.ai/guides/files) decides who may open it. By default everyone in your organization can, and you can narrow it to yourself or to chosen people. When someone outside the organization needs a file or a whole folder, you make a link for them with an expiry date and, if you like, a password. ## Before you start - Sharing is part of every plan. - Who may change a file's sharing: the person who uploaded it, an organization admin, or someone with **Can manage** on it. Others see "Only the uploader, org admins or manage grantees can change sharing." A **Viewer** never can. - Links for people outside the organization work only while an admin keeps **Links for people outside** your organization switched on (it is on unless an admin turns it off). ## Who can open a file **Share** in a file's menu (or in the previewer) opens the share dialog with two tabs: **People in** your organization, and **People outside the organization**. ![The Share dialog of a file: the tab People in the organization with Everyone in the organization, Only me and Specific people, and the tab People outside the organization](https://docs.quanty.ai/screens/en/light/files-share.webp) _Sharing a file inside the organization._ | Choice | Who sees the file | | --- | --- | | **Everyone in the organization** (default) | "All active members can see and use this file." Every member except viewers may also rename, move and delete it. | | **Only me** | "Just the uploader and organization admins." | | **Specific people** | "Choose members or roles below": the uploader, admins, and the people and roles under **Who has access**. | With **Specific people**: 1. Under **Who has access**, use **+ Add a member…** to add a person, or add a role: **All members** or **All viewers**. 2. Give each one **Can view** (open, preview, download) or **Can manage** (also rename, move, delete and share). 3. **Remove access** takes a person or role off. "The uploader and organization admins always keep access." A person you share with by name gets a notification ("Kasia shared “Umowa 2026.pdf” with you.") and finds the file in **Shared with me**. **Copy link** gives a link for colleagues: "People in your organization who can see this file can open it." The link opens only for those who already have access. ### Folders Folders have no sharing of their own inside the organization: sharing is set per file. A file someone may not see is simply missing from the folder when they open it. A folder can be shared with people outside the organization by link (see below). ### Confidential files Files attached in direct messages, group conversations and the AI chat are confidential: "Only people in this conversation can see this file." Only the person who sent them and the people in the conversation see them; admins do not, and the files cannot be shared or linked ("It came from a direct message or a chat, so it cannot be shared with anyone else."). Files of a private channel are seen by its members and by admins, and follow the channel's membership by themselves. ## Share a file outside the organization **Share outside the organization** (or the **People outside the organization** tab) makes a link that anyone who has it can open, without an account. ![The People outside the organization tab: Link works for 7 days, Require a password, Allow download and Create link](https://docs.quanty.ai/screens/en/light/files-share-outside.webp) _A link for people outside the organization._ 1. Choose **Link works for**: **1 day**, **7 days** (the default), **30 days** or **90 days**. A link always expires. 2. Optional: switch on **Require a password** and type a password of 8 to 128 characters. "Send the password separately, not in the same message as the link." 3. Leave **Allow download** on, or switch it off so that people only view the file in their browser: "there is no Download button: people view the file in their browser. Anyone who can see a file can still save a copy of what they see." 4. Click **Create link**. 5. **Your link is ready**: "Copy it now. For your security it is shown only once: afterwards only its last characters are kept." A link you lose cannot be shown again; make a new one. A file or folder can have at most 25 active links at a time ("This file already has 25 active links. Revoke one to make another."). Confidential files and files in Trash cannot get a link. ### Share a folder **Share outside the organization** on a folder makes the same kind of link (with **Allow downloading the files**). The person can open the folder and its subfolders, including files added later. They see only files you could share one by one: files from conversations and files in Trash never appear, and at most 1,000 items are listed. ### What the other person sees The link opens a page "Shared file" or "Shared folder", "Shared by Kasia Próbna from Przykładowa Spedycja" and "Link works until 09.11.2026", with a preview of the file and **Download** when allowed ("Downloading is turned off for this file. You can view it here." when not). A link with a password first asks for it ("This file is protected"); after five wrong tries it locks for 15 minutes. A link that no longer works always says the same: "This link is not available. It may have expired or been turned off. Ask the person who sent it for a new one." ### When a link stops working A link is checked every time someone opens it. It stops working when: - it expired or was revoked; - the file went to Trash or was deleted, or became confidential; - an admin switched off links for people outside the organization; - the organization is locked because of an unpaid plan; - the person who made it left the organization or lost the right to see or share the file. A link to a file in Trash comes back when the file is restored, until it expires. ## Active links The **People outside the organization** tab of a file lists its **Active links**: "Expires" date, "Password protected", "Download allowed" or "View only", the number of views and downloads, "Last opened" and "Made by". **Revoke** asks "Revoke this link? Anyone who has it loses access at once." ### All shared links **Shared links** (the link icon next to the tabs of the Files page) lists links across all files. Admins see "Every active link in your organization that lets people outside it open a file or a folder"; members see their own. **Show in Files** jumps to the file. ## Switch links off for the organization An admin can switch off **Links for people outside** the organization at the bottom of the **People outside the organization** tab or in **Shared links**: "Applies to every file in the organization. Only admins can change it." Switching it off asks "Turn links off for the whole organization? Every active link stops working at once." When it is switched back on, links that have not expired work again. ## Good to know - **Admins and confidential files.** Admins see every file of the organization except confidential files from conversations. - **Viewers can be added by role.** **All viewers** gives every viewer of the organization access to a restricted file; viewers still cannot change it. - **Counting.** The only activity shown is each link's views and downloads. - **Ghost columns.** Sharing files is separate from [Quanty Ghost](https://docs.quanty.ai/guides/ghost): ghost columns protect values in tables, not files. ## Related pages - [Files](https://docs.quanty.ai/guides/files): uploading, folders and Trash. - [Organizations and roles](https://docs.quanty.ai/guides/organizations): who is an admin, a member or a viewer. - [Security](https://docs.quanty.ai/guides/security): how Quanty protects your account and data. --- # Web research > AI columns and sub-sheets that read the live internet: the Data source choice, what each search is built from, the search methods and how Auto picks one, Freshness, Only these sites, Polish registries, researched sub-sheets, Quanty Connect partner sources, what it costs in credits and where each value came from. Source: https://docs.quanty.ai/guides/web-research An AI column can read the live internet as well as the row's documents: the current CEO of each company in your list, a supplier's website, today's exchange rate, the latest news about a client. Quanty builds one search per row from that row's values, picks how deep to search, and keeps the pages behind every value. A sub-sheet can go further and research a whole list per row, one verified item per sub-row, and Quanty Connect adds premium partner data to a run. The other AI settings of a column are on [Columns and AI](https://docs.quanty.ai/guides/columns); the column types are on [Column types](https://docs.quanty.ai/guides/column-types). ## Before you start - Web research is part of AI columns, so it needs AI to be on for your organization: a paid plan with credits (see [Billing and credits](https://docs.quanty.ai/guides/billing)). Setting it up changes the column, so it needs edit access to the table. - It works on every AI field (Ask the AI, Summary, Classify, Find entities, Find a field, Find a date, Structured data, Sub-sheet) and on Number, Single choice, Multiple choice, Link and Email columns filled by AI. - Searches, page reads and research runs cost credits, on top of the AI call that writes the answer (see [What it costs](https://docs.quanty.ai/guides/web-research#what-it-costs)). Official NBP exchange rates and the Polish company registries are free. - Values of Ghost columns are never put into a search while your organization blocks the **Web search** channel (see [Ghost and web searches](https://docs.quanty.ai/guides/web-research#ghost-and-web-searches)). ## Choose the data source 1. Open the column's settings: **Add column** for a new one, or **Edit column** in the column's menu. 2. Pick an AI type, or set **How this column is filled** to **AI**. 3. Under **Data source**, choose where the AI reads: | Option | What the AI reads | | --- | --- | | **Documents** | Only the row's documents. This is the default, and no web settings are shown. | | **Documents + internet** | The row's documents and a live web search for each row. Useful when a value combines your own data with current public data. | | **Internet** | Only live web results. The column never waits for documents. | 4. Set the web options that appear under it (described below) and click **Create** or **Save**. The (i) next to **Data source** sums it up: "What the AI reads to fill this column: the row's documents, live results from the internet, or both. Web searches use each row's values. Mention columns with @ in the prompt to tell each search what to look for. Every search is billed from your plan's credits." In the grid, a column that reads the internet has a small globe in its header. For a new **Ask the AI** column that uses the internet, the window suggests "Web results often come back as a table" with **Switch to Sub-sheet**: a sub-sheet keeps every result as its own row (see [Researched sub-sheets](https://docs.quanty.ai/guides/web-research#researched-sub-sheets)). ### What a search is built from Each row gets its own search, built from the column's prompt: - Every @-mention is replaced by that row's value. "Current CEO of @Company" becomes "Current CEO of Baltic Foods S.A." in row 1 and "Current CEO of Nordplast Sp. z o.o." in row 2. - When the prompt has no @-mentions, Quanty adds what identifies the row (its text, or the names of its files) and a small model turns the task and that context into a short search query. - A blank row (no documents, no text, no values) is skipped and stays pending. On a page where no row has anything yet, the top row runs from the prompt alone, so a research task can start from an empty table. Mention the column that names the subject, such as a company, a NIP or a city, so every row searches for its own answer rather than one shared page. ## Search method **Search method** decides how deep each search goes. | Option | What it does | | --- | --- | | **Auto (AI picks)** | Quanty picks the method for the task, cheapest first. The default. | | **Fast** | A quick search, for one simple current fact: a price, a rate, a name. | | **Thorough (costs more)** | A deeper search, for questions that need several sources compared. | | **Deep research (slow, costs more)** | The search reasons across many sources and returns one grounded answer. Takes longer per row. | ### How Auto decides With **Auto (AI picks)**, each row goes down this ladder and stops at the first step that fits: 1. **Links in the task.** When the prompt or the row contains web addresses, Quanty reads those pages directly (up to 5) instead of searching for them. Addresses on private networks are not read. 2. **Exchange rates.** A currency-rate task is answered from the official NBP exchange rates, free. Its source carries the badge **NBP · official**. 3. **A quick classification.** A small model reads the column's task and sorts it: quick (a **Fast** search), standard (a standard search), thorough (a **Thorough** search) or research (**Deep research**). 4. **Fallback.** If any step fails, Quanty runs a standard search, so Auto never breaks a run. The classification is made once per column and reused for an hour, so the rows of one column normally get the same method. A method you pin yourself skips the ladder: with **Fast** pinned, for example, links in a row are searched for rather than read directly. ## Freshness **Freshness** keeps old pages out: **Any time** (the default), **Past week**, **Past month** or **Past year**. A search then uses only pages published in that window. Use it for news, prices and anything that changes. ## Only these sites **Only these sites (optional)** limits the search to the sites you trust. Type their domains separated by commas, for example "gov.pl, ec.europa.eu". Up to 50 domains are kept. ## Polish registries The **Polish registries (GUS/KRS/CEIDG)** switch "Finds the row's NIP, REGON or KRS number and gives the AI the official company record · free". It is under **Data source** on every AI-filled column except a sub-sheet, whatever the data source, so it also works with **Documents** alone. The official record shows in the cell details as a source with the badge **GUS · official**, **KRS · official** or **CEIDG · official**. ## Researched sub-sheets A **Sub-sheet** column with **Internet** as its data source builds a whole list for each row from live research: "The sub-sheet fills itself from live web research: one verified item per sub-row. Deep research can take a few minutes per row and is billed from your plan's credits." 1. Add a column of the type **Sub-sheet** (see [Column types](https://docs.quanty.ai/guides/column-types#sub-sheet)). 2. Under **Data source**, choose **Internet**. 3. In **Extraction prompt**, describe the list you want, with the row's subject as an @-mention, for example: "Find every logistics company that runs a warehouse in @City. For each, give its name, address, number of warehouses and a source URL." 4. Add **Sub-columns** for the fields you want, or leave the list empty: the AI then proposes the columns from your prompt on the first run. 5. Save and run the column. The research finds every item the task asks for, checks each one against its sources, merges duplicates, and writes "not found" for a field the sources do not state. If a research run fails, the cell falls back to a deep search. - With **Documents + internet**, a row that has documents is filled from its documents, and a row without documents is researched on the internet. - A researched sub-sheet always uses a research run. Pinning **Deep research (slow, costs more)** doubles its spending cap (see [What it costs](https://docs.quanty.ai/guides/web-research#what-it-costs)). - **Freshness** and **Only these sites** are passed to the research as instructions, with at most 20 sites. ## Quanty Connect Some answers are not on public web pages: verified company records, web traffic estimates, financial fundamentals. **Quanty Connect** adds premium partner sources to a run: "Premium data sources answered alongside web search in one run: company databases, web analytics, financial data and more." Pick the sources in the **Quanty Connect** list under **Data source** (it reads **No premium sources** until you pick one). It appears whenever the data source is not **Documents**. | Partner | What it offers | Credits per call | | --- | --- | --- | | **Fiber.ai** | "Companies & people (B2B)" | ~50 | | **Similarweb** | "Web traffic & rankings" | ~75 | | **Baselayer** | "US business verification (KYB)" | ~55 | | **Affiliate.com** | "Products, prices & merchants" | ~38 | | **Particle** | "Podcast transcripts" | ~38 | | **Financial Datasets** | "Prices, fundamentals & SEC filings" | ~25 | | **Jinko** | "Travel & fares" | ~13 | - Up to 5 sources per column. - Picking any source switches the column to a research run, because partner data is reached only there. A research run takes minutes per row. - Each partner call adds its fee, shown in the list as "~50 cr.", on top of the research run. - If the research run fails, the cell falls back to an ordinary web search without the partner data. On request: Crunchbase, Definitive Healthcare, Faraday AI, Harmonic, Intellizence, Kernel and ZoomInfo. They cannot be picked in the list; contact us to enable them for your organization. ## What it costs Web work is billed in credits from your plan, on top of the AI call that writes the answer. The figures below are the estimates Quanty shows, based on list prices. The charge itself follows the measured work of each request, so it can differ a little. | Work | About | How it adds up | | --- | --- | --- | | One search | 13 credits | The figure the app quotes per search. | | Page reads | 3 credits per page | Every search reads 5 result pages by default. | | A typical search with its pages | 25 to 30 credits | **Fast** or a standard search, plus 5 pages. | | A **Thorough** search | about 43 credits | About 30 for the search, plus 5 pages. | | **Deep research** on a normal column | about 50 credits | About 38 for the search, plus 5 pages. | | Reading linked pages directly | 3 credits per page | Up to 5 pages, when Auto finds links in the task. | | A research run (researched sub-sheet, or any column with a Quanty Connect source) | from about 125 credits | Capped at about 5,000 credits per run, or about 10,000 for a sub-sheet pinned to **Deep research**. A run stops after 10 minutes. | | A Quanty Connect partner call | 13 to 75 credits | Per call, on top of the research run. | | NBP exchange rates, Polish registries | 0 | Free. | A small AI cost for phrasing the query and choosing the method is added to the web charge. - **Repeats are free for 15 minutes.** The same search with the same settings, run again by your organization within 15 minutes (a retry, a re-run column), is answered from memory and not billed again. Research runs always run fresh. - **Web charges stay.** A search is billed the moment it returns, even if the cell fails afterwards. A research run that fails or stops at 10 minutes is billed for the work it did. ### Where you see costs - **Credit usage**: the (i) under the web options. On a normal column: "Each row runs one web search when processed, about 13 credits from your plan on top of the AI call; deep research from ~125 credits per row. Auto lets AI pick the best method per row: reading linked pages, a quick search, or deep research." On a sub-sheet it shows the researched sub-sheet note instead. The on-request partners follow. - **Cost of running this column**: the estimate in the column window (see [Columns and AI](https://docs.quanty.ai/guides/columns#credits)). Until a column has three finished cells, it is based on a reference cell without web charges; after that it uses what the column has actually cost. - **Settings, Billing**, for organization admins, under **What consumes credits?**: "Live web research: about 13 credits per search, ~3 per page read, deep research from ~125 credits per run." and "Quanty Connect premium sources: ~13–75 credits per partner call, on top of the research run." - **Settings, Usage**, for organization admins: the **Web search** card, with the number of searches and what they cost. It appears once your organization has run its first search. ## See where a value came from While a web cell runs, the grid shows **Searching the web…** or **Deep web research…** and the number of sources found so far, for example "8 sources". A finished value carries a small globe after it; hover it to see how many web sources it used. Open the cell's details (**View details** in the cell's menu, see [Cell details, reviews and history](https://docs.quanty.ai/guides/reviews)): - **While it runs:** **Web research in progress**, with the stage (**Planning the search…**, **Searching the web…**, **Deep research in progress…**, **Extracting results…**), the method, the query and "Found 12 sources". A research run shows entries as it finds them: "This is not the final answer. Entries may change as the run continues." - **Web sources:** every page the value is based on, with its icon, title, address, publication date and a short snippet. Click a source to open the page in a new tab. Official sources carry **NBP · official** or a registry badge such as **GUS · official**. - **Query:** the search text that was sent for this row, followed by the kind of fetch: search, contents (pages read directly), research or collect (a researched sub-sheet). - **Research notes:** for research runs, the run's own notes, such as caveats and the filters it applied. When you change the value by hand, the sources stay with a note: "The value was changed by hand after these pages were read. They describe the previous AI value." ## Ghost and web searches [Quanty Ghost](https://docs.quanty.ai/guides/ghost) keeps sensitive columns out of channels that leave Quanty, and **Web search** is one of them. While your organization blocks it, a Ghost column's @-mention is left empty in the query that goes out to the internet. The AI column still sees every value when it writes the answer; only the outgoing query is filtered. The Polish registries and NBP rates belong to the **Government registries** channel, which is always blocked: a column that is or reads a Ghost column skips those checks and says they were not checked. A web search you ask for in chat uses the words the chat chooses and is not filtered. ## Build a researched sub-sheet from chat You can ask for a researched list in the chat instead of setting it up by hand: describe the dataset, for example "a sub-sheet of every cold storage warehouse in Pomerania, with name, address, capacity and a source link". The assistant adds a Sub-sheet column with **Internet** as its data source, and can set **Freshness**, **Only these sites** and Quanty Connect sources, give the sub-columns or let the AI propose them. See [AI assistant](https://docs.quanty.ai/guides/ai-assistant). ## Good to know - **Quanty Connect and filters.** With a Quanty Connect source on a normal column, **Freshness** and **Only these sites** apply only if the run falls back to an ordinary web search. - **Deep research prices.** The **Credit usage** note quotes "from ~125 credits per row", the starting price of a research run. **Deep research** on a normal column without a Quanty Connect source is a single deep search, usually about 50 credits with its pages. - **Blank rows wait.** On a page where some rows have values and others are blank, the blank rows stay pending until they get a value, so they cost nothing. - **Fresh pages.** Quanty asks for result pages read within the last day, so a "latest price" column does not answer from a page stored days ago. ## Related pages - [Columns and AI](https://docs.quanty.ai/guides/columns): the AI settings, running columns and credits. - [Column types](https://docs.quanty.ai/guides/column-types): the Sub-sheet and every other type. - [Cell details, reviews and history](https://docs.quanty.ai/guides/reviews): the cell details where sources are listed. - [Quanty Ghost](https://docs.quanty.ai/guides/ghost): what never leaves Quanty. - [Billing and credits](https://docs.quanty.ai/guides/billing): plans, credits and top-ups. --- # Records (CRM) > Companies, People and Deals as ordinary tables, and capturing new contacts straight out of a mailbox. Source: https://docs.quanty.ai/guides/records **Records** are your companies, people and deals as three ordinary tables, **Companies**, **People** and **Deals**, linked to each other, in an ordinary project of an ordinary workspace. Unlike [TMS](https://docs.quanty.ai/guides/tms), Records is part of the product: no add-on, nothing to contact Quanty for. ## Before you start - Records are part of every plan; the tables are ordinary tables and cost nothing. - Marking a project as records (**Use as records (CRM)**, **Stop using as records**) is for organization admins. - Mailbox capture needs a connected mailbox (see [Integrations](https://docs.quanty.ai/guides/integrations)) and write access to the records project. AI enrichment needs an active plan with AI credits. ## Where records live Records have no group of their own in the sidebar. A records project is a project like any other: it sits in the workspace you put it in, and you open it from there, pin its tables to **Shortcuts**, share it and give access to it the way you do with any project. What makes a project a records project is a mark on it, which is what lets [capturing contacts from a mailbox](https://docs.quanty.ai/guides/records#capturing-contacts-from-a-mailbox) find its People and Companies tables. There are two ways to get one: - **Use a project you already have.** An admin picks **Use as records (CRM)** in the project's own menu; **Stop using as records** takes the mark off again. Nothing is moved and nothing is deleted either way. - **Install the starter.** When you switch on mailbox capture and the organization has no records project yet, the dialog says "Set up records first". A member reads "Ask an organization admin to set one up."; an organization admin gets **Set up records**, which offers **Install the starter** ("Creates a new project with tables for companies, people and deals.") or **Use a project you already have**. The starter is a new project named "CRM" in your default workspace; **Fill it with sample rows** (off by default) adds example rows. Installing runs no AI and spends no credits, but the new project counts towards the number of projects your plan includes. Mailbox capture needs a records project with a **People** and a **Companies** table that Quanty recognises, which the starter has. A project you mark yourself with **Use as records (CRM)** is listed with what it is missing, for example "Zlecenia (needs a People and a Companies table)", and cannot be chosen for capture until it has them. In practice, install the starter for mailbox capture. ## The starter's tables | Table | What it holds | | --- | --- | | **Companies** | Name, logo, domain, industry, country, city, owner, source, first/last contact, notes, and rolled-up counts of linked people and open deals | | **People** | Name, photo, email, phone, the company they belong to, role, owner, source, first/last contact, message count | | **Deals** | Name, company, contact, stage (Lead, Qualified, Offer, Negotiation, Won, Lost), value, currency, owner, close date, notes | Companies and People, and People and Deals, are linked both ways: link a person to a deal on either side and it shows on the other automatically, so a company's list of open deals and a person's list of deals never has to be entered twice. The starter also adds a **Pipeline** board, stacked by stage. ## Capturing contacts from a mailbox Once a mailbox is connected (see [Integrations](https://docs.quanty.ai/guides/integrations)) and shared with the workspace, its owner (or an admin, once the owner has shared it) can turn on **Capture contacts to CRM**: every new person who writes to that mailbox becomes a row in your Companies and People tables, automatically. ### Turning it on Turning capture on requires reading and accepting a plain-language notice first: > **What the notice says** > > "People who write to this mailbox, and the other people copied on those > messages if you include them, become People and Companies records in the > project you choose. Everyone who can open that project sees those records. > Automatic, bulk and internal mail, senders that cannot be verified, and the > addresses or domains you ignore are skipped, and values someone typed are > never overwritten. With AI enrichment on, the signature block of a new > contact's message is read by an AI model and billed to the organization. > You can turn capture off at any time; records already created stay as they > are." Open **Integrations**, then the mailbox's menu, and choose **Capture contacts to CRM**. The member who connected the mailbox can turn capture on (or an admin, once the mailbox is shared with the organization), and they need write access to the records project. Tick **I understand, and I want to turn this on** after reading the notice, then set: | Setting | What it means | Default | | --- | --- | --- | | **Records project** | Where the People and Companies rows go. | | | **Create companies** | A company per sender's domain. | On | | **Create people** | A person per sender. At least one of the two stays on. | On | | **Also capture people copied on the message** | People in To and Cc are captured too, but only on messages with 10 recipients or fewer; above that it counts as a mass mailing and nobody from the recipient list is captured ("Too many recipients on the message"). The sender still can be. | On | | **Fill in extra details with AI** | AI enrichment (see below). | Off | | Ignored domains, ignored addresses | Never captured. A domain also covers its subdomains. Up to 200 entries each. | | ### What is captured The sender of a message becomes a **Person**, keyed by their email address. Their email domain becomes a **Company**, keyed by that domain, unless it is a personal mail provider (Gmail, Outlook, WP, Onet, Interia, GMX and the like): then no company is created, but the person still is. The person is linked to the company. ### What is skipped Every skip is written to the activity log with its reason, in plain language: - **The mailbox's own address**, and **anyone already an active member** of your organization. - **Your own organization's domain**: mail from a colleague's address is not a new contact. - **Addresses or domains you chose to ignore**, from the capture settings. - **No-reply addresses** (`noreply@`, `do-not-reply@`, `notifications@` and similar, in Polish, German and English patterns too). - **Bounces and mailer daemons.** - **Automatic, bulk or newsletter mail**: either the message is flagged automatic at the mail-system level, or it comes from a known bulk-mail platform (Mailchimp, SendGrid, HubSpot and others). - **Senders that cannot be verified.** A message that fails standard sender authentication is skipped entirely: nobody on it is captured, because Quanty cannot vouch for who really sent it. - **No usable sender address** at all. A no-reply, bounce or bulk-mail sender skips the **whole message**, nobody on it becomes a record. Any other sender skip still lets people copied on the message through, subject to the same rules individually. ### Human edits are never overwritten Capture only ever fills what is empty. A name, phone number or any other field a person typed by hand is never replaced by a later sync, and a company's or a person's name, once set by a human, is kept even over the AI's own guess at it. Numbers capture updates, such as a message count, only ever grow; if you have typed something other than a number into that field yourself, capture leaves it alone rather than overwrite it. ### Backfill Turning capture on starts reading from that moment forward by default; mail that arrived earlier is not imported. **Process retained mail now** catches up on anything Quanty still holds from your mailbox's retention window ("Covers only the last 14 days of retained mail."), so if a contact's first message is older than that, it will not be captured even with this option. ### When capture pauses itself Capture pauses on its own, and says why, when: the person who turned it on leaves the organization, the consent behind it is no longer valid, the destination project becomes unavailable (deleted, unmarked, or you lose write access to it), or the People/Companies tables it needs are missing their key column. Nothing is lost when this happens: capture simply stops. There is no resume button: once the cause is fixed, turn capture off and on again. **Process retained mail now** does not run while capture is paused. ### AI enrichment Off by default. When turned on, Quanty needs an active plan with AI credits to switch it on at all ("Capture itself works without it"). It runs only for a brand-new person or company, from the sender only, never from people just copied on a message. It reads the sender's name and e-mail address and **only the signature block** of the message (nothing above it, and nothing from a quoted reply below it), capped at 800 characters and 14 lines. From that it fills in the person's role and phone, and the company's name, country, city and industry, whichever are still empty. It never searches the web. It is billed in credits for what the AI used, like any AI work, and runs at most 200 times per organization per day. ### The activity log The **Activity** tab lists the last 50 messages capture looked at (kept for 14 days), newest first: what happened, why, and a link to the record it touched or skipped. It is how you audit capture after the fact without opening the tables themselves. ### Switching it off Anyone who manages the mailbox can turn capture off. Nothing is deleted: "People and Companies records already created from this mailbox are kept as they are. No more will be created while capture is off." Turning it back on later asks for the notice again and starts reading from that new moment, the same as the first time. ### Privacy Capture creates ordinary personal data: a name, an email address, a phone number if one is found, a job title, a company, and (only with AI enrichment on) a country and a city. None of this is hidden inside the feature: it becomes rows of the Companies and People tables, visible to **everyone who can open that project**, the same as any other row. The people captured are not notified; consent is asked only of the mailbox's owner or an admin, on your organization's side. Quanty never fetches a logo or a photo automatically for a captured company or person: doing so would leak the viewer's own address to a third-party image service, so those fields are always left for a human to fill in. ## Related pages - [Integrations](https://docs.quanty.ai/guides/integrations): connecting the mailbox capture reads from. - [TMS overview](https://docs.quanty.ai/guides/tms): transport management, sold as an add-on rather than part of the product. - [Quanty Ghost](https://docs.quanty.ai/guides/ghost): marking a sensitive column of Companies or People so it never leaves the organization. - [Billing and credits](https://docs.quanty.ai/guides/billing): what AI enrichment costs, and what an active plan means. --- # Cell details, reviews and history > The cell details panel: value, confidence, citations and web sources, approving and rejecting, locking a value as ground truth, refining, the history of the latest runs with restore, and the human review queue. Source: https://docs.quanty.ai/guides/reviews An AI answer is only useful if you can check it, correct it and show where it came from. Every cell of a table has a details panel that shows its value, how sure the AI was, the pages and web sources it used, and its latest runs and actions (up to 20). From there you approve or reject the value, lock it so that nothing overwrites it, ask for a better answer, or bring back an earlier one. Rows that a column flags for a person collect in the review queue. ## Before you start - The details panel is part of every plan. Approving, rejecting, locking and restoring need edit access to the table; with view-only access you can read everything. - **Rerun** and **Refine** run the AI again and cost credits like any run (see [Columns and AI](https://docs.quanty.ai/guides/columns#credits)). - The history keeps the latest 20 runs and actions of a cell, from when the cell was first computed. A cell with no entries yet says "No changes recorded for this cell yet." ## Open the details of a cell - Right-click a cell and choose **View details**. - Or select an AI or computed cell and press **Enter**. The panel opens on the right of the grid. While it is open it follows your selection: click another cell and it shows that cell. Drag its left edge to make it wider, use the expand button to give it more room, or close it with ×. ![The details panel of a cell of the Trasa column: the status Completed, the value Poznań → Berlin with Edit value, Confidence 100%, the buttons Approve, Reject, Rerun, Edit column and Lock, the Refine box and How this was decided](https://docs.quanty.ai/screens/en/light/reviews-cell-details.webp) _The details of a cell._ The header shows the column's name and the cell's status: | Status | Meaning | | --- | --- | | **Completed** | The cell has a value. | | **Processing** | The AI is working on it. | | **Pending** | Not computed yet; the next run will compute it. | | **Failed** | The run failed; the panel says why. | | **Not on this branch** | The column runs only for some rows and this row is not one of them (0 credits). | | **Queued** | Waiting in line for a run. | ### What the panel shows From top to bottom, depending on the cell: | Section | What it holds | | --- | --- | | **Live process** | While the cell computes: what the AI is doing right now. | | **Web research in progress** | For a column that reads the internet: "Planning the search…", "Searching the web…", "Deep research in progress…", "Extracting results…", "Found 12 sources", and the entries found so far ("This is not the final answer. Entries may change as the run continues."). | | **Attached Files** | For a file cell: its files, **Add files**, and **Select** to remove several. | | **Web sources** | The pages the value came from: title, address and publication date, the **Query** that was searched and **Research notes**. Official sources are marked, for example "NBP · official". | | **Value** | The current value, with **Edit value**. | | **Confidence** | How sure the AI was, as a bar and a percentage. A **Value warning** flags a value that needs a second look. | | Actions | **Approve**, **Reject**, **Rerun**, **Edit column** and **Lock** (see below). | | **Refine** | A box for a follow-up instruction (see [Refine an answer](https://docs.quanty.ai/guides/reviews#refine-an-answer)), with its **History**. | | **Formula** | For a formula cell: the column's formula. | | **Why this value** | The AI's reasoning for this value. A value the agent computed in code says "Computed by the agent in the Python sandbox". | | **Citations** | The places in the documents the value came from: page chips with **Why this citation** and **View in Document**, which opens the document at the highlighted passage. | | **How this was decided** | The history of the latest runs (see [The history of a cell](https://docs.quanty.ai/guides/reviews#the-history-of-a-cell)). | | Processing details | Model, processing time, and the passages and files used. | When an answer holds a list ("This answer contains 6 items"), the panel offers **Insert as new page** (the items become rows of a new page) or **Ask AI to split** (the chat builds a sub-sheet or separate columns from it). ## Approve or reject Every AI cell has a review state: pending, approved or rejected. - **Approve** marks the value as checked. - **Reject** marks it as wrong. Whenever a new value is written into the cell (by a run, a refine or a restore), the state goes back to pending, so an approval never refers to a value nobody looked at. Approving and rejecting are recorded in the cell's history ("Approved by reviewer", "Rejected by reviewer"). ## Correct a value **Edit value** (in the panel, or in the cell menu) lets you type the right value, then **Save**. The value is kept as "Manually edited by user" and recorded in the history as "Manually corrected". It stays until the cell is computed again: **Rerun**, **Recompute all cells**, a changed prompt or model, or **Run AI** and **Update** after one of its inputs changed. To protect it for good, lock it. ## Ground truth **Lock** freezes the cell's value as ground truth: the value you checked by hand and want no automation to touch. - Runs and refines still compute, but the new result is not written into the cell. The panel shows it instead: "Rerun produced 3 450, locked value kept". - Formulas skip a locked cell when they are applied. - You cannot type into a locked cell, refine it ("locked · unlock to refine") or restore an earlier value into it. - The record window shows the field as "Locked as ground truth". **Unlock** returns the cell to normal. ## Refine an answer **Refine** runs the AI again for this cell with a follow-up instruction that applies to this run only, without changing the column's prompt. For example `"exclude one-off setup fees"`. 1. Type the instruction in **Refine** (up to 20,000 characters). 2. Press **Enter** (**Refine (Enter)**). The new value replaces the old one (unless the cell is locked) and the instruction is kept under **History**. A column-wide refine is in the column's settings: "Re-runs every cell of this column with this follow-up instruction. Applies to this run only, the prompt above stays unchanged. Ground-truth cells record drift instead of being overwritten." (see [Columns and AI](https://docs.quanty.ai/guides/columns#refine-a-whole-column)). **Rerun** runs the cell again with the column's prompt as it is. ## The history of a cell **How this was decided** lists the latest 20 runs and actions of the cell, newest first: **Run 3** with **current** on the one shown now, what started it, who started it, when, and the value it produced. A line says what is kept: "Only the latest 20 changes to this cell are kept, approvals included." What started a run: | Label | Meaning | | --- | --- | | Run button | **Run AI** in the toolbar. | | Automatic | The row was added or its document became ready. | | Manual rerun | **Rerun** or **Reprocess cell**. | | Refinement | **Refine** with a follow-up instruction. | | Recompute (source changed) | An input column or an attached document changed. | | Approved by reviewer, Rejected by reviewer | **Approve** or **Reject**. | | Manually corrected | Someone typed the value. | | Restored earlier value | **Restore this value**. | | Automation | The **Run AI columns** step of an automation. | A run can also be marked **failed**, **→ agent** (handed to the research agent) or **ground truth kept**. Open a run to see the full record: - **Instruction used**: the column's prompt exactly as it was then, with any follow-up ("Plus follow-up:"). - **Sources used**: every passage, value and page it read, each marked **Document**, **Row text**, **Column value**, **Knowledge base**, **External data**, **Web page** or **Previous value**, with how well it matched ("match 87%") and **Open source document**. A line says how the search went: how many files were searched, how many passages were considered, how many were dropped as irrelevant. - **Model's explanation**, the **Exact prompt sent** and the **Raw model response**. ### Restore an earlier value 1. Open a run in **How this was decided**. 2. Click **Restore this value** (**Restore the value from run 2**). 3. Confirm: "Set the cell back to this run's value? The current value is replaced (the change is recorded in this history)." The restore is added to the history as a new run; the earlier values stay in the list. It is not possible while the cell is locked. > **The history keeps the latest 20** > > Nobody can edit the history of a cell by hand. Corrections, approvals, > refines and restores all add entries. Quanty keeps the latest 20 entries per > cell and older ones drop off, so keep your own record of a value you must be > able to prove later. ## The review queue A **Single choice** column can act as a gate: in its settings, **Route to human review when** picks the values that send a row to a person: "Rows landing on these values queue for human review, the end-of-pipeline gate." (see [Columns and AI](https://docs.quanty.ai/guides/columns#branches-and-review-gates)). When a table has such a gate, the toolbar shows the review button ("Answers waiting for your approval") with the number of rows waiting. It opens **Human review**, "routed by validation gate": 1. Each card names the row and lists its problem columns with the value the AI found, or "not found" or "failed", the page chip of its source and "Model reasoning: …". 2. Type the right value into the box ("enter Kwota…") and press **Enter** or **Resolve**. "resolving writes the value + marks the cell approved · downstream reasoning then unblocks for the row": the columns that depend on it are marked out of date and computed again. 3. **Open** opens the whole row; **Delete row** deletes the row from the table, after the same confirmation as deleting rows in the grid ("The rows are deleted from the table, with their values and comments. Source files stay in Files. You can undo this from Undo history."); the table's **Undo history** brings it back (see [Undo](https://docs.quanty.ai/guides/grid#undo)). With nothing waiting: "No rows need review". Without AI on your plan, resolving still writes the value and approves the cell, but the columns after it are not computed again until AI is on. ## Good to know - **Approval is per value.** A new value always needs a new approval. - **Locked is stronger than edited.** An edited value can be recomputed by **Rerun**; a locked one cannot be changed by any run or formula. - **Comparing two models.** **Compare models (A/B)…** in the column menu runs a column with two models and flags the rows where they disagree for review (see [Columns and AI](https://docs.quanty.ai/guides/columns#compare-two-models)). - **The pipeline map** sums up runs, failures, cost and average confidence per column (see [Columns and AI](https://docs.quanty.ai/guides/columns#the-pipeline-map)). ## Related pages - [Columns and AI](https://docs.quanty.ai/guides/columns): prompts, runs, branches and review gates. - [The grid](https://docs.quanty.ai/guides/grid): the cell menu and the toolbar. - [Web research](https://docs.quanty.ai/guides/web-research): web sources and research runs. - [Formulas and totals](https://docs.quanty.ai/guides/formulas): formulas skip locked cells. --- # Quanty Ghost > Mark sensitive columns as ghost: your team keeps using them inside Quanty, and they are left out of every outbound channel you block. Source: https://docs.quanty.ai/guides/ghost **Quanty Ghost** is for columns whose values should stay inside your organization: salaries, margins, personal ID numbers, private phone numbers, the notes you keep about a client. For everyone in the organization a ghost column is still an ordinary column. The grid, the record window, [chat](https://docs.quanty.ai/guides/ai-assistant), AI columns, [dashboards and presentations](https://docs.quanty.ai/guides/presentations) and financial analysis read it exactly as before, so nobody has to work around it. What changes is the way out. Exports, shared links, integrations, automation messages and web searches leave a ghost column out whenever the organization blocks that channel, and every channel starts blocked. A ghost column carries a ghost icon in its header, on board cards and in the record window. Hovering it says "Ghost column: usable inside Quanty, left out of blocked outbound channels." ## Making a column ghost ![The menu of a column header open, with Make ghost near the bottom](https://docs.quanty.ai/screens/en/light/grid-column-menu.webp) _Make ghost in the column menu._ Two places do the same thing: - **The column header menu.** Right-click a column header and choose **Make ghost**. It applies at once, without a confirmation. - **The column settings.** **Edit column** opens the settings, where the **Ghost column** switch is available for every column type: "Values stay usable inside Quanty but are left out of exports, shared links and other blocked channels." It applies when you click **Save**. Nothing is recomputed. The values stay where they are and no AI cell runs again; only what may leave the organization changes. ### Who can turn it on and off Anyone who can edit the table can make a column ghost, because that only ever narrows what leaves. Releasing a ghost widens it, so only an organization admin can do that, with **Release from ghost** in the same menu or the switch in the column settings. For everyone else the entry is greyed out: "Only an organization admin can release a ghost column." Releasing, too, needs no confirmation. There is no side door either: - Undo never releases a ghost. Undoing an older change to the column's settings keeps the ghost switch on; undo can still turn ghost on. - A ghost column that becomes a sub-sheet stays a ghost. ## Inherited ghosts A value copied out of a ghost column is as sensitive as the original, so a column that reads a ghost column is treated as a ghost too. Quanty works this out by itself. Nothing extra is stored, and nobody has to remember to mark the copies: - an AI or Python column whose prompt @-mentions a ghost column, or a formula that reads one; - a column whose branch condition reads a ghost column; - a **Lookup**, **Rollup** or **Count** column that reads a ghost column of the linked rows; - a link to another table whose displayed field there is a ghost column; - an AI column that reads a ghost column of another table through **Related sheets**; - an AI column that reads the documents in a ghost file column. It carries on down the chain and across tables: a column that reads an inherited ghost is one as well. Its header badge says "Ghost column (inherited): it reads a ghost column, so it is treated as one." The header menu shows such a column as **Ghost (inherited)**, greyed out, with "This column reads a ghost column. Release that column to release this one." In the column settings the switch says "Already a ghost because it reads a ghost column." When the column stops reading the ghost column, or that column is released, the inherited ghost goes away by itself. ## The Quanty Ghost settings Organization admins set the policy under **Settings, Organizations, Quanty Ghost**; the tab is shown to admins only. The tab explains itself: "Mark sensitive columns as ghost. Their values stay fully usable inside the organization but are left out of every outbound channel blocked below." ### Outbound channels ![The Quanty Ghost tab of the organization settings: the outbound channels Exports, Shared links, Integrations, Email, WhatsApp, Webhooks and Web search, each switched to Blocked, and Government registries marked Always blocked](https://docs.quanty.ai/screens/en/light/ghost-settings.webp) _The Quanty Ghost settings._ Each channel has a switch that reads **Blocked** or **Allowed**, and a saved change shows "Channel settings saved". Ghost columns never leave through a blocked channel. | Channel | What it covers | | --- | --- | | **Exports** | CSV, XLSX and PDF table downloads, and report downloads from cells | | **Shared links** | Shared boards, calendars, timelines, dashboards and presentations | | **Integrations** | Google Sheets sync and other connectors | | **Email** | Emails sent by automations, from Quanty or a connected mailbox | | **WhatsApp** | WhatsApp messages sent by automations, and text messages (SMS) sent by automations | | **Webhooks** | Webhooks called by automations | | **Web search** | Live web searches that AI columns build from row values | | **Government registries** | KSeF and public registries such as the VAT white list, the NBP exchange rates and the company registers (GUS, KRS, CEIDG) | **Government registries** has no switch. It reads **Always blocked**, and no one can open it. Allowing a channel is a decision for the whole organization: from then on ghost columns go out through it like any other column. The list starts with everything blocked, so a new ghost column is protected from the first minute. Under the channels the tab adds: "A ghost email or phone column can still be the recipient of an automation. Its value is never put into the message itself." ### Ghost columns The second list, **Ghost columns**, shows every column marked ghost on the tables you can see, as project, table and column. Each has **Release** (no confirmation) and **Open table**. Inherited ghosts are not listed, because they follow the column they read. With no ghost columns yet, the list says "No ghost columns yet. Right-click a column header and choose Make ghost." ## What happens on each channel The rules below apply while a channel is blocked. On an allowed channel ghost columns behave like any other column. ### Exports CSV, XLSX and PDF downloads of a table leave ghost columns out, inherited ones included. When the table has a ghost column, the export menu says so at the top: "Ghost columns are left out". A report downloaded from a cell is refused when its column is a ghost, because a report cannot be partly hidden. A report column that reads a ghost column is itself an inherited ghost. The message is "This is a Quanty Ghost column. Its values cannot leave through this channel." ### Shared links This covers public links and organization-only links alike. The share menu shows "Ghost columns are left out" when the shared item draws on a ghost column. - **Boards.** Card fields from ghost columns are dropped. A ghost title column leaves the card titles blank. A ghost column the board is stacked by puts every card into a single unlabelled lane, so neither the lane names nor the counts per lane go out. Work item fields held by a ghost column (key, type, priority, labels, status) are left off the card face. - **Calendars and timelines.** A ghost date column leaves no events at all, because the date is the placement. A ghost end date shrinks every bar to its start day. Ghost title, colour and group columns blank the titles and drop the colours and swimlanes. - **Maps.** A ghost latitude or longitude column leaves no pins at all, the same way a ghost date column leaves no events: the coordinates are the placement. A ghost label, colour or direction column drops only that part, and a ghost card field is left out of the pin's popup. See [Fleet map and Map view](https://docs.quanty.ai/guides/map). - **Dashboards and presentations.** A widget, chart series, KPI item or slide bound to a ghost column is left out, and a table snapshot loses the ghost columns. A slide with nothing left is skipped. ### Integrations Pushing a table to Google Sheets leaves ghost columns out, even when the export mapping was set up before the column became a ghost. A new export mapping that names a ghost column is refused with the same message as above. Importing into Quanty is not affected: that is data coming in. ### Email, WhatsApp and webhooks Automations fill their templates from the row. A placeholder that names a ghost column, such as `{{Salary}}`, renders empty in an email subject or body, a WhatsApp message, or a webhook's headers and body. It is never left as the raw placeholder. The run's step notes it: `{{Salary}} is a Ghost column, so its value was left out`. Record digests that list several rows leave ghost columns out. A report or generated file from a ghost column is not attached. The email still goes out, and the step names the column: `"Contract" is a Ghost column, so its file was not attached`. The recipient is the one exception. A ghost email or phone column can still be the address an automation sends to, because the message cannot be delivered without it, but its value is never written into the message. Actions that stay inside Quanty, such as notifying someone in the app or updating or creating a record, read every column as before. ### Web search An AI column with live web search builds its search query from the row. A ghost column's @-mention is left empty in the query that goes to the search provider. The AI column itself still sees every value when it writes the answer; only the query leaving Quanty is filtered. ### Government registries This channel is always blocked. An AI column that is or reads a ghost column skips its VAT white list, NBP exchange rate and company register (GUS, KRS, CEIDG) checks, and it says they were not checked, so nothing is presented as verified. When chat is asked to check a number held in a ghost column against the VAT white list or a company register, the check does not run, and chat tells you it was not checked and why. A KSeF invoice mapping cannot read a ghost column. ## What Ghost cannot trace Ghost follows values through columns and the bindings that point at them. Some things have no such thread: - **Text written by hand.** If a person types a ghost value into a document page or a comment, or an AI writes it into dashboard or slide text that is not bound to a column, Quanty cannot know where it came from. A widget or slide with no binding is shared as it is. - **Internal output.** Presentations and other files a member downloads from inside Quanty are internal output, made by someone who can already see the values. Ghost does not filter them. - **The AI model.** AI columns, chat, dashboards and presentations read ghost values to do their work, so the values are sent to the AI model like any other value. Ghost is about channels that leave to the outside world, not about the model. - **The chat's own web search.** Ghost filters the web searches that AI columns build from rows. When you ask the chat to search the web, it searches with the words it chooses, and that search is not filtered. - **Files.** Ghost protects values in tables. Uploaded files and files made by AI columns are shared by the rules of [Sharing files](https://docs.quanty.ai/guides/files-sharing), whatever columns they came from. - **People.** Everyone in the organization sees ghost values. Ghost keeps them out of Quanty's outbound channels; it does not stop a member from copying a value somewhere else. > **Ghost is about what leaves** > > Use member roles and table access to decide who inside the organization sees > a table. Use Ghost to decide what may leave the organization once they do. ## Related pages - [Organizations and roles](https://docs.quanty.ai/guides/organizations): who is an admin and can release a ghost. - [Columns and AI](https://docs.quanty.ai/guides/columns): @-mentions, lookups, rollups and related sheets. - [Triggers and automations](https://docs.quanty.ai/guides/automations): the templates and placeholders Ghost empties. - [Presentations](https://docs.quanty.ai/guides/presentations): what a share link shows. - [Security](https://docs.quanty.ai/guides/security): the rest of how Quanty protects your data. --- # Kanban boards > A Kanban view of a table: creating a board, the board header, lanes, cards and the card menu, customizing cards, files on cards, the record window, sharing, deleting and boards in chat. Source: https://docs.quanty.ai/guides/kanban A **Kanban** board shows the rows of one table as cards, stacked into lanes by a select column such as **Status**. Every card is a real row: dragging it to another lane writes the new value into the table, the same way typing it in the grid would, so the grid, the calendar and every other view of the table change with it. Nothing is copied into the board. This page covers creating a board, the board header, lanes, cards, the card menu, customizing cards and sharing. Filtering has its own page ([Filtering a board](https://docs.quanty.ai/guides/kanban-filters)), and so do the keys, types and subtasks a board can track ([Work items](https://docs.quanty.ai/guides/work-items)). ![A Kanban board of transport orders stacked by Status: lanes Uncategorized, Dostarczone, Nowe and Rozliczone with order cards, the header with Kanban, Hierarchy, Track work, Stacked by Status and Customize cards, and the Track work on this board banner](https://docs.quanty.ai/screens/en/light/kanban.webp) _A board over the Zlecenia transportowe table, stacked by Status._ ## Before you start - Kanban boards are part of every plan. A board belongs to a project and reads one of its tables. - Viewers see boards and open records but cannot drag cards, add cards, change lanes or comment. Members and admins do everything on this page. - The table needs a column to stack by: a **Single select**, **Multi select** or **Classification** column. Each of its options becomes a lane. A table without one can get a new single select column straight from the board (see [Change the stacking field](https://docs.quanty.ai/guides/kanban#change-the-stacking-field)). ## Create a board 1. In the project rail, click **Add view** under the table, then **Kanban**. The **New Kanban board** dialog opens: "A Kanban view of one table's rows, stacked into lanes by a select column." 2. Fill in the fields below and click **Create Kanban board**. ![The New Kanban board dialog: Name, Stack by with the columns Status, Typ, Priorytet and Etykiety, Create a new Single select field, Hide empty stacks, and the locked key prefix ZAD of a table that already has keys](https://docs.quanty.ai/screens/en/light/kanban-create.webp) _The New Kanban board dialog, opened under a table that already has keys._ | Field | What it means | Example | | --- | --- | --- | | **Name** | The board's name in the rail ("e.g. Deals pipeline"). Leave it empty and Quanty names it after the table and the column. | Tablica zleceń | | **Source table** | Shown when you create a board from the project's Kanban list rather than under a table: the table whose rows become cards. Only tables of this project are offered. | Zlecenia transportowe | | **Stack by** | "A single-select, multi-select or classification column. Each option becomes a lane." Pick one from the list. | Status | | **Create a new Single select field** | Adds a new single select column to the table and stacks the board by it. | Etap | | **Hide empty stacks** | Hides lanes without cards from the start. | Off | | **Key prefix** | When the table has no keys yet: the letters in front of each card's number, set once. When it has keys, the prefix is shown locked: "Cards keep this table's keys: ZAD-1, ZAD-2, ZAD-3…". | ZLE | | **Track as work items (type, priority, parent, blockers)** | Shown with a new key prefix. Adds the work item columns to the table; switch it off to add only the key. | On | Creating a board is instant and uses no AI: the column's options simply become the lanes. A board stacked by a **Multi select** column is created without work tracking, because a card that sits in two lanes has no single status. The key prefix and work tracking are explained in [Work items](https://docs.quanty.ai/guides/work-items#turn-work-tracking-on). ## The board header | Control | What it does | | --- | --- | | Board name | Click it to rename the board (**Rename Kanban board**). The pin next to it adds the board to your shortcuts. | | Presence dot and **Undo** | Who else has the board open, and your own recent changes to the table, which you can take back. | | **Kanban** / **Hierarchy** | The board, or the tree of work items (see [Subtasks, blockers and links](https://docs.quanty.ai/guides/work-items-links#the-hierarchy-view)). | | **Archived (3)** | Cards archived from this board, with **Restore**. Shown when there are any. | | **Track work** | Turns on keys, types, priorities and subtasks (**Track work on this board**). Hidden once the board tracks work. | | **Stacked by Status** | Opens **Choose a stacking field**. | | **Customize cards** | The card title, the fields on cards and the faces. | | **Filter** | The saved filter of the board (see [Filtering a board](https://docs.quanty.ai/guides/kanban-filters#the-saved-filter)). | | **Find cards…** | Finds cards already on screen by text. **Ctrl+F** (**⌘F** on a Mac) opens it too. | | **Refresh from the table** | Reloads the cards from the table. | | Share | The share link of the board (see [Share a board](https://docs.quanty.ai/guides/kanban#share-a-board)). | Under the header, a board that tracks no work shows the banner **Track work on this board** ("Keys like KAN-12, types, priorities, initiatives with subtasks and blockers.") with **Turn on** and **Dismiss**, and every board shows the quick filters (see [Filtering a board](https://docs.quanty.ai/guides/kanban-filters#quick-filters)). ## Lanes The lanes are the options of the stacking column, in their order and colours. They follow the column every time the board loads: an option added in the grid shows up as a lane, and a lane added on the board shows up as an option in the grid. - **Uncategorized** holds the rows whose stacking cell is empty. It is always the first lane. - **Add lane** at the end of the board adds a new option to the column ("Lane name…"). A board holds up to 30 lanes. - The lane menu (**Column options**) holds **Rename column**, which renames the option in every cell that uses it, **Change color**, with 18 colours, and **Delete column**: "The option is removed from the select field. Its cards stay and move to the uncategorized column." - Drag a lane by its header to move it ("Drop between columns to reorder"). **Collapse lane** shrinks a lane to a narrow bar that still accepts cards; **Expand lane** opens it again. - A lane's colour belongs to the option, so the chips in the grid change with it. Lane order and collapsed lanes are saved on the board for everyone. ### Change the stacking field **Stacked by Status** opens **Choose a stacking field**: "Which select or classification field would you like to use for this Kanban view? Your records will be stacked based on this field." - Pick another single select, multi select or classification column, and click **Done**. - **Create a new Single select field** ("to represent each card's status, stage, or type") adds a column to the table with the options **Todo**, **In progress** and **Done**, and stacks the board by it. - **Hide empty stacks** hides the lanes without cards. The header then says, for example, "2 empty stacks hidden". ## Cards - **Drag a card** to another lane to change its value. On a board stacked by a multi select column, a card shows in every lane its values name. - **Drag within a lane** to change the order. The order is saved on the board for everyone. - **Add card** at the bottom of a lane (or **Add record** in an empty lane) creates a row with that lane's value and opens it in the record window. - **Click a card** to open its record (see [The record window](https://docs.quanty.ai/guides/kanban#the-record-window)). - **Drop files on a card** to attach them. They go into the first file field shown on the card, or else the table's first file column ("Drop to attach to “Dokumenty”"). A card without a file column is not a drop target. What a card shows: | Part | What it is | | --- | --- | | Title | The **Card title** column (by default the table's title column). | | Fields | Up to 8 fields chosen in **Customize cards**. Without a choice, the first three columns that are not the title, the stacking column or the people column. | | Faces | The people of the person column chosen under **Avatars**, as round faces in the bottom-right corner. | | Files | The names of up to 3 files and how many there are ("3 files"). | | Comments | A speech bubble with the number of comments. | | Cover | A colour band across the top, set from the card menu. | | Work items | On a board that tracks work: the key, type, priority, parent, progress of subtasks, a **Blocked by** badge, labels, a flag and the due date (see [Work items](https://docs.quanty.ai/guides/work-items#on-the-card)). | When someone else has a card open, the card says so: "Card open by Piotr Spedytor". ### Customize cards **Customize cards** decides what every card shows. ![The Customize cards dialog: Card title Zadanie, Avatars Osoba, Fields on the card with 0 of 8 shown, Show all and Hide all, the note that work tracking draws the key, type, priority, parent, labels, blockers, flag and due date, and switches for Opis, Początek and Zgłaszający](https://docs.quanty.ai/screens/en/light/kanban-customize.webp) _Customize cards on a board that tracks work._ | Setting | What it does | | --- | --- | | **Card title** | The column shown as the card's title. | | **Fields on the card** | "Switch a field on to show it on every card. Use the arrows to change the order." The count says, for example, "3 of 8 shown". **Show all** and **Hide all** switch every field at once. "Up to 8 fields fit on a card." | | **Avatars** | "The people in this field show as round faces in the bottom right corner of every card." **No avatars** hides them. A table without a person column says "Add a person field to this table to show who works on each card." | On a board that tracks work, the dialog notes: "Key, type, priority, parent, labels, blockers, flag and due date are drawn by work tracking." Those fields are not in the list and do not count towards the 8. Click **Save** to apply the changes for everyone who opens the board. ## The card menu Hover over a card and click **⋯** (**Card actions**), or right-click the card. ![The card menu of a work item card: Open work item, Move work item, Change status, Copy link, Copy key with ZAD-3, Link work item, Unlink work item, Change parent, Select cover, Edit labels, Add flag, Archive and Delete](https://docs.quanty.ai/screens/en/light/kanban-card-menu.webp) _The card menu on a board that tracks work._ | Entry | What it does | | --- | --- | | **Open work item** | Opens the record. | | **Move work item** | **Top of column**, **Move up**, **Move down**, **Bottom of column**. | | **Change status** | Moves the card to another lane without dragging. | | **Copy link** | A link that opens this record. | | **Copy key** | The key alone, for example `ZAD-3` ("Key copied"). | | **Link work item** | **Blocks…**, **Is blocked by…**, **Relates to…**, **Duplicates…**, **Is duplicated by…**, **Causes…**, **Is caused by…**, and **Unlink work item** for an existing link. | | **Change parent** | **Choose parent…** or **Remove parent**. | | **Select cover** | A colour band on top of the card; **No cover** removes it. | | **Edit labels** | Pick labels, or type a new one ("Create “Pilne”"). | | **Add flag** / **Remove flag** | A flag that makes the card stand out. | | **Archive** | Takes the card off this board only; the row stays in the table. "Card archived. Restore it from “Archived”." | | **Delete** | Deletes the card and its row: "“Cennik tras Polska - Włochy” and its row in the table will be deleted." | Entries that need a work item field are shown only on a board that tracks work; elsewhere **Turn on work tracking…** stands in for them. Viewers get only the entries that change nothing. ## The record window Clicking a card opens the record window: the row as a form, with comments and history. It is the same window the grid, the calendar and the timeline open, described in [The record window](https://docs.quanty.ai/guides/record-window). On a board: - The status button under the title is the stacking column. Changing it moves the card. - **Previous record** and **Next record** go through the cards of the board. - The window opens centered, as a side panel or full screen. As a side panel the board stays usable, so clicking the next card swaps the record. - The open record is part of the address (`?row=`), so a copied link opens the board with the card open. On a board that tracks work, the window adds the work details, subtasks and linked items (see [Subtasks, blockers and links](https://docs.quanty.ai/guides/work-items-links)). ### Comments on a card Comments are kept per row: the same thread shows on every board and view of the table. - Type `@` to mention a colleague, a document or another record; a mentioned colleague gets a notification that opens the record. - Up to 5 attachments per comment. - **Reply**, **Add reaction**, and **Edit** or delete your own comments. - **Ask a question or get a summary** answers about the thread, "Only visible to you", and uses AI credits. - "Only members can comment on this Kanban board." People who open a shared link cannot comment. ## Share a board The share button in the header publishes the board as a read-only page. 1. Click the share button. 2. Under **Who can open the link**, choose **Public** ("Anyone on the internet with the link can view") or **Organization only** ("Only signed-in members of your organization can view"). 3. Click **Create link and copy**. Visitors see the lanes and cards under the subtitle "Shared Kanban board". They cannot drag, add or comment, and cards do not open. Columns marked as Quanty Ghost are left out of the shared page (see [Quanty Ghost](https://docs.quanty.ai/guides/ghost)). **Revoke link** stops the link at once; visitors then see "This link is invalid or has been revoked." **Manage all shared links** lists every active link of the organization: presentations, dashboards and Kanban boards. ## Delete a board In the project rail, open the board's **View options** and choose **Delete view**: "Only the view is deleted. The table and its rows stay." The board's share link stops working with it. ## Boards in chat The [AI assistant](https://docs.quanty.ai/guides/ai-assistant) can list your boards, read one, create one on a table and a stacking column (the same way the dialog does: each option becomes a lane), change a board's settings, move a card to another lane and add a card. Deleting a board always waits for your confirmation. With a board open, the assistant knows which board "this board" is. On a board that tracks work, it names cards by their key, as links that open the record. ## Good to know - **A board is a view, not a copy.** Deleting a board never deletes rows. Deleting a card does. - **Lanes are the column's options.** Renaming or deleting a lane changes the column for the whole table, including other boards stacked by it. - **A card that changed meanwhile.** If someone changed a card while you dragged it, the move is refused with "This card changed in the meantime. Refresh the board and try again." - **Archive is per board.** An archived card is hidden from this board only; other boards and the grid still show the row. - **No swimlanes or WIP limits.** A board has one row of lanes and no card limits per lane. ## Related pages - [Filtering a board](https://docs.quanty.ai/guides/kanban-filters): quick filters, the saved filter and finding cards. - [Work items](https://docs.quanty.ai/guides/work-items): keys, types, priorities and statuses. - [Subtasks, blockers and links](https://docs.quanty.ai/guides/work-items-links): the hierarchy and links between cards. - [The record window](https://docs.quanty.ai/guides/record-window): one row as a form, comments and history. - [Projects, tables and views](https://docs.quanty.ai/guides/workbooks#views): the other views of a table. --- # Filtering a board > The quick filters only you see, the saved filter everyone sees, every condition and operator, date windows that move with the clock, describing a filter in words, and finding cards. Source: https://docs.quanty.ai/guides/kanban-filters A Kanban board can be narrowed in three ways, and they differ in who sees the result. The **quick filters** above the lanes are yours alone and stay on your device. The **Filter** in the header is saved on the board, so everyone who opens it sees the same cards. **Find cards** looks for text on the cards already on screen. ## Before you start - Everyone who can open the board can use the quick filters and **Find cards**. - Changing the saved filter needs edit rights on the table (members and admins). Viewers see the saved filter at work but cannot change it. - **Describe what you want to see** uses AI and is available when your organization can spend AI credits (see [Billing and credits](https://docs.quanty.ai/guides/billing)). Without it, the row is shown disabled and explains why when you point at it. ## Quick filters The bar under the board header: "Only you see these quick filters; they stay on this device." ![A board that tracks work items: the faces of three people, Only my items, Recently updated, Type, Priority, Labels, Blocked, Flagged, Overdue and Due soon above the lanes Do zrobienia, W toku and Gotowe](https://docs.quanty.ai/screens/en/light/kanban-work-items.webp) _The quick filters on a board that tracks work._ | Filter | Shows | | --- | --- | | Faces | Click a person's face to see only the cards assigned to them ("Show items assigned to Piotr Spedytor"). **More people** lists the rest. | | **Only my items** | The cards assigned to you. | | **Recently updated** | "Changed in the last 7 days". | | **Type** | Cards of the picked types (boards that track work). | | **Priority** | Cards of the picked priorities (boards that track work). | | **Labels** | Cards with the picked labels (boards that track work). | | **Blocked** | Cards waiting for another card that is not done. | | **Flagged** | Cards with a flag. | | **Overdue** | Cards whose due date has passed and that are not done. A finished card is never overdue. | | **Due soon** | "Due in the next 7 days, not done". | The faces come from the board's person column (the one chosen under **Avatars** in **Customize cards**). Quick filters work together: picking **Flagged** and **Due soon** shows the cards that are both. **Clear** resets the bar. While filters hide cards, the board says how many, for example "4 cards hidden by filters", with **Clear filters** next to it. ## The saved filter **Filter** in the header opens the conditions saved on the board: "Saved on the board: everyone who opens it sees these conditions." ![The Filter panel of a board: Where Priorytet is any of Wysoki and Najwyższy, and Termin is within the next 30 days, with Add condition, Add condition group and the Describe what you want to see row](https://docs.quanty.ai/screens/en/light/kanban-filter.webp) _A saved filter with two conditions._ 1. Click **Filter**. An empty filter says "No filter conditions are applied". 2. Click **Add condition**. Each condition reads **Where**, a field, an operator and a value. 3. Pick the field, the operator and the value. The cards change as you edit; there is no Save button. 4. Add more conditions, joined with **and** or **or**, or **Add condition group** for a group with its own **and** / **or**. 5. **Clear all** removes every condition. The foot of the panel counts what is left, for example "3 of 10 cards match", and the number next to **Filter** in the header shows how many conditions are set. A condition still missing its value stays in the panel but filters nothing. A condition on a column that was deleted shows "This field no longer exists". The saved filter runs on the server over the whole row, so it can use any column of the table, not only the fields shown on cards. ### Operators by field type | Field type | Operators | | --- | --- | | Text, long text, e-mail, URL | **contains**, **does not contain**, **is**, **is not**, **is empty**, **is not empty** | | Number | `=`, `≠`, `<`, `≤`, `>`, `≥`, **is empty**, **is not empty**. Formatted numbers count as numbers, so "1 200,50 zł" compares as 1200.50. | | Single select, classification, status, type, priority | **is**, **is not**, **is any of**, **is none of**, **is empty**, **is not empty**. The options show as chips with their colours and icons. | | Multi select, labels | **has any of**, **has all of**, **has none of**, **is empty**, **is not empty** | | Person | **is**, **is not**, **is any of**, **is none of**, **contains**, **is empty**, **is not empty**, picked from the people of the table. | | Checkbox, flag | **is checked**, **is not checked** | | Date | **is**, **is within**, **is not**, **is before**, **is after**, **is on or before**, **is on or after**, **is empty**, **is not empty** | | Files and other fields | **is not empty**, **is empty** | ### Dates that move with the clock A date condition compares with **today**, **tomorrow**, **yesterday**, an **exact date** ("Pick a date") or a number of **days from today** ("in 3 days", "3 days ago"). Because the comparison happens when the board is opened, a filter saved on Monday as "due before today" still means overdue on Friday. **is within** takes a window: **today**, **tomorrow**, **yesterday**, **this week**, **last week**, **next week**, **this month**, **last month**, **next month**, **the past 7 days**, **the next 7 days**, **the past 30 days**, **the next 30 days**, or **Custom number of days** (**Past** or **Next**, up to 365 days). ### Describe the filter in words At the top of the panel, type into **Describe what you want to see** and press Enter (or click the arrow, **Build filter**), for example "high priority work due this month that is not done". The description can be up to 1,000 characters. Quanty turns it into ordinary conditions on the board's real columns. They appear in the panel and apply like conditions you added by hand, so check them, change them or remove them. If the description cannot be turned into conditions, the panel says "Couldn't turn that into a filter. Try describing it differently." > **The AI filter only proposes conditions** > > Describing a filter never moves cards, changes lanes or builds a board. It > only fills the filter panel, where you see every condition it chose. ## Find cards **Find cards…** (the magnifier, or **Ctrl+F** / **⌘F**) looks for text on the cards already loaded: titles and the fields shown on cards. It does not ask the server and changes nothing for anyone else. Press **Escape** to close it. ## Which filter to use | You want to | Use | | --- | --- | | See your own cards for a moment | **Only my items** or your face | | Hand a colleague a board that shows only this quarter's open work | The saved **Filter** | | Find one card by its name | **Find cards…** | | See overdue work across the whole team | **Overdue** (quick) or a saved date condition | ## Good to know - **The saved filter is shared.** Changing it changes the board for everyone. To look at the board differently for yourself, use the quick filters. - **Quick filters stay on the device.** On another computer or browser you start with an empty bar. - **Limits.** A saved filter holds at most 20 conditions ("A filter holds at most 20 conditions"), flat or in one level of groups. A list of values holds up to 50 values. - **The hierarchy ignores filters.** **Hierarchy** shows every work item of the table, because the tree is the whole plan. - **Shared links show the saved filter.** A shared board shows the cards that match the saved filter, without the filter controls. ## Related pages - [Kanban boards](https://docs.quanty.ai/guides/kanban): lanes, cards and the card menu. - [Work items](https://docs.quanty.ai/guides/work-items): the types, priorities, labels and due dates the quick filters read. - [The grid](https://docs.quanty.ai/guides/grid): filtering the table itself, saved for you. --- # Work items > Turn the rows of any table into work items: keys like ZAD-12, types, priorities, statuses, labels, flags, dates and people, shared by the board, the grid and the record. Source: https://docs.quanty.ai/guides/work-items **Work items** turn the rows of an ordinary table into tracked work. Each row gets a key such as `ZAD-12`, a type, a priority, a status, people and dates, and it can sit under a parent and wait for other rows that block it. Every one of these is a normal column of the table, so the [Kanban board](https://docs.quanty.ai/guides/kanban), the grid and the record window all show the same values. The words are general on purpose: an **Initiative**, a **Request**, a **Task**, an **Issue** and a **Subtask** read the same to a transport company, a clinic or an accounting office. ![A board of work items: cards with keys ZAD-1 to ZAD-10, type icons, priorities, parent chips, labels, due dates, a Blocked by ZAD-8 badge, progress bars of initiatives and the faces of the assigned people](https://docs.quanty.ai/screens/en/light/kanban-work-items.webp) _The Zadania zespołu board with work tracking on._ This page covers turning work tracking on and every field it adds. Subtasks, the hierarchy, blockers and links between items are on [Subtasks, blockers and links](https://docs.quanty.ai/guides/work-items-links). ## Before you start - Work items are part of every plan and work on any table. - Turning tracking on adds columns to the table, so it needs edit rights on the table (members and admins). - The status of a work item is a single select or classification column. A board stacked by a multi select column cannot track work: "Stack the board by a single-select field first (Stacked by)." ## Turn work tracking on There are three ways in, and all three do the same to the table. | Where | How | | --- | --- | | A new board | In **New Kanban board**, when the table has no keys yet, fill in **Key prefix** and keep **Track as work items (type, priority, parent, blockers)** on. Switch it off to add only the key; the other fields can follow later from the board. | | An existing board | Click **Track work** in the header, or **Turn on** in the **Track work on this board** banner. | | The grid | In the table's menu, choose **Track work items**. Once the table tracks work, the same entry reads **Work item columns** and adds whatever is still missing. | ![The Track work on this board dialog over the Zlecenia transportowe board: Key prefix ZT with Cards will be numbered ZT-1, ZT-2, ZT-3, the Fields with Status taken from the board, Key, Type, Priority, Parent, Blocked by, Labels, Flagged, Description, Due date and Assignee ticked, Start date and Reporter unticked, and the Type and Priority options with their icons](https://docs.quanty.ai/screens/en/light/work-items-setup.webp) _Track work on this board._ The dialog **Track work on this board**: "Every card becomes a work item with a key, a type, a priority and a place in the hierarchy. The fields are added to the table, so the grid and the record show them too." 1. Check the **Key prefix**. The dialog suggests one from the table's name and shows the numbering, for example "Cards will be numbered ZT-1, ZT-2, ZT-3... Set once - it cannot be changed later." 2. Under **Fields** ("Each one is a column on the table. Uncheck what you do not need."), untick what you do not need. **Start date** and **Reporter** start unticked. The board's stacking column becomes the status ("Status: “Status”"). 3. Under **Type** and **Priority**, the dialog shows the options it adds, with their icons. 4. Click **Turn on**. "Work tracking is on". Columns that already fit are reused rather than added a second time: "Columns that already fit (a matching name and type, the people column, the only long text) are reused, not duplicated." A field the table already has is marked **exists**. Existing rows get their keys at once. Turning tracking on is one step in the table's **Undo** history. ## The key prefix The prefix is 2 to 10 capital letters or digits and starts with a letter ("2-10 letters or digits, starting with a letter"). Quanty suggests one from the table's name: the first letters of each word of a name of several words, otherwise the start of the word. Names that say nothing, such as "Table 1", are skipped in favour of the project's or the board's name. Each new row takes the next number. A number is given once and never reused, even when its row is deleted. > **The prefix is set once** > > "Set once - it cannot be changed later." Keys end up in messages, comments > and documents, and a new prefix would leave all of them pointing nowhere. > Afterwards the dialogs and the column settings show the prefix read-only: > "Set when the table started tracking work. It stays, so keys already shared > keep working." ## The fields Each field is one column of the table, and a table has at most one column per field. | Field | Column type | What it holds | | --- | --- | --- | | **Key** | Autonumber with the prefix | `ZAD-12`, shown on cards, in the grid, in links and in exports. | | **Type** | Single select | **Initiative**, **Request**, **Task**, **Issue** or **Subtask**, each with its own icon. | | **Priority** | Single select | **Highest**, **High**, **Medium**, **Low**, **Lowest**. | | **Status** | Single select or classification | The column the board is stacked by. New tables get **To Do**, **In Progress** and **Done**. | | **Parent** | Link to a row of the same table | The item this one belongs to. | | **Blocked by** | Links to rows of the same table | The items that have to be done first. | | **Relates to**, **Duplicates**, **Causes** | Links to rows of the same table | Other links between items. Each column is added the first time someone uses that kind of link. | | **Labels** | Multi select | Free tags. Type a new one in the picker to create it. | | **Flagged** | Checkbox | A flag that makes the card stand out. | | **Description** | Long text | Markdown, edited in the record window ("Describe the work. Markdown works."). | | **Start date**, **Due date** | Date | The due date drives **Overdue** and **Due soon**. | | **Assignee** | Person | Who does the work. The board shows their face. | | **Reporter** | Created by | Filled in by itself with the person who added the row. | New columns are named in your interface language. In the grid, a column that plays one of these parts carries a badge such as "Work item: Priority". ### Types and priorities | Type | Icon colour | Typical use | | --- | --- | --- | | **Initiative** | Purple | A larger goal with items under it. | | **Request** | Green | Something someone asked for. | | **Task** | Blue | A piece of work. | | **Issue** | Red | Something that went wrong. | | **Subtask** | Cyan | A step of a bigger item. | | Priority | Colour | | --- | --- | | **Highest** | Red | | **High** | Orange | | **Medium** | Amber | | **Low** | Blue | | **Lowest** | Cyan | The option labels are your table's data: rename them freely. The icon stays with the option, so a type column that says "Reklamacja" instead of "Issue" still draws the issue icon. An existing select whose options read like types or priorities, in English, Polish or German, is recognised when tracking is turned on. When you create a single select column yourself, its settings offer **Start from**: **Priority** or **Work type** fills in the options with their icons and colours and makes the column the table's priority or type ("Adds the options with their icons and colours, and makes this column the table's Priority."). If the table has one already, the preset says "This table already has a Priority column." ### Status and done The status labels belong to your table, so Quanty never crosses a card out. It only needs to know which options mean finished: an option that reads as done (Done, Gotowe, Zrobione, Erledigt, Fertig, Closed, Resolved, Completed and similar), otherwise the last option of the column. That decides: - the progress of a parent ("2 of 5 done"); - whether a blocked item is ready ("Ready to start. Every blocker is done."); - which items can be **Overdue** (a finished item never is). ## On the card A board that tracks work draws these on every card, outside the 8 fields you choose in **Customize cards**: | Part | Example | | --- | --- | | Type icon and key | the task icon and `ZAD-3` | | Priority | an arrow in the priority's colour ("Priority: High") | | Parent | a chip with the parent's key and title | | Progress | a bar with "1/3" on an item with children | | Blocked | "Blocked by ZAD-8", or "Blocked by 2 items" | | Labels | coloured chips | | Flag | a flag, and the card turns amber | | Due date | "Due 12 Nov 2026", or "Overdue since 3 Nov 2026" in red | | Assignee | the face of the person | | Comments | the number of comments | The priority on a card is a button: click it to **Set priority** without opening the record. ## In the grid ![The Zadania zespołu table in the grid: the columns Zadanie, Status, Typ with icons for Inicjatywa, Zadanie, Problem, Podzadanie and Zgłoszenie, Priorytet with arrows, Termin and Etykiety, ten rows](https://docs.quanty.ai/screens/en/light/work-items-table.webp) _The same work items in the grid: the type and priority options carry their icons._ - Every field is an ordinary column: sort, filter and hide it as any other (see [The grid](https://docs.quanty.ai/guides/grid)). - A table with a parent column gets a **Hierarchy** button: "Show rows under their parent items". Each parent row then has **Show sub-items** / **Hide sub-items**. - In the settings of a key column, **Key prefix** ("e.g. KAN") reads "Rows read as KAN-12. Leave empty for plain numbers." Once set, it is fixed: "Set when the table started tracking work. It cannot be changed, so keys already shared keep pointing to the right row." ## Good to know - **Turning it on twice is safe.** Turning tracking on again only adds what is missing. - **Nothing is hidden from the table.** Every field is a column; deleting one removes that part of tracking, and the other parts keep working. - **Keys travel.** A link to a work item pasted in Chat, a comment or a document shows as a chip with its key, title and status (see [Subtasks, blockers and links](https://docs.quanty.ai/guides/work-items-links#links-to-work-items)). - **No Jira words.** The types are Initiative, Request, Task, Issue and Subtask. ## Related pages - [Subtasks, blockers and links](https://docs.quanty.ai/guides/work-items-links): parents, the hierarchy view, blockers and links. - [Kanban boards](https://docs.quanty.ai/guides/kanban): the board the work items move on. - [Filtering a board](https://docs.quanty.ai/guides/kanban-filters): Type, Priority, Labels, Blocked, Flagged, Overdue and Due soon. - [Column types](https://docs.quanty.ai/guides/column-types): the columns the fields are made of. --- # Subtasks, blockers and links > Parents and subtasks, the hierarchy view, blockers and the other links between work items, the work details in the record window, and the link chips that show an item wherever its link is pasted. Source: https://docs.quanty.ai/guides/work-items-links Work items can hang together: a Subtask belongs to a Task, Tasks and Requests belong to an Initiative, and an item can wait for another one to be done first. These connections are links between rows of the same table, stored in the table's **Parent**, **Blocked by**, **Relates to**, **Duplicates** and **Causes** columns, so the board, the grid and the record window always agree. ## Before you start - The table tracks work items (see [Work items](https://docs.quanty.ai/guides/work-items#turn-work-tracking-on)). - Adding subtasks and links changes the table, so it needs edit rights (members and admins). Viewers see the hierarchy and the links. ## Parents and subtasks A row has at most one parent. Initiatives usually sit at the top, Requests, Tasks and Issues under them, and Subtasks at the bottom. A parent that would point at the row itself, or at one of its own descendants, is refused. | What you want | How | | --- | --- | | Put an item under another | Card menu **Change parent**, **Choose parent…**; or **Add parent** in the record window ("Search for a parent"). | | Take it out again | Card menu **Change parent**, **Remove parent**; or **Remove parent** in the record window. | | Add a subtask | In the record window, **Add**, **Add subtask** (or the **Subtasks** section), type "What needs to be done?" and click **Create**. The new row is linked to this one. | | Add a child in the tree | In **Hierarchy**, **Add child item** (**Child**) on a row: "What needs to be done? Enter to add". | | Go to the parent | **Open parent** in the record window, or the parent chip on the card. | A card with children shows its progress, for example a bar with "1/3". An Initiative counts everything underneath it; any other item counts its direct children. What counts as done is described in [Status and done](https://docs.quanty.ai/guides/work-items#status-and-done). ## The record window of a work item Opening a work item shows the usual record window (see [The record window](https://docs.quanty.ai/guides/record-window)) with the work details next to the fields. ![The record window of ZAD-5, an Issue under ZAD-1 Wdrożenie nowego klienta Baltic Foods: the path ZAD-1 / ZAD-5 at the top, the description, Activity with two comments, and on the right the status Do zrobienia, Details with Osoba, Priorytet Najwyższy, Typ Problem, Nadrzędne ZAD-1, Termin, Początek, Etykiety and Flaga, then Subtasks and Linked work items](https://docs.quanty.ai/screens/en/light/work-items-record.webp) _The record window of a work item: the path to its parent, the work details and the subtasks._ | Part | What it holds | | --- | --- | | Header | The type icon and key with **Copy key**, **Change type**, and **Add** with **Add subtask**, **Link work item** and **Attach file**. The path above the title (**Record path**) shows the parent. | | **Description** | Markdown text: **Edit description**, "Ctrl+Enter to save". | | **Subtasks** | The children with their status, "2 of 5 done", and **Create** for a new one. | | **Linked work items** | Blockers and other links, with the blocked or ready banner. | | Status | The status button: change it to move the card. | | **Details** | Assignee (**Unassigned**), priority, type, parent, **Add start date**, **Add due date**, labels, flag and reporter; **More fields** for the rest. | | Dates | When the row was created and last changed, for example "Created 31 October 2026, 14:05". | ### Order the subtasks Drag a subtask by its grip to change the order ("Drag to reorder"). The order is saved as the rows' own positions, so the grid, the hierarchy and the board show the same order. From the keyboard: "To reorder, press Space or Enter on the handle, move with the arrow keys, press Space or Enter to drop or Escape to cancel." ## The hierarchy view On a board that tracks work, **View** switches between **Kanban** and **Hierarchy**. The hierarchy shows every work item of the table as a tree. ![The Hierarchy view: 10 work items, Expand all and Collapse all, and the columns Work item, Status, Prio, Assignee and Progress, with ZAD-1 and ZAD-6 opened to show their subtasks and a Blocked by ZAD-8 note](https://docs.quanty.ai/screens/en/light/work-items-hierarchy.webp) _The hierarchy of the Zadania zespołu board._ | Column | What it shows | | --- | --- | | **Work item** | Type icon, key and title, indented under the parent. A blocked item says "Blocked by ZAD-8". | | **Status** | The status chip in its colour. | | **Prio** | The priority arrow. | | **Assignee** | The face of the person. | | **Progress** | The progress bar of items with children ("1/3"). | - **Expand all** and **Collapse all** open and close the tree; the arrow on a row opens one branch. - Click a row to open its record. - The hierarchy ignores the board's filters: the tree is the whole plan. - It shows up to 5,000 items ("Showing the first 5000"). - A board without work tracking says "Turn on work tracking to see initiatives, tasks and subtasks as a tree." In the grid, the **Hierarchy** button does the same for the table: "Show rows under their parent items". ## Blockers **Blocked by** records the order work has to happen in. An item is blocked while any of its blockers is not done. - Add a blocker from the card menu: **Link work item**, **Is blocked by…** ("This item is blocked by…"), or the other way round with **Blocks…** ("This item blocks…"). - Or in the record window: **Linked work items**, **Add linked work item**, pick the **Relation type** and the item ("Search work items"). Adding "blocks" writes the other item's **Blocked by** column, so the link always lives on the blocked side and the two items can never disagree. The record window reads it both ways: what this item **is blocked by** and what it **blocks**. | Where | What you see | | --- | --- | | Record window | "Blocked. Open blockers: 2", or "Ready to start. Every blocker is done." | | Card | "Blocked by ZAD-8", or "Blocked by 2 items" | | Hierarchy | The blocker next to the title, and **Waiting for** | | Quick filters | **Blocked** shows only blocked cards | ## Other links Besides blocking, items can be linked in three more ways: | Relation | Read on the item | Read on the other item | | --- | --- | --- | | **Relates to** | relates to | relates to | | **Duplicates** | duplicates | is duplicated by | | **Causes** | causes | is caused by | Each relation has its own column (**Relates to**, **Duplicates**, **Causes**), added to the table the first time someone uses it. **Unlink work item** in the card menu ("Unlink: blocks ZAD-3"), or **Remove link** in the record window, takes a link away. ## Links to work items A link to a row of a work-tracked table shows as a chip: the type icon, "ZAD-3: Cennik tras Polska - Włochy" and a status chip in the status option's colour. You get such a link from **Copy link** in the card menu, **Copy record URL** in the record window, or by typing `@` in a comment and picking from **Tasks and records**. The chip looks the same wherever it is pasted: in Chat messages, AI answers, comments, documents, notifications and cells. The title is read for the person looking at it, at the moment they look. Someone who cannot open the row sees "Unavailable link" ("You don't have access to this, or it was deleted."), which names nothing. Hovering shows a preview; a click opens the record over the page you are on ("Click to open the record"). ## Good to know - **One parent, many children.** An item has at most one parent; a parent can have any number of children. - **Statuses stay separate.** Moving a parent to another lane does not move its children; only the parent's progress follows them. - **Links stay inside the table.** Parent, blocker and other links point at rows of the same table. - **Hover for details.** Pointing at a blocked badge lists what the item is **Waiting for**. ## Related pages - [Work items](https://docs.quanty.ai/guides/work-items): turning tracking on and every field. - [Kanban boards](https://docs.quanty.ai/guides/kanban): the card menu and the board. - [The record window](https://docs.quanty.ai/guides/record-window): fields, comments and history. - [Chat](https://docs.quanty.ai/guides/chat): link chips in messages. --- # Calendar view > Put the rows of a table on a calendar by a date column: creating the view, Day, Week, Month and Agenda, moving events by dragging, rows without a date, view settings and sharing. Source: https://docs.quanty.ai/guides/calendar A **Calendar** view places the rows of a table on a calendar by one of its date columns: "Place this table's rows on a calendar by one of its date columns." With an end date column, a row becomes an event over several days, for example an order from loading to unloading. Dragging an event to another day writes the new date into the table. ![The Kalendarz załadunków calendar view: a month of transport orders placed from their loading date to their unloading date, coloured by status, with Day, Week, Month and Agenda, Today and the arrows](https://docs.quanty.ai/screens/en/light/calendar.webp) _A calendar of transport orders by loading and unloading date._ ## Before you start - Calendar views are part of every plan. - The table needs a **Date** column. A table without one says "This table has no date column yet. Add one to the table first." - Viewers see the calendar and open records. Moving events and changing the view settings need edit rights on the table. ## Create a calendar 1. In the project rail, click **Add view** under the table, then **Calendar**. 2. Fill in **New calendar** and click **Create view**. | Field | What it means | Example | | --- | --- | --- | | **Name** | The view's name in the rail. "Optional". | Kalendarz załadunków | | **Source table** | The table, when you create the view outside a table. | Zlecenia transportowe | | **Date column** | Where each row starts. Only date columns are offered. | Załadunek | | **End date column (optional)** | Where each row ends. **No end date** makes every row a single day. | Rozładunek | | **Label events with** | The text on each event. **Automatic**: "the table's first text column." | Zlecenie | | **Colour by** | A select column whose option colours paint the events: "Colours come from this column's options, the same palette the grid and the kanban use." **No colour** keeps one colour. | Status | **Label events with** and **Colour by** sit under **More options**. ## The calendar The header holds the view's name (click it to rename), the pin for your shortcuts, **Undo** for your recent changes to the table, **Previous**, **Today**, **Next**, the modes, **View settings** and the share button. | Mode | What it shows | | --- | --- | | **Month** | The default: whole weeks of the month. A day with more events than fit shows "+3". Events over several days run across the days as one bar. | | **Week** | Seven days with an **All day** row and the hours. Events with a time sit at their hour; **Multi-day** events run along the top. A line marks the **Current time**. | | **Day** | One day, the same way as the week. | | **Agenda** | A list of the month's events, day by day. "Nothing scheduled in this period." when it is empty. | Weeks start on Monday. **Previous** and **Next** step by the unit on screen: a day, a week or a month. Click a day's number (**Open this day**) to open that day in **Day**. When the period on screen is empty, the calendar points to the nearest row: "Nothing here. The nearest row is later, on 14.11.2026." with **Show it**. ## Work with events - **Open a record.** Click an event. The record window opens with every field, comments and history (see [The record window](https://docs.quanty.ai/guides/record-window)). Right-click an event for **Open record** and **Copy link to record**. - **Move an event.** Drag it to another day. The row's date changes in the table. With an end date column the end moves too, so the event keeps its length; a drop on the same day changes nothing. - **Take it back.** **Undo** in the header (or **Ctrl+Z**) reverses your last moves. Moving is a normal edit of the table: the grid and every other view show the new date at once, and the record's **History** shows the change. ## The footer The footer counts what the calendar could and could not place: | Count | Meaning | | --- | --- | | "24 scheduled" | Rows with a readable date. | | "3 with no date yet" | Rows whose date cell is empty. | | "1 with an unreadable date" | Rows whose date cell holds something that is not a date. | | "5 hidden by the filter" | Rows left out by the view's filter. | Rows without a date are not lost: fill in their date in the grid or the record and they appear. ## View settings **View settings** (the sliders next to the share button) change the columns the view reads: "The source table stays the same. Change the columns the view reads dates, titles and colours from." The fields are the same as when creating it. Click **Save**: "View settings saved". If the date column is deleted or changes type, the calendar says "The date column this view is built on was deleted or changed to another type. Pick a date column to see the rows again." and keeps its other settings. ## Share a calendar The share button publishes the calendar as a read-only page, **Public** or **Organization only**, the same way as a board (see [Kanban boards](https://docs.quanty.ai/guides/kanban#share-a-board)). Visitors see the month view and can page through the months with the arrows, but cannot move events or open records. Quanty Ghost columns are left out of the shared page. A colleague outside the project can also get this one view through **Share / Access** in the view's menu in the rail (see [Projects, tables and views](https://docs.quanty.ai/guides/workbooks#views)). ## Good to know - **One table, many calendars.** Each calendar is a view with its own name; make one per date column you plan by (loading, unloading, invoice due). - **Deleting the view keeps the rows.** "Only the view is deleted. The table and its rows stay." - **Dates come from the table.** A date typed in another format is read when it can be; otherwise it is counted as unreadable. ## Related pages - [Timeline view](https://docs.quanty.ai/guides/timeline): the same rows as bars on a time axis. - [The record window](https://docs.quanty.ai/guides/record-window): what opens when you click an event. - [Projects, tables and views](https://docs.quanty.ai/guides/workbooks#views): every kind of view and sharing one view. - [Column types](https://docs.quanty.ai/guides/column-types): date columns. --- # Timeline view > Lay the rows of a table out as bars on a time axis: start and end dates, grouping into rows, zoom from a week to a year, moving bars by dragging, view settings and sharing. Source: https://docs.quanty.ai/guides/timeline A **Timeline** view lays the rows of a table out as bars on a time axis: "Lay this table's rows out on a time axis by their start date. An end date is optional." Each bar runs from the row's start date to its end date, and the bars can be grouped into rows by a select column, for example one row per forwarder. It suits plans: routes, projects, rentals, staff on assignments. ![The Harmonogram tras timeline view: transport orders as bars from their loading to their unloading date, grouped into rows by forwarder, with Today, the zoom buttons Fit, Week, Month, Quarter and Year, and the date axis](https://docs.quanty.ai/screens/en/light/timeline.webp) _A timeline of routes grouped by forwarder._ ## Before you start - Timeline views are part of every plan. - The table needs a **Date** column for the start. "No rows have a start date yet." shows until at least one row has one. - Viewers see the timeline and open records. Moving bars and changing settings need edit rights on the table. ## Create a timeline 1. In the project rail, click **Add view** under the table, then **Timeline**. 2. Fill in **New timeline** and click **Create view**. | Field | What it means | Example | | --- | --- | --- | | **Name** | The view's name in the rail. "Optional". | Harmonogram tras | | **Source table** | The table, when you create the view outside a table. | Zlecenia transportowe | | **Start date column** | Where each bar starts. | Załadunek | | **End date column (optional)** | Where each bar ends. "Without an end date every row is a single day on the axis." | Rozładunek | | **Label events with** | The text on each bar. **Automatic**: "the table's first text column." | Zlecenie | | **Group into rows by** | A select column: one row of the timeline per option. **No grouping** puts every bar in one list. | Spedytor | **Label events with** and **Group into rows by** sit under **More options**. ## The timeline | Control | What it does | | --- | --- | | **Today** | Scrolls back to today. | | **Fit** | "Put the whole plan on screen at once". | | **Week** | "One week across the screen". | | **Month** | "One month across the screen". | | **Quarter** | "Three months across the screen". | | **Year** | "A year across the screen". | | **Undo** | Your recent changes to the table (**Ctrl+Z** too). | | **View settings** | The columns the view reads. | | Share | The read-only link (see [Share a timeline](https://docs.quanty.ai/guides/timeline#share-a-timeline)). | When an editor picks a zoom, it is saved on the view, so the next person opens the timeline the same way; a Viewer's zoom lasts only for their visit. When you scroll away from the bars, an arrow points back: "Your rows are back this way" or "Your rows are further along". With grouping, each option of the grouping column is a row with its name on the left; rows whose cell is empty gather under **Uncategorized**, and an option without bars says "Nothing here yet". ## Work with bars - **Open a record.** Click a bar to open the record window (see [The record window](https://docs.quanty.ai/guides/record-window)). - **Move a bar.** Drag it sideways. The move snaps to whole days. With an end date column, both dates move by the same number of days, so the bar keeps its length; without one, only the start moves. - **Take it back.** **Undo** reverses your last moves. A bar whose end date is before its start date is marked: "The end date is before the start date". Fix the dates in the record or the grid. ## The footer Like the calendar, the footer counts what the timeline could place: "24 scheduled", "3 with no date yet", "1 with an unreadable date", and "5 hidden by the filter". ## View settings **View settings** change the start, end, label and grouping columns: "The source table stays the same. Change the columns the view reads dates, titles and colours from." Click **Save**. ## Share a timeline The share button publishes the timeline as a read-only page, **Public** or **Organization only** (see [Kanban boards](https://docs.quanty.ai/guides/kanban#share-a-board) for how links work). Visitors see the bars and the axis but cannot move bars or open records. Quanty Ghost columns are left out. ## Good to know - **A drag reschedules, it does not stretch.** To make a bar longer, change its end date in the record or the grid. - **Several timelines per table.** One by forwarder, one by vehicle: each is its own view. - **Deleting the view keeps the rows.** ## Related pages - [Calendar view](https://docs.quanty.ai/guides/calendar): the same rows by day, week and month. - [The record window](https://docs.quanty.ai/guides/record-window): what opens when you click a bar. - [Projects, tables and views](https://docs.quanty.ai/guides/workbooks#views): every kind of view. --- # Document view > Pages of text next to a table: the page tree, writing with / and @, tables and embeds, comments, live editing with colleagues, page history, styles, Write with AI, export and read-only sharing. Source: https://docs.quanty.ai/guides/document A **Document** view keeps pages of text next to a table: procedures, notes, onboarding guides, a wiki. "A document is made of pages. Add the first one and start writing." Pages nest into subpages, link to the table's records, and can show live rows of any table. Several people can write on the same page at once and see each other's cursor. ![A Document view named Wdrożenie klienta: the Pages tree with Procedura wdrożenia klienta and its subpages Dokumenty od klienta and Pierwsze zlecenie, and the open page with its icon, title, subtitle, a numbered list of steps and a bulleted list](https://docs.quanty.ai/screens/en/light/document-page.webp) _A document with a page tree and a written page._ ## Before you start - Document views are part of every plan. A document belongs to a table and lives under it in the project rail. - Writing needs edit rights on the table (members and admins). Viewers read the pages and their comments: "Your role is read-only, so you can read comments but not add them." - **Write with AI** uses AI credits and is available when your organization can spend them. ## Create a document In the project rail, click **Add view** under the table, then **Document**. The new document opens empty with **Start writing**, **Blank wiki** and **Write with AI** to begin the first page, and **Add new** with **Table**, **Columns**, **Quanty table** and **Subpage**. ## The pages The **Pages** list on the left is the document's tree. | Action | How | | --- | --- | | Add a page | **Add page**. | | Add a subpage | **Page actions** (⋯ on a page), **Add subpage**, or type `/` and pick **Subpage** on the page. Pages nest up to 6 levels. | | Move a page | Drag it in the tree. | | Find a page | **Search pages** ("Search this document") searches titles and text. | | Hide the tree | **Hide pages**; **Show pages** brings it back. | **Page actions** hold **Rename**, **Add subpage**, **Change icon**, **Duplicate**, **Copy link**, **Protect page** / **Remove protection**, **Archive** / **Restore from archive** and **Delete page**. Deleting asks first: "The page, its history and its comments are deleted. This cannot be undone." and names how many subpages go with it. An archived page is read-only ("This page is archived and read-only.") and listed under **Show archived pages** in **Document options**. **Document options** (the menu at the top) hold **Rename document**, **Mark as wiki**, **Show archived pages**, **Copy link to document** and **Copy link to this page**. A document marked as wiki shows a **Wiki** badge: "This document is marked as a source of truth". ## A page | Part | What it is | | --- | --- | | Icon and cover | **Add icon** (an emoji picker, "Search icons (in English)") and **Add cover** with ten colours, such as **Violet**, **Ocean** or **Graphite**. | | Title and subtitle | **Page title**, and **Add subtitle**. | | **Owners** | The people responsible for the page (**Add owner**), up to 10. | | **Link records** | Rows of the table this page is about, up to 50 ("Linked records: 3"). | | Last updated | "Last updated today at 14:05 by Kasia Próbna". | | **Subpages** | A list of the pages nested under this one, at its end. | ### Writing Type `/` for blocks ("Write, or type '/' for commands"): | Group | Blocks | | --- | --- | | **AI** | **Write with AI**, **Continue writing** | | **Text** | **Text**, **Heading 1** to **Heading 4**, **Quote**, **Code block** | | **Lists** | **Bulleted list**, **Numbered list**, **Checklist**, **Toggle list** | | **Callouts** | **Info callout**, **Success callout**, **Warning callout**, **Danger callout**, **Note callout** | | **Blocks** | **Divider**, **Table**, **Image** (from a link), **Button**, **Table of contents** | | **Layout** | **2 columns**, **3 columns**, **4 columns** | | **Embeds** | **Embed**, **YouTube**, **Vimeo**, **Loom**, **Figma** ("Other https links show as a card.") | | **Quanty** | **Quanty table** ("Live rows from one of your tables"), **Subpage** | Select text for the formatting bar: **Turn into**, **Bold**, **Italic**, **Underline**, **Strikethrough**, **Inline code**, **Link**, **Text color and highlight**, **Alignment**, **Comment**, **Make a subpage from the selection** and **Edit with AI**. Type `@` to mention **People**, **Pages**, **Tasks and records** and **Documents**; a record or page mention becomes a link chip. A **Quanty table** block shows live rows of a table you can open: pick the table and its page, and **Rows shown** (for example "10 rows"). It says "Showing 10 of 24 rows" and opens the table with **Open table**. ### Protecting a page **Protect page** locks the title and text: "This page is protected. Its title and text cannot be changed until the protection is removed." Only the page's owners and administrators can remove the protection. ## The tool rail The icons on the right of a page (**Document tools**): | Tool | What it does | | --- | --- | | **Comments** | Comments on the whole page or on selected text. **Reply**, **Resolve** / **Reopen**, **Edit**, **Delete**; **Show this text on the page** jumps to the quoted text. Resolved threads gather under **Resolved**. Type `@` to mention someone. | | **Page styles** | **Font** (**Sans**, **Serif**, **Mono**), **Font size**, **Page width** (**Default** or **Full width**), what the page header shows (**Cover**, **Page icon**, **Owners**, **Last updated**), **Subpages**, **Sticky outline**, **Stats**, **Mark as wiki (verified)** and **Protect this page**. | | **Outline and stats** | The headings of the page (**On this page**) and **Words**, **Characters** and **Reading time**. | | **Page history** | "A version is saved about every 10 minutes of editing. The newest 50 are kept." Open a version and **Restore this version**; the current text is saved as a version first. | | **Write with AI** | Works on **The whole page** or the selection (**Use selection**): **Write**, **Continue writing**, **Summarize page**, **Improve**, **Fix spelling**, **Shorten**, **Lengthen** and **Translate** (into ten languages). The **Result** is "Only you see this" until you choose **Insert below**, **Replace selection** or **Replace page**. | | **Export** | **This page** or **All pages**, as **Markdown**, **HTML** or **PDF** (through the print dialog), or **Copy as Markdown**. "Embedded tables and videos are exported as a link or a name, not as live content." | ![The Export panel of a document page: What to export with This page or All pages, Format with Markdown, HTML and PDF, and Copy as Markdown](https://docs.quanty.ai/screens/en/light/document-export.webp) _Exporting a page._ ## Writing together A page saves as you type ("Saving...", "Saved"). When colleagues have the same page open, the header shows them (**People on this page**) and each one's state: typing, writing, reading or idle. **Follow** someone to keep their cursor in view; typing or scrolling stops it. | Status | Meaning | | --- | --- | | **Live** | "Everyone on this page sees changes as they are typed." | | **Reconnecting** | "What you type is kept and sent as soon as the connection is back." | | **Offline** | Changes wait and are sent when you are back ("2 changes waiting to sync"). | | **Live editing paused** | "Your changes are still saved. Other people see them after a moment, not as you type." | If someone changed the page while you were not connected, Quanty keeps your text and asks: **Load the latest version** or **Overwrite with mine**. Your text is never thrown away silently; when a save cannot happen, **Copy my text** keeps it safe. ## Share a document The share button publishes the document as a read-only copy, **Public** or **Organization only**. Readers get the page tree with **Previous** and **Next**: "You are reading a shared copy. It cannot be edited from here." A **Quanty table** block shows "This table is only visible inside Quanty". A very long document shows its first 300 pages through the link. ## Good to know - **Limits.** Up to 2,000 pages per document, 6 levels of subpages, 10 owners and 50 linked records per page. - **Deleting the view deletes the document.** The table and its rows stay. - **AI writes only when asked.** **Write with AI** never changes the page until you insert or replace. ## Related pages - [Projects, tables and views](https://docs.quanty.ai/guides/workbooks#views): where documents sit next to tables. - [Subtasks, blockers and links](https://docs.quanty.ai/guides/work-items-links#links-to-work-items): record links that turn into chips. - [Billing and credits](https://docs.quanty.ai/guides/billing): what Write with AI costs. --- # Fleet map and Map view > Pin the rows of any table on a map by a latitude and a longitude column: creating the view, pins, colours and arrows, the list, search and filter, rows without coordinates, sharing, and where the TMS fleet map is described. Source: https://docs.quanty.ai/guides/map A **Map** view pins the rows of a table on a map: "Pin this table's rows on a map by a latitude and a longitude column." It works on any table with coordinates: delivery points, clients, warehouses, vehicles fed by telematics. Maps are drawn on OpenStreetMap, and every map says "© OpenStreetMap contributors". The TMS has its own live **fleet map** of every vehicle; it is described in [Positions and the fleet map](https://docs.quanty.ai/guides/telematics-positions) (see [Fleet map](https://docs.quanty.ai/guides/map#fleet-map) below). ![The right side of the Mapa punktów map view: Search rows and Filter in the toolbar, the zoom buttons of the map, and the list On the map: 8 with each point's colour, Miasto and Rodzaj](https://docs.quanty.ai/screens/en/light/map-view.webp) _The list beside the map: each delivery point in the colour of its kind._ ## Before you start - Map views are part of every plan. - The table needs two **Number** columns on the same page: one for the latitude, one for the longitude. A table without them can add them from the dialog. - Viewers see the map and open records. Creating the view and changing its settings need edit rights on the table. ## Create a map 1. In the project rail, click **Add view** under the table, then **Map**. 2. Fill in **New map** and click **Create view**. ![The New map dialog: Name (Optional), Latitude column and Longitude column picked by their names with the hint Picked by the column name. Check it before you create the map., More options, Cancel and Create view](https://docs.quanty.ai/screens/en/light/map-create.webp) _The New map dialog._ | Field | What it means | Example | | --- | --- | --- | | **Name** | The view's name in the rail. "Optional". | Mapa punktów | | **Latitude column** | A number column, from -90 to 90. | Latitude | | **Longitude column** | A number column, from -180 to 180, on the same page as the latitude. | Longitude | | **Label pins with** | The pin's title in the popup and the list. | Punkt | | **Colour pins by** | A select column: each option paints its pins in the option's colour. **One colour** keeps one colour. | Rodzaj | | **Direction in degrees (optional)** | A number column with a heading. "With a direction, each pin is an arrow pointing where the vehicle is heading." **No direction** keeps plain pins. | Kurs | | **Show on the card** | "Up to 8 fields, shown in the list and in the pin popup." | Miasto, Rodzaj | **Label pins with**, **Colour pins by**, **Direction in degrees (optional)** and **Show on the card** sit under **More options**. Columns named **Latitude** and **Longitude** (or their Polish or German names) are picked for you: "Picked by the column name. Check it before you create the map." A table without number columns for them shows "This table has no number column for a latitude or a longitude yet." with **Add Latitude and Longitude columns**, which adds both to the table. The dialog refuses two mistakes: "Latitude and longitude have to be two different columns." and "Latitude and longitude have to be on the same page of the table." ## The map | Part | What it does | | --- | --- | | Pins | One per row with readable coordinates, in the colour of its option, or an arrow when the view has a direction. | | Clusters | Pins close together join into a circle with a number: "2 pins here. Zoom in to see them." | | **Zoom in** / **Zoom out** | The + and − buttons; the mouse wheel and dragging work too. | | **Legend** | The colours and how many pins each has. | | Popup | Click a pin: its title, the card fields and **Open record**. | | **Rows on the map** | The list on the right, "On the map: 8", with the card fields. **Hide the list** / **Show the list**. Click a row to find its pin. | ### Search and filter - **Search rows** finds rows by text in the list and on the map. **Clear search** resets it. - **Filter** narrows the pins by a card field with a few repeating values (a status, a type): "Only for you: nobody else sees this filter." It shows, for example, "5 of 8". A map without such a field says "Add a field with a few repeating values (a status, a type) to the card, and you can filter the pins by it here." ### Rows without coordinates Rows that cannot be placed are counted in the footer rather than dropped silently: | Count | Meaning | | --- | --- | | "Empty coordinates: 3" | The latitude or longitude cell is empty. | | "Unreadable coordinates: 1" | The value is not a number or is out of range. | "These rows have an empty, unreadable or out-of-range latitude or longitude, so they have no place on the map. Open the table to fill them in." A map shows up to 5,000 pins. Past that: "Only the first 5000 of 6200 rows are on the map. Narrow the view with a filter to see the rest." While the tab is open, "Positions refresh every minute while this tab is open.", so a table that telematics or an automation keeps updating stays current without reloading. ## View settings **View settings** change the coordinate, label, colour, direction and card columns. If a coordinate column is deleted or changes type, the map says "The latitude or longitude column this map reads was deleted or changed type. Choose the coordinate columns again in the view settings." ## Share a map The share button publishes the map read-only, **Public** or **Organization only**. Quanty Ghost columns narrow what a shared map shows: - A ghost latitude or longitude column leaves no pins at all: the coordinates are what places a row. - A ghost label, colour or direction column drops only that part: no titles, no colours, no arrows. - A ghost card field is left out of the popup and the list. See [Quanty Ghost](https://docs.quanty.ai/guides/ghost). ## Fleet map The TMS add-on has a **fleet map** that is not a view you set up: it shows every vehicle your telematics connections report, live, with search, filters by state and connection, a vehicle's route and its assignment to a person. It is described in [Positions and the fleet map](https://docs.quanty.ai/guides/telematics-positions). A **Map** view on a Vehicles table shows the positions the telematics sync last wrote into the table's rows, so both show the same vehicles, read two ways. ## Good to know - **Coordinates, not addresses.** A map view reads latitude and longitude numbers; it does not look addresses up. - **One map per question.** Make one view coloured by status and another coloured by region; each keeps its own settings. - **Deleting the view keeps the rows.** ## Related pages - [Positions and the fleet map](https://docs.quanty.ai/guides/telematics-positions): the live map of your vehicles. - [Telematics (GPS)](https://docs.quanty.ai/guides/telematics): connecting a provider. - [Quanty Ghost](https://docs.quanty.ai/guides/ghost): what a ghost column hides from a shared map. - [Column types](https://docs.quanty.ai/guides/column-types): number columns. --- # Forms > Collect new rows from anyone with a link: creating a form, the builder, field types and file uploads, consent and text blocks, the share link, password, branding, what happens after a submission, and the limits. Source: https://docs.quanty.ai/guides/forms A **form** turns some columns of one table into fields behind a link: "Intake forms over this project's tables. Every submission adds a row to the chosen table." The person filling it in needs no Quanty account on a public form. Each submission becomes a real row in the table, so it shows in the grid, on the boards and in every other view at once. ![A public form named Zgłoś zadanie: its description, the required field Zadanie, the long text Opis, the required choice Priorytet with four options as chips, the date Termin and Submit, with the Quanty mark under the card](https://docs.quanty.ai/screens/en/light/form.webp) _The public page of a form._ ## Before you start - Forms are part of every plan. - Creating and changing forms needs edit rights on the project (members and admins). - A form adds rows to one table, chosen when the form is created. ## Create a form 1. Open the project and click **+** next to **Forms** in the project rail (or **New form** in the project's list of forms). 2. In **New form** ("Pick the table the form should add rows to. You choose and arrange the fields next."), fill in **Name** ("e.g. Lead intake") and **Target table**. 3. Click **Create form**. The builder opens with every column of the table's first page as a field; remove the ones you do not need. The target table cannot be changed later. Rename a form by clicking its name in the builder. ## The builder ![The form builder: on the left Fields with Zadanie, Opis, Priorytet and Termin ticked and Add consent; in the middle the form card with Add a cover image, Add a logo, the title, the description and the fields with Add a field description; on the right Share link with Public and Organization only, the link, Generate new link and Revoke link, Password protection, and After the form is submitted](https://docs.quanty.ai/screens/en/light/forms-builder.webp) _The form builder._ The builder has three columns: the fields on the left, the form as respondents will see it in the middle, and the link and settings on the right. The header holds **Preview** ("Preview" renders exactly what the public page shows) and **Open form** (the public page in a new tab). Everything saves as you change it. ### Fields **Fields**: "Pick the columns respondents fill in. Required fields must be answered." 1. Tick a column to add it as a field. Fields appear in the order you tick them; the unticked columns follow below in the table's order. To change the order, untick a field and tick it again. 2. Click the round marker next to a field to make it **Required** (a red asterisk on the form). 3. A form needs at least one field: "Select at least one field." The field's label is the column's name. Under each field on the card you can **Add a field description (optional)**, for example what to type or why. ### Text between fields Hover between two fields on the card and click **Text** (**Add a text block**) for a paragraph between fields, for example a note on how the data is used. Text blocks have **Move up**, **Move down** and **Remove text block**. Descriptions and text blocks take a small markup, as the hint says: `[text](https://…)` for a link and `**text**` for bold; **Esc** cancels. Links must be http, https or mailto. ### Consent **Add consent** "Adds a checkbox column to the table. The form will not submit until it is ticked." It adds a **Consent** column with the wording "I agree to the processing of my personal data for the purpose of handling this submission." Change the wording on the card, for example with a link: `I agree to the [Terms](https://…)`. Respondents see "Tick this box to submit the form." until they tick it. > **The wording is yours** > > Quanty records the tick in the row. What consent your form needs, and its > wording, is for your organization to decide. ## Field types | Column type | On the form | | --- | --- | | Text, E-mail, Phone, URL | A text box. | | Long text | A larger text box. | | Number | A number box. | | Date | A date picker. | | Single select, Classification | The options as chips; pick one. | | Multi select | The options as chips; pick several. | | Checkbox | A tick box, for example a consent. | | File | An upload box: "Drop a file here" or **Choose file**. | | AI text columns (custom prompt, summary, date extraction, entity extraction, key-value, JSON) | A text box: the respondent types the value. | Not offered: linked records, lookups, rollups, counts, autonumbers, created and modified fields, created by, ratings, images and sub-sheets. A column deleted or changed to another type later simply drops out of the form. ### File uploads A file field uploads the file as soon as it is picked ("Uploading… 45%"), before **Submit**. | Rule | Value | | --- | --- | | Accepted | Documents: PDF, DOCX, XLSX, PPTX, TXT, CSV, MD. Pictures: PNG, JPG, JPEG, WEBP, GIF, HEIC, HEIF. The field lists them: "Accepted: …". | | Size | Up to 25 MB per file ("This file is larger than the 25 MB limit."). | | Refused | Programs, scripts, archives (ZIP, RAR, 7Z…), web pages, SVG, files with macros and the old Office formats (DOC, XLS, PPT). "This file type is not accepted here." | | Name and content | The file's content must match its extension: a picture renamed to .pdf is refused. | | Per link | At most 60 uploads and 300 MB per hour. | Uploaded files are filed in **Files**, in **Forms** and a folder named after the form, and linked from the row's file cell. ## The share link **Share link**: "Anyone with the link can submit a new row." | Control | What it does | | --- | --- | | **Generate link** | Makes the first link: `/f/` and a long random code. "No link yet. Generate one to start collecting responses." | | **Public** / **Organization only** | Who can open it. An organization-only form asks visitors to sign in and checks they are members: "This form is restricted to organization members." | | Copy | "Link copied". | | **Generate new link** | "New link generated. The old one stopped working". | | **Revoke link** | "The current link stops working immediately. You can generate a new one at any time." | Switching between **Public** and **Organization only** also makes a new link, so the old one stops working the moment you switch. ### Password protection "Respondents must enter this password before seeing the form." Type at least 4 characters and click **Save password**. Respondents see "This form is password-protected" and type it in; a wrong one says "Invalid password". **Remove password** opens the form again. ### Branding - **Add a cover image**: PNG, JPEG or WebP, up to 5 MB, across the top of the page. - **Add a logo**: PNG, JPEG or WebP, up to 2 MB, at the top of the card. "The Quanty mark stays in the footer." - The form's title (up to 200 characters) and description (up to 1,000) are typed straight on the card. ## After a submission **After the form is submitted**: | Setting | What it does | Default | | --- | --- | --- | | **Confirmation message** | What respondents read, up to 500 characters. | "Thank you! Your response has been recorded." | | **Show the "Submit another response" button** | Lets the same person send another answer. | On | | **Show a new blank form after 5 seconds** | For a tablet at a reception desk. | Off | | **Redirect to a URL** | Sends respondents to your page instead ("Enter a valid http(s) URL"). | Off | | **Require an e-mail address from respondents** | Adds **Your e-mail address**, checked for its format. | Off | | **Email me at kasia@firma.pl** | An e-mail to you, the form's creator, when a submission arrives, at most one every 5 minutes per form. | Off | Quanty sends respondents no e-mail of its own; only an automation you set up can (see below). ## Where submissions land Each submission is one new row of the target table. Values are checked on the page and again on the server: required fields, select values that must be one of the column's options (matched without regard to capitals), numbers, dates and e-mails. Each value can be up to 4,000 characters. The collected e-mail address is kept with the row, not in a column. A submission adds the row and does not run the table's AI columns by itself. Run them from the grid when you are ready (see [Columns and AI](https://docs.quanty.ai/guides/columns)), or let an automation (beta) with the trigger **Form submitted** run them or send messages for each new submission (see [Triggers & automations](https://docs.quanty.ai/guides/automations)). ## Limits | Limit | Value | | --- | --- | | Fields per form | 30 | | Text blocks per form | 20 | | Field description | 2,000 characters | | Text block | 4,000 characters | | A value | 4,000 characters | | Rows in the target table | The form stops accepting submissions at 5,000 rows. | | Submissions | Limited per minute for each visitor, to stop floods. | ## Good to know - **Deleting a form.** "The form and its link stop working. Rows already submitted stay in the table." - **A table that no longer exists.** The builder says "The target table no longer exists." - **Forms are not views.** They are listed under **Forms** in the project rail, not under the table's views. - **Test it.** **Preview** shows the page without sending anything; use **Open form** and submit once to see the row arrive. ## Related pages - [The grid](https://docs.quanty.ai/guides/grid): where the submitted rows appear. - [Columns and AI](https://docs.quanty.ai/guides/columns): running AI on new rows. - [Files](https://docs.quanty.ai/guides/files): where uploaded files are filed. - [Kanban boards](https://docs.quanty.ai/guides/kanban): triage submissions on a board. --- # Dashboards > Numbers and charts over your tables: creating a dashboard by hand or with AI, the dashboard page, arranging widgets, pages, filters for readers, refreshing, sharing, editing with chat and the limits. Source: https://docs.quanty.ai/guides/dashboards A **dashboard** is a page of widgets over your tables: numbers, charts, ranked lists, text and pictures. Widgets that take their values from a table are recalculated from it, so the dashboard shows the table as it is now, not a copy from the day it was made. You build a dashboard by hand, let AI propose one, or ask the assistant in chat to change it. ![The Przegląd zleceń dashboard: the pages Operacje and Finanse, the Status filter, the KPIs Zlecenia 24, Fracht razem €40,920 and Średni fracht €1,705, a progress ring Cel miesiąca 18 of 25, a column chart of orders by status, a donut of delay risk and the panel with the widgets to add](https://docs.quanty.ai/screens/en/light/dashboard.webp) _A dashboard over the Zlecenia transportowe table._ This page covers the dashboard as a whole. Each widget and how it reads a table are on [Dashboard widgets](https://docs.quanty.ai/guides/dashboards-widgets). ## Before you start - Dashboards are part of every plan. A dashboard belongs to a project and reads its tables. - Building and changing dashboards needs edit rights (members and admins). Viewers open dashboards and can change the filter values for themselves. - **Create with AI** and **Edit with AI** use AI credits and are available when your organization can spend them. ## Where dashboards live - In a project: the **Dashboards** group of the project rail ("Dashboards generated from this table. Create new ones here or by asking the chat."). - Across the organization: **Presentations & dashboards** ("Everything generated from your tables: open, share with a public link, or delete."), with a **Dashboards** tab. ## Create a dashboard Click **+** next to **Dashboards** in the project rail, or **Create** on the project's dashboards list: | Choice | What happens | | --- | --- | | **Empty dashboard** | "Start from scratch and add widgets yourself". The editor opens with an empty page. | | **Create with AI** | "AI analyzes the table and proposes the layout". | **Create a dashboard with AI** asks "What should the dashboard show?" ("e.g. Delivery performance by carrier and month, late orders first"), which you can also leave empty: "The AI reads the data and plans the widgets. Say what the dashboard is for, or leave this empty." The dashboard is built in the background: "Dashboard queued. You can keep working". It appears in the list when it is ready, and you get a notification. The result is an ordinary dashboard: change any widget by hand afterwards. You can also ask the [AI assistant](https://docs.quanty.ai/guides/ai-assistant) for a dashboard, or type `/` in chat and pick **Generate a dashboard**. ## The dashboard page | Control | What it does | | --- | --- | | ← | Back to the list. | | Name | "Generated from Zlecenia transportowe" under it. **Rename dashboard** (the pencil) changes the name. | | **Open table** | Opens the source table. | | **Refresh data** | Recalculates every widget bound to a table: "Dashboard data refreshed from the table". | | Share | The read-only link (see [Share a dashboard](https://docs.quanty.ai/guides/dashboards#share-a-dashboard)). | | Delete | "The dashboard and its public link will be removed. The source table is not affected." | | **Save** | Saves your changes: "Dashboard saved". | | **Edit with AI** | Opens chat next to the dashboard (see [Edit with chat](https://docs.quanty.ai/guides/dashboards#edit-with-chat)). | | **Panel** | Shows or hides the panel on the right with **Add** and **Settings**. | The dashboard is always editable for people who may edit it: there is no separate edit mode. Changes wait for **Save**; leaving with unsaved changes asks "This dashboard has unsaved changes. Save them before leaving the editor?" with **Discard changes** and **Keep editing**. ## Arrange the widgets 1. Open **Add** in the panel: "Click a widget to add it, or drag it onto the dashboard." The widgets are grouped into **Charts**, **Numbers** and **Content**. 2. Click a widget to add it at the end, drag it to a place, or use the **+** between rows (**Insert a widget here**). 3. Drag a widget by its handle (**Drag to move**) to rearrange: "Drag widgets to rearrange; hover a widget to resize it or change its data". 4. Hover a widget for its tools: **Size** (**S**, a quarter of a row; **M**, half; **L**, three quarters; **Full**), **Widget settings**, **Duplicate widget** and **Delete**. 5. Click **Save**. A chart without data says "This chart has no data yet. Choose its data before saving", and saving waits until it has some. Selecting a widget opens **Settings** with its **Data** and **Appearance** (see [Dashboard widgets](https://docs.quanty.ai/guides/dashboards-widgets)). ## Pages A dashboard can have several pages, shown as tabs above the widgets, for example **Operacje** and **Finanse**. - **Add page** (the **+** after the tabs) adds one. - "Double-click to rename" a page. - **Delete page**: "The page and all widgets on it will be removed from the dashboard." A dashboard holds up to 12 pages and 80 widgets in all. ## Filters Filters let readers narrow the whole dashboard at once. "The filter applies to every widget built from this table." ![The filter bar with Status: All open as is any of, with the values Dostarczone, Nowe, Rozliczone, W trasie and Zaplanowane, and Clear and Apply](https://docs.quanty.ai/screens/en/light/dashboard-filters.webp) _A reader picking values of the Status filter._ To add one, click **Add filter** ("Add a filter to let readers narrow the whole dashboard at once."): | Field | What it means | Example | | --- | --- | --- | | **Name** | The filter's label ("e.g. Status"). | Status | | **Source table** and **Data range** | The table (and its page) the filter reads. | Zlecenia transportowe | | **Column** | The column it filters by. | Status | | **Condition** | **is any of**, **is none of**, **contains**, **is at least**, **is at most** or **is between**. | is any of | | **Default values** | "Applied every time the dashboard opens. Leave empty to start unfiltered." | Nowe, W trasie | Click **Save filter**. A dashboard holds up to 6 filters ("A dashboard holds up to 6 filters."). The chip shows the filter and its values, for example "Status: All", "Status: not Nowe" or "Fracht EUR: ≥ 1000"; the pencil (**Edit filter**) and the bin (**Remove filter**) change it. ### What readers do with filters Anyone who opens the dashboard in Quanty can pick values in a filter (**Search values**, tick values, **Apply**). That changes only their own view: "Shown for this view only. The saved filters have not changed." **Reset** ("Return to the saved filters") goes back. If some widget cannot be recalculated with the chosen values, the bar says "Some widgets could not be recomputed with these filters." > **Shared links show the saved state** > > A share link shows the dashboard with its saved filters and default values, > without the filter bar. To give outside readers another cut of the data, > save the dashboard with other default values. ## Share a dashboard 1. Click the share button. 2. Under **Who can open the link**, choose **Public** ("Anyone on the internet with the link can view") or **Organization only** ("Only signed-in members of your organization can view"). 3. Click **Create link and copy**. The link is read-only. **Revoke link** stops it ("This link is invalid or has been revoked."). **Manage all shared links** lists every active link of the organization, where admins and members can change who can open a link or revoke it ("Viewers can see the links but only members can manage them."). ## Edit with chat Click **Edit with AI**, or open chat with the dashboard on screen, and say what to change: ```text Add a KPI with the number of late orders and put it first, and filter the whole dashboard to carriers from Poland. ``` The assistant can add, change, move and remove widgets, bind them to a table, set filters and change pictures. Deleting a dashboard still waits for your confirmation in chat. If the assistant changes the dashboard while you have unsaved changes, the page warns: "The assistant changed this dashboard while you were editing. Saving now replaces its changes with yours." Choose **Load their version** or save yours. ## Limits | What | Limit | | --- | --- | | Pages per dashboard | 12 | | Widgets per dashboard | 80 | | Filters | 6, each with up to 50 values | | Points on a chart | 24 | | A ranked list | 12 rows | | A table widget | 20 rows, 8 columns | | Pictures | PNG, JPEG, GIF or WebP, up to 5 MB | | What to show (AI) | 2,000 characters | ## Good to know - **The table stays untouched.** Deleting a dashboard never changes the table. - **Refresh after big changes.** **Refresh data** recalculates every bound widget from the table's latest values. - **A dashboard on a slide.** A presentation can show widgets of a dashboard (see [Slide layouts and themes](https://docs.quanty.ai/guides/presentations-slides#dashboard)). ## Related pages - [Dashboard widgets](https://docs.quanty.ai/guides/dashboards-widgets): every widget, chart kinds and binding data. - [Presentations](https://docs.quanty.ai/guides/presentations): slides from the same tables. - [Publish a live dashboard](https://docs.quanty.ai/recipes/live-dashboard): a step-by-step recipe. - [AI assistant](https://docs.quanty.ai/guides/ai-assistant): changing the open dashboard in chat. --- # Dashboard widgets > Every widget of a dashboard and its settings: KPIs with change and trend, ten chart kinds, progress, ranked lists, tables, text, pictures and sections, binding a widget to a table, aggregations, sorting, series and number formats. Source: https://docs.quanty.ai/guides/dashboards-widgets A widget is one tile of a [dashboard](https://docs.quanty.ai/guides/dashboards). Select a widget to open its settings in the panel on the right: **Data** decides where its values come from, **Appearance** how it looks. A live preview at the top shows the result before you click **Apply**. ![The Fracht według klienta bar chart selected on the dashboard, and Chart settings on the right: a preview of the bars, the Data tab with Series 1, Source table Zlecenia transportowe, Labels (group by) Klient, Value Fracht EUR and Aggregation Sum, and Cancel and Apply](https://docs.quanty.ai/screens/en/light/dashboard-editor.webp) _The settings of a bar chart bound to a table._ ## Before you start - Changing widgets needs edit rights on the dashboard (members and admins). - A widget bound to a table reads it with your organization's access rules; nothing in the table changes. ## The widgets The **Add** tab groups the widgets into **Charts**, **Numbers** and **Content**. | Widget | Group | What it shows | | --- | --- | --- | | **Bars**, **Columns**, **Line**, **Area**, **Donut**, **Pie**, **Stacked bars**, **Stacked columns**, **Radar**, **Funnel** | Charts | A **Chart** widget of that kind. | | **KPI** | Numbers | One number with a label, an icon, a change and a trend line. | | **Progress** | Numbers | A value against a target, as a bar or a ring. | | **Ranked list** | Numbers | The top items with their values. | | **Text** | Content | A note in Markdown. | | **Image** | Content | A picture you upload or link. | | **Section** | Content | A heading that groups the widgets after it. | A **Table** widget (rows and columns of values, up to 20 rows and 8 columns) appears in dashboards the AI builds and is changed the same way. ## Bind a widget to a table KPIs, charts, progress and ranked lists can take their values from a table. In **Data**, choose **From the table** (or **Manual value** / **Manual rows** to type them) and set: | Setting | What it means | Example | | --- | --- | --- | | **Source table** | The table to read. | Zlecenia transportowe | | **Data range** | The page of the table. | Zlecenia transportowe | | **Labels (group by)** | The column whose values become the bars, slices or list items. | Klient | | **Value** | The column to add up. **Row count** counts rows instead. | Fracht EUR | | **Aggregation** | **Sum**, **Average**, **Count**, **Minimum** or **Maximum**. **Count** counts the cells of the value column that hold a number; to count rows, pick **Row count** as the value. | Sum | | **Sorting** | **Natural**, **Value, descending**, **Value, ascending**, **Label A–Z**, **Label Z–A**. | Value, descending | | **Item limit (Top N)** | How many items to show; the chart notes the rest, for example "Top 8 of 10 rows by value". | 8 | | **Color** | **Automatic** or a colour for the series. | Automatic | "Choose data to see a preview" shows until the widget has data. **Refresh data** in the dashboard header recalculates every bound widget. ### Series A chart has one or more **Series**, each with its own **Series name**, table and columns (**Add series**, **Remove series**). Stacked bars, stacked columns and radar compare two to four series: "This chart type compares two to four series. Add another series in the Data tab." "Donut and pie charts show the first series only." ## Chart kinds | Kind | Good for | | --- | --- | | **Bars** | Comparing categories with long names. | | **Columns** | Comparing categories or periods side by side. | | **Line** | A value over time. | | **Area** | A value over time, with the volume visible. | | **Donut** | Shares of a whole; can show **Total in the centre** with a **Caption under the total** ("e.g. Orders"). | | **Pie** | Shares of a whole. | | **Stacked bars**, **Stacked columns** | Categories split into two to four series. | | **Radar** | Several categories at once. "A radar needs at least three categories." | | **Funnel** | Steps of a process: "A funnel shows its steps from the largest to the smallest." Each step shows its share **Of the first step** and **Of the previous step**. | **Chart options** in **Appearance**: - **Value labels**: the numbers on the bars or slices. - **Legend**: **Automatic**, **Shown** or **Hidden**. - **Number format**: **Automatic**, **Number**, **Percent**, **Currency** or **Compact (1.2K)**. - **Unit**: "e.g. kg, PLN". "A currency code such as PLN or EUR formats the values as money." A chart shows up to 24 points; slices beyond that gather under **Other**. ## KPI | Setting | What it means | Example | | --- | --- | --- | | **Label** | The name above the number. | Fracht razem | | **Caption (optional)** | A line under the number. | październik | | **Value** | The number, typed (**Manual value**) or **From the table**. | 40920 | | **Number format** and **Unit** | As for charts. | Currency, EUR | | **Change (%)** | A change shown next to the number ("e.g. 12.5 or -3"). | 12.5 | | **Compared with** | What the change compares with ("e.g. vs last month"). | vs wrzesień | | **Colour** | **By direction**, **Neutral**, **Positive**, **Negative** or **Accent**. | By direction | | **Icon** | One of 14, such as **Truck**, **Wallet**, **Clock** or **Target**, or **No icon**. | Truck | | **Trend line** | "Up to 24 numbers separated by semicolons, oldest first." | 12; 15; 18; 22 | ## Progress | Setting | What it means | Example | | --- | --- | --- | | **Label** | The goal's name. | Cel miesiąca | | **Current value** | Typed or from the table. | 18 | | **Target** | "The target must be a number above zero." | 25 | | **Unit** | Shown after the numbers. | zleceń | | **Caption (optional)** | A line under it. | | | **Style** | **Bar** or **Ring**. | Ring | At or over the target, the widget says **Target reached**. ## Ranked list **Rows** come **From the table** (labels, value, aggregation, sorting) or as **Manual rows** (**Add row**: **Label**, **Value**, **Note (optional)**). **Rows shown** sets how many; "A list holds up to 12 rows." Number format and unit work as for KPIs. ## Text and section - **Text**: Markdown works here, as the hint shows: `# heading`, `**bold**`, `- list`, `[link](https://example.com)`. A new text widget starts with "Your note…". - **Section**: a heading ("New section") that starts a group of widgets; give it a full row to divide the page. ## Image The **Image** widget shows a picture you add in **Image settings**: "Drop an image here, paste it, or click to choose one", or a link to a picture. | Setting | What it means | | --- | --- | | Picture | PNG, JPEG, GIF or WebP, up to 5 MB. SVG is not accepted. | | **Alt text** | "What the image shows, for people who cannot see it". | | **Fit** | **Fill the card** or **Show whole image**. | | **Caption** | A line under the picture. | | **Replace** / **Remove** | Change or take away the picture. | Uploaded pictures count towards your organization's storage. When it is full: "Your organization is out of storage space. Free some space or add a storage pack, then try again." ## Good to know - **Manual values stay.** A KPI or list with manual values never changes on **Refresh data**; use them for targets or numbers from outside Quanty. - **A filter applies by table.** Dashboard filters narrow every widget bound to the same table (see [Dashboards](https://docs.quanty.ai/guides/dashboards#filters)). - **Sizes.** **S**, **M**, **L** and **Full** are a quarter, half, three quarters and a whole row. ## Related pages - [Dashboards](https://docs.quanty.ai/guides/dashboards): creating, pages, filters and sharing. - [Slide layouts and themes](https://docs.quanty.ai/guides/presentations-slides): the same charts and KPIs on slides. - [Column types](https://docs.quanty.ai/guides/column-types): the number and select columns widgets read. --- # Presentations > Slide decks built from your tables: creating a deck by hand or with AI, the editor, the slide list, presenting, refreshing data, exporting to PowerPoint and PDF, sharing, editing with chat and the limits. Source: https://docs.quanty.ai/guides/presentations A **presentation** is a slide deck built from your tables. Slides with numbers, charts and tables can stay bound to the table, so **Refresh data** brings the latest figures into the same deck. You build a deck slide by slide, let AI plan one from the data, or ask the assistant in chat to change it. A finished deck is presented full screen, shared with a link, or exported to PowerPoint and PDF. ![The Podsumowanie października presentation in All slides view: the slide list with six slides on the left, the title slide and the KPI slide with Zlecenia 24, Fracht razem €40,920 and Średni fracht €1,705 in the middle, and the Settings panel of the title slide on the right](https://docs.quanty.ai/screens/en/light/presentation.webp) _A deck built from the Zlecenia transportowe table._ The slide layouts, pictures and themes are on [Slide layouts and themes](https://docs.quanty.ai/guides/presentations-slides). ## Before you start - Presentations are part of every plan. A deck belongs to a project and reads its tables. - Building and changing decks needs edit rights (members and admins). Viewers open and present them. - **Create with AI** and **Edit with AI** use AI credits and are available when your organization can spend them. ## Where presentations live - In a project: the **Presentations** group of the project rail ("Presentations generated from this table. Create new ones here or by asking the chat."). - Across the organization: **Presentations & dashboards**, with a **Presentations** tab. ## Create a presentation Click **+** next to **Presentations** in the project rail, or **Create** on the project's list: | Choice | What happens | | --- | --- | | **Empty presentation** | "Start from a blank slide and build the deck yourself". | | **Create with AI** | "AI analyzes the table and plans the slides". | **Create a presentation with AI**: "AI plans the slides from the table's data. Give it an objective and it builds the narrative around it." | Field | What it means | Example | | --- | --- | --- | | **Presentation objective (optional)** | The story the deck should tell. | Show that sales are growing thanks to new customers | | **Include dashboards** | "AI may embed widgets from existing dashboards". | On | The deck is built in the background ("Presentation queued. You can keep working") and appears in the list when ready, with a notification. You can also ask the [AI assistant](https://docs.quanty.ai/guides/ai-assistant) for a deck, or type `/` in chat and pick **Generate slides**. ## The editor ![The editor on slide 3 of 6, a Chart slide Fracht według klienta with bars per client in euro, and Slide settings with the Data tab: Series 1, Source table, Labels (group by) Klient, Value Fracht EUR and Aggregation Sum](https://docs.quanty.ai/screens/en/light/presentation-editor.webp) _A chart slide bound to the table, with its data settings._ | Part | What it does | | --- | --- | | Header | **Open table**, **Refresh data**, **Export**, share, delete, **Theme**, **Present**, **Save** and **Edit with AI**. Click the deck's name to rename it ("Click to rename"). | | **Slides** | The slide list with its count. Drag a slide to move it (**Drag to reorder**); hover for **Duplicate slide** and delete ("The slide will be removed from the presentation."). | | **One slide** / **All slides** | One slide at a time, or the whole deck as a scrolling stack. The bar says where you are, for example "3 / 6 · Chart". | | **Add** | The layouts: "Click a layout to add it after the selected slide, or drag it into the slide list." | | **Settings** | **Slide settings** of the selected slide, with **Data** and **Appearance**, **Cancel** and **Apply**. | | **Theme** | The look of this deck (see [Slide layouts and themes](https://docs.quanty.ai/guides/presentations-slides#the-deck-theme)). | Changes wait for **Save presentation** ("Presentation saved"). Leaving with unsaved changes asks "This presentation has unsaved changes. Save them before leaving the editor?". A slide that is not ready says why, for example "This chart has no data yet. Choose its data before saving" or "This slide needs a title.". ## Present **Present** plays the deck full screen. Move with the arrow keys, **Space**, **Page Up** and **Page Down**; **Escape** ends it, and so does leaving full screen. ## Refresh data **Refresh data** recalculates every slide bound to a table: "Presentation data refreshed from the table". The deck keeps its address and its share link. A deck the AI built without any bound slides is rebuilt instead: "This deck has no data bindings, so refreshing rebuilds it from the table. Manual slide edits will be lost." It asks first (**Rebuild the presentation?**). ## Export to PowerPoint and PDF Open **Export** and choose **Export PPTX** or **Export PDF**. Uploaded pictures are included in both; a picture added by link appears as a placeholder with its caption. In the PowerPoint file the charts stay editable, so a colleague can restyle them or change their numbers there. > **Look through the file before you send it** > > An exported file can differ from the screen in small layout details. The assistant in chat can export a deck too; the file is saved in [Files](https://docs.quanty.ai/guides/files). ## Share a presentation 1. Click the share button. 2. Under **Who can open the link**, choose **Public** ("Anyone on the internet with the link can view") or **Organization only** ("Only signed-in members of your organization can view"). 3. Click **Create link and copy**. A **Public** link opens for anyone who has it; an **Organization only** link asks visitors to sign in and opens only for members of your organization. Nobody can edit the deck through a link. **Revoke link** stops it ("This link is invalid or has been revoked."). **Manage all shared links** lists every active link of the organization. ## Edit with chat Click **Edit with AI**, or open chat with the deck on screen: ```text Add a comparison slide of the two carriers after slide 4, and put a dark veil over the background picture on the title slide. ``` The assistant can add, change, move, duplicate and remove slides, bind them to a table and change pictures. Deleting a deck still waits for your confirmation. If the assistant changes the deck while you have unsaved changes: "The assistant changed this presentation while you were editing. Saving now replaces its changes with yours." Choose **Load its version** or save yours. ## Limits | What | Limit | | --- | --- | | Slides per deck | 40 ("This deck has reached the limit of 40 slides.") | | Points on an Insights slide | 8 | | Metrics on a KPIs slide | 6 | | A chart | up to 12 points, up to 4 series | | A table slide | 12 rows, 6 columns | | Widgets on a Dashboard slide | 8 | | A comparison | 2 or 3 panels, up to 6 points each | ## Good to know - **Deleting a deck.** "The deck will be removed. The source table is not affected." - **The organization's look.** Every deck starts from the organization's presentation theme; a deck can override it (see [Slide layouts and themes](https://docs.quanty.ai/guides/presentations-slides#the-organization-theme)). - **Decks and dashboards together.** A **Dashboard** slide shows widgets of a dashboard inside a deck. ## Related pages - [Slide layouts and themes](https://docs.quanty.ai/guides/presentations-slides): every layout, pictures, backgrounds and themes. - [Dashboards](https://docs.quanty.ai/guides/dashboards): the live sibling of a deck. - [Build a client-ready deck](https://docs.quanty.ai/recipes/build-a-deck): a step-by-step recipe. - [AI assistant](https://docs.quanty.ai/guides/ai-assistant): changing the open deck in chat. --- # Slide layouts and themes > Every slide layout and its settings, binding KPIs, charts and tables to a table, Dashboard slides, pictures and background veils, the deck theme with presets, colours and fonts, and the organization theme. Source: https://docs.quanty.ai/guides/presentations-slides Every slide of a [presentation](https://docs.quanty.ai/guides/presentations) has a layout. The **Add** tab lists the layouts in three groups, **Structure**, **Content** and **Data**; click one to add it after the selected slide. Select a slide to change it in **Slide settings**: **Data** for where its values come from, **Appearance** for its text and pictures. **Theme** changes the look of the whole deck. ## Before you start - Changing slides and themes needs edit rights on the deck (members and admins). - The organization theme is set by an admin in the organization's settings. ## Layouts | Group | Layout | What it is for | Main settings | | --- | --- | --- | --- | | **Structure** | **Title** | The opening slide. | Title, **Subtitle**, **Background picture** | | **Structure** | **Section** | A divider that opens a part of the deck. | Title, subtitle, background picture | | **Structure** | **Closing** | The last slide, for a thank-you or next steps. | Title, subtitle, background picture | | **Content** | **Text and picture** | Text or points next to a picture. | **Title (optional)**, **Text**, **Points**, **Picture**, **Picture side** (**Left** or **Right**) | | **Content** | **Insights** | The key findings as points, up to 8. | Title, points (**Add bullet**) | | **Content** | **Picture** | One picture over the slide. | **Picture**, **How the picture fills the slide**, **Caption** | | **Content** | **Quote** | A quotation with who said it. | **Quotation**, **Who said it**, **Label above the quote (optional)**, background picture | | **Content** | **Comparison** | Two or three panels side by side. | Each panel: **Heading**, **Colour**, **Points** | | **Data** | **KPIs** | Key numbers, up to 6. | Each metric: label, value, **Number format**, **Unit** (**Add metric**) | | **Data** | **Chart** | One chart of any of the ten kinds. | The chart's data and options, as on a dashboard | | **Data** | **Table** | Rows and columns of values, up to 12 rows and 6 columns. | **Columns**, **Rows**, **Add column**, **Add row** | | **Data** | **Dashboard** | Widgets of an existing dashboard. | **Dashboard**, **Widgets** | New slides start with placeholder text, such as "Write the main point of this slide here." or "Put the quotation here.", that you replace. Text fields take Markdown: `# heading`, `**bold**`, `- list`, `[link](https://example.com)`. ### KPIs, charts and tables from a table On **KPIs**, **Chart** and **Table** slides, the **Data** tab binds the slide to a table in the same way as a dashboard widget: **Source table**, **Labels (group by)**, **Value**, **Aggregation**, **Sorting** and **Item limit (Top N)** (see [Dashboard widgets](https://docs.quanty.ai/guides/dashboards-widgets#bind-a-widget-to-a-table)). A bound slide follows **Refresh data**. A chart on a slide shows up to 12 points and up to 4 series; stacked charts and radar need two to four series ("This chart type compares two to four series. Add another series."). ### Comparison "A comparison holds two or three panels, each with up to six points." Each panel has a **Heading** ("Every panel needs a heading.") and a **Colour**: **Neutral**, **Positive** or **Negative**. **Add panel** and **Remove panel** change the number of panels. ### Dashboard A **Dashboard** slide shows widgets of a dashboard of your organization. Pick the **Dashboard** and tick the **Widgets**; "A slide fits at most 8 widgets". Under the list the settings say how many fit, for example "6 of 8 fit on the slide", and mark the rest **does not fit**: "To fit more, give the widgets smaller sizes on the dashboard or pick fewer of them." A slide without a dashboard says "This slide has no dashboard yet. Pick one before saving". ## Pictures and backgrounds Slides take pictures the same way dashboards do: "Drop an image here, paste it, or click to choose one", in PNG, JPEG, GIF or WebP up to 5 MB, or a link to a picture. | Setting | Choices | | --- | --- | | **How the picture fills the slide** | **Fill the slide** or **Show all of it**. | | **Text over the picture** (Title, Section, Closing and Quote) | **Dark veil**: "The picture is darkened and the text turns white." **Light veil**: "The picture is lightened and the text turns dark." **No veil**: the picture stays untouched and the text sits beside it or on a card. | | **Caption** | A line under the picture ("e.g. Terminal in Gdansk, March 2026"). | ## The deck theme ![The Theme tab of a deck: This deck uses the organization theme, the Presets Organization, Midnight, Ocean, Forest, Sand and Plum, Colours with Mode Light or Dark, Accent colour and Background, the note that text colours follow the background, Chart colours and Reset to organization theme](https://docs.quanty.ai/screens/en/light/presentation-theme.webp) _The deck theme._ **Theme** in the panel (or the palette in the header) changes this deck only: "Changes here apply to this deck only and are saved with it." | Setting | Choices | | --- | --- | | **Presets** | **Organization**, **Midnight**, **Ocean**, **Forest**, **Sand**, **Plum**. | | **Mode** | **Light** or **Dark**. | | **Accent colour** | **Organization** or **Custom colour**. | | **Background** | **Organization** or a custom colour. "Text and surface colours follow the background, so the text always stays readable." | | **Chart colours** | The palette of the deck's charts (**Add colour**, **Remove colour**). | | **Font** | **Organization font**, **Instrument Sans**, **Source Serif**, **System font**, **Georgia**, **IBM Plex Mono**. | | **Accent bar** | **Shown** or **Hidden**. | | **Name next to the logo** and **Footer text** | Text on every slide; empty means **As in the organization theme**. | **Reset to organization theme** removes the deck's own theme. A deck without one says "This deck uses the organization theme." ### The organization theme An admin sets the organization's look in **Settings**: under the organization, **Presentation theme** ("applies to every generated deck"): **Slide style** (**Light** or **Dark**), **Brand color**, **Slide background**, **Text color**, **Chart colors**, **Company name** ("Shown on every slide") and **Slide footer**, with a **Live preview**. "Editing it restyles all existing and future decks." Under **Presentations**, **Presentation logo** sets the logo on slides and dashboards ("PNG, JPG, SVG or WebP, up to 2 MB"); by default it is the organization's logo. A deck with its own theme keeps it; every other deck, including its share page, follows the organization theme. ## Good to know - **Empty slides wait.** A slide with nothing on it says "This slide is empty. Write some text, add a point or choose a picture." and the deck is not saved until it is filled in or deleted. - **Charts are the dashboard's charts.** The ten chart kinds and their options are described in [Dashboard widgets](https://docs.quanty.ai/guides/dashboards-widgets#chart-kinds). - **A deck of up to 40 slides.** **Add** says so when the deck is full. ## Related pages - [Presentations](https://docs.quanty.ai/guides/presentations): creating, presenting, exporting and sharing. - [Dashboard widgets](https://docs.quanty.ai/guides/dashboards-widgets): chart kinds, KPIs and binding data. - [Organizations and roles](https://docs.quanty.ai/guides/organizations): who is an admin. --- # Chat > One place for your organization to talk: the Chat page and panel, the list, people and AI told apart, notifications, focus mode, your status, who can see what, how far back messages go, and privacy. Source: https://docs.quanty.ai/guides/chat **Chat** is where your organization talks: to each other in channels and direct messages, and to AI, meaning the **Quanty** assistant and the agents your team builds. It sits next to the tables, boards and documents you work on, so a link to a record is one paste away. Audio and video calls happen in Chat too, and a call can be recorded and summarized for the people who missed it. ![The Chat page: the list with AI (Quanty, Wsparcie and Analityk kosztów, each marked AI), Threads, a direct message from Ewa Księgowa with 1 unread, Channels general, dyspozytornia and the private finanse, and the open channel dyspozytornia with messages from Piotr Spedytor, Ewa Księgowa and Kasia Próbna, a thread with 2 replies, a pinned message, reactions and the message box](https://docs.quanty.ai/screens/en/light/chat.webp) _The #dyspozytornia channel on the Chat page._ This page is the overview. The details are on [Channels and direct messages](https://docs.quanty.ai/guides/chat-channels), [Writing messages](https://docs.quanty.ai/guides/chat-messages), [Calls and recordings](https://docs.quanty.ai/guides/chat-calls) and, for AI, [AI assistant](https://docs.quanty.ai/guides/ai-assistant). ## Before you start - Chat is part of every plan. Everyone in the organization can use it, Viewers included: they read and write in channels and direct messages, react and send files, but cannot create channels, use **Ask AI**, bring in AI with **@Quanty** or an agent, or record calls. - How far back messages stay visible and how many people fit in a call depend on the plan (see [Who sees what, and for how long](https://docs.quanty.ai/guides/chat#who-sees-what-and-for-how-long)). > **People and AI, always told apart** > > AI rows carry an **AI** marker and an orb instead of a photo, and an AI > conversation opens with "You are talking to AI. Check important facts." People > have a photo or initials with a status dot. An AI answer inside a team > conversation is marked the same way, with **asked by** and the person's name. ## Open Chat | Way | What opens | | --- | --- | | **Chat** in the sidebar | The Chat page: the list on the left, the conversation on the right. | | The **Chat** button in the bottom-right corner of any page | Chat as a panel on the right (the whole window on a narrow screen). Drag its left edge to resize it; **Open the Chat page** expands it. | | **Ctrl+K** (**⌘K** on a Mac) | The panel on the AI conversation; again closes it. | | **Alt+M** (**Option+M**) | The panel on the list of conversations. | The Chat button and the sidebar entry show a red number for mentions and unread direct messages, and a dot when there is only something new in your channels. The panel is not shown on the Chat page itself or in the settings. ## The list | Section | What it holds | | --- | --- | | **AI** | **Quanty** ("Asks, summarizes, builds tables, dashboards and presentations"), the built-in **Wsparcie** (Quanty's product help) and your organization's active agents, each with the **AI** marker. Your earlier AI conversations are inside the AI conversation, under its history, not in this list. | | **Threads** | Every thread you started or replied in. | | Unread direct messages | People who wrote to you, with the number of unread messages. | | **Starred** | Conversations you starred (**Add to starred**). | | **Channels** | Your channels, **Browse channels**, and **+** (**Add a channel**) for **New channel** or **Browse channels**. | | **Direct messages** | Your conversations with one person or a group. | | **Other channels** | Channels you can open but have not joined. Administrators also see private channels here. | | **Archived** | Archived channels you are in. | **Find a conversation or a person** at the top filters the list as you type. Each section folds, and Chat remembers how you left it. A conversation's menu (right-click or **⋯**) holds **Mark as read** / **Mark as unread**, **Add to starred**, **Mute conversation**, **Copy link** and, for direct messages, **Close conversation**. The icons at the top of the list are **Focus** (see [Focus mode](https://docs.quanty.ai/guides/chat#focus-mode)), **Messages settings** and **New message**. ## Notifications **Messages settings** (the gear at the top of the list): | Setting | Choices | Default | | --- | --- | --- | | **Notify me about** | **Everything** ("Every new message."), **Mentions** ("Direct messages too."), **Nothing** ("Unread stays marked."). | Everything | | **Browser notifications** | "Show a notification on your screen when a message arrives." Your browser asks once. | On | | **Sound** | "Play a short sound when a message arrives." **Play the sound** tests it. | On | | **Show message text in notifications** | "When off, a notification says who wrote, not what." | On | | **Notify me when I am away** | "While Messages is closed, new messages appear under the bell." Direct messages and mentions only. | On | | **Do not disturb** | Quiet hours **From** and **To**, with a **Time zone**: "No sounds or notifications during these hours." | Off | | **Pause notifications** | **For 30 minutes**, **For 1 hour**, **For 2 hours** or **Until tomorrow morning**; **Resume notifications** ends it. | | Each conversation can override your choice: **Notifications in this conversation** in its **⋯** menu offers **Use my default setting**, **All messages**, **Only mentions** and **Nothing**, and **Mute conversation** silences it completely, mentions included. Unread messages are always counted, whatever you choose. Chat never sends e-mail. ### Focus mode **Focus** at the top of the list: "Focus mode: no sounds, pop-ups or desktop notifications for messages. Calls still show a Join banner, without ringing." Turn it on until you turn it off or until a time; the button then says "Focus mode on, until 15:30". Unread messages keep counting. ## Your status Colleagues see a dot on your picture everywhere in Chat: | Status | How it is set | | --- | --- | | **Active** | Automatically while Quanty is open; after a while without activity you show as **Away**. | | **In a call** | Automatically while you are in a call. | | **Away**, **Do not disturb** | Chosen by you in **Set your status**, **For how long**: **30 minutes**, **1 hour**, **2 hours**, **Until the end of today**, **Until tomorrow morning**, **Until the end of the week** or **Until I change it**. Do not disturb also silences notifications and incoming-call rings. | | **Out of office** | **Last day away** (up to 180 days ahead, or **No end date**) and a **Note (optional)** of up to 200 characters, for example "On holiday. For anything urgent, write to Marta." People who write to you directly or mention you see "Kasia Próbna is out of office." with your note. | | **Offline** | No Quanty open. "Last seen 5 minutes ago". | You can also set a status line with an icon and text ("What are you working on?"), or a preset: **In a meeting**, **On the road**, **Working remotely**, **Off sick**, **On holiday**, **Focusing**. When the time is up, your status goes back to automatic by itself. Do not disturb and Out of office stay visible while you are offline. ## Who sees what, and for how long - **Channels.** A channel's messages, files, calls and threads are seen by its members. A public channel can be previewed by anyone in the organization before joining. - **Administrators** can open every public and private channel, including ones they are not in; a private channel says so: "Administrators of your organization can see this private channel and its messages." Opening a channel as an administrator does not add them to it. - **Direct messages** are seen only by the people in them. Administrators can **never** read other people's direct messages. - **AI** answers from the messages the person asking can see, never more. - **Quanty support.** While Quanty support has temporary access to your organization (your admins see it and can revoke it, see [Security and MFA](https://docs.quanty.ai/guides/security)), the support person appears in Chat with a **Quanty support** badge. You can write to them and add them to a channel. During that time they hold the administrator role, so like any administrator they can open public and private channels, but not direct messages they are not in. They disappear from Chat when the access ends. - **Read-only organizations.** "Your organization is in read-only mode. You can read messages, but not send them." ### How far back messages go The plan decides how far back team messages stay visible. Nothing is deleted: upgrading shows older messages again. | Plan | Visible history | | --- | --- | | Silver | 90 days: "Messages older than 90 days are hidden on the Silver plan. Upgrade to Gold to keep a full year." | | Gold | 365 days | | Platinum, Custom | Unlimited | The window applies to the conversation, threads, search, pins, files and unread counts. AI conversations are kept separately and are not affected. ## Privacy and security Everything in Chat is encrypted in transit. On the server, the text of messages, the names of files and the previews in notifications are encrypted with a key of your own organization, wrapped by AWS KMS; files, call recordings and transcripts are stored encrypted with AWS KMS and bound to your organization. Channel names, topics and reactions are not encrypted this way. Everything is stored in AWS in Frankfurt (eu-central-1). The encryption is server-side: Quanty can still search messages, show previews and file attachments for you. Calls travel between the participants' browsers, encrypted in transit, and are not stored unless someone records them. Files sent in Chat are also filed in **Files**, under **Messages** and the channel's name (direct messages under **Direct messages**, visible only to their participants). ## Related pages - [Channels and direct messages](https://docs.quanty.ai/guides/chat-channels): creating, owners, members, settings and archiving. - [Writing messages](https://docs.quanty.ai/guides/chat-messages): mentions, links, threads, files, pins and search. - [Calls and recordings](https://docs.quanty.ai/guides/chat-calls): audio and video calls, recordings and summaries. - [AI assistant](https://docs.quanty.ai/guides/ai-assistant): Quanty and your agents in Chat. - [Organizations and roles](https://docs.quanty.ai/guides/organizations): admins, members and viewers. --- # Channels and direct messages > Public and private channels, #general, creating and browsing channels, owners and people, channel settings, picture, privacy, leaving and archiving, and direct messages with one person, a group or yourself. Source: https://docs.quanty.ai/guides/chat-channels A **channel** is a conversation for a topic, a team or a project, for example `#dyspozytornia` for the dispatchers. A **direct message** is a conversation with one person, a small group, or only yourself. Channel names are your data: Quanty shows them exactly as you typed them, in every language. ## Before you start - Members and admins create channels. Viewers write in channels and direct messages but cannot create channels: "Viewers can write in channels and direct messages, but cannot create channels. Ask an administrator or a member." - Changing a channel's settings is for its owners and the organization's administrators. ## Kinds of conversation | Kind | Who sees it | | --- | --- | | **Public channel** | "Anyone in the organization can find it and join." Before joining you can open it as a preview and read along. | | **Private channel** | "Only invited people can see it." The organization's administrators can open it too. | | **Direct message** | Only the two of you. | | **Group conversation** | Only the people in it (you and up to 8 others). | | **Notes to self** | "Only you can see this conversation. Keep notes, links and files here." | Every organization starts with **#general**: "Everyone in the organization is in this channel. It cannot be archived or left." It is always public. Administrators can rename it like any other channel. ## Create a channel 1. In the list, click **+** next to **Channels** (**Add a channel**), then **New channel**. 2. Fill in the dialog and click **Create channel**. You become the channel's owner. ![The New channel dialog: Name with the hint about lowercase letters, digits, hyphens and underscores, Public channel and Private channel, Description, Invite people with Ewa Księgowa and Piotr Spedytor, and Create channel](https://docs.quanty.ai/screens/en/light/chat-new-channel.webp) _The New channel dialog._ | Field | What it means | Example | | --- | --- | --- | | **Name** | "Lowercase letters, digits, hyphens and underscores. Spaces become hyphens." Up to 80 characters. The dialog shows "The channel will be called" and the result. | dyspozytornia | | **Who can see it** | **Public channel** or **Private channel**. With private: "Administrators of your organization can see private channels and their messages." | Public channel | | **Description** (optional) | "What is this channel for?" | Zlecenia na dziś i zmiany tras | | **Invite people** (optional) | "Type a name or an email address" and tick people. | Piotr Spedytor | A name that already exists is refused: "A channel with this name already exists." ## Browse and join channels **Browse channels** ("Search channels by name, topic or description") lists the channels you can join, with **Join**, **Preview** or **Open** (**Joined**). **Show archived channels** adds the archived ones. As an administrator: "As an administrator you also see private channels. Opening one does not add you to it." A previewed channel says "You are previewing this channel. Join it to write here and to be notified about new messages." with **Join channel**. ## The channel header | Control | What it does | | --- | --- | | Star | **Add to starred**: the channel moves to **Starred** in the list. | | Faces | **People**: the members (see [People and owners](https://docs.quanty.ai/guides/chat-channels#people-and-owners)). | | Sparkle | **Ask AI** (see [AI assistant](https://docs.quanty.ai/guides/ai-assistant#ask-ai-in-a-team-conversation)). | | Phone, camera | Start an audio or a video call (see [Calls and recordings](https://docs.quanty.ai/guides/chat-calls)). | | **Details** (ⓘ) | Topic, description, **Created**, **Created by**, **Edit name, topic and description** and the link. | | **⋯** | **Search in this conversation**, **Pinned messages** (with their number), **Files and media**, **Notifications in this conversation**, **Add people**, **Channel settings** and **Leave channel**. | ![The ⋯ menu of a channel: Search in this conversation, Pinned messages 1, Files and media, Notifications in this conversation, Add people, Channel settings and Leave channel](https://docs.quanty.ai/screens/en/light/chat-header-menu.webp) _The channel's ⋯ menu._ ## Channel settings **Channel settings** (in **⋯**, or **Edit name, topic and description** in **Details**), for owners and administrators: | Setting | What it does | | --- | --- | | Name | The channel's name, with the same rules as when creating. | | **Topic** | "A short line shown under the channel's name." Up to 250 characters. | | **Description** | What the channel is for, up to 2,000 characters. | | **Picture** | **Upload a picture** ("A PNG, JPG or WebP picture up to 5 MB, or an emoji on a colour. Everyone sees it next to the channel name."), with **Zoom**, or **Emoji** with a **Colour**. | | **Privacy** | **Public** or **Private**. Making it private: "People who are not members will stop seeing it." "The general channel is always public." | | **Who can add people** | **Everyone in the channel** ("Any member can add people from the organization.") or **Only owners and admins** ("Members ask an owner or an administrator."). | Every change is noted in the conversation, for example "Kasia Próbna made this channel private" or "Kasia Próbna set the topic: Bieżące zlecenia". ## People and owners The faces in the header open **People**: "Search 12 people", grouped into **Channel owners**, **Administrators** and **Members**. - **Add people**: pick people from the organization. In a private channel: "They will see the whole history of this private channel." - **Show profile** shows a person's card with **Message** and their status. - **Make owner** / **Remove as owner**: an owner changes the channel's settings and people. "A channel needs at least one owner." - **Remove from channel** takes someone out. ## Leave or archive - **Leave channel**: in a public channel, "You will stop getting its messages. You can join again at any time."; in a private channel, "To come back, someone in the channel will have to add you again." Nobody can leave #general. - **Archive channel** (owners and administrators): "Nobody will be able to write in it. Its messages stay readable, and the channel can be restored later." The channel then says "This channel is archived. You can read it, but no one can write here." and cannot hold calls. **Restore channel**: "People will be able to write in it again." ## Direct messages 1. Click **New message** (the pen at the top of the list). 2. "Choose one person, or up to 8 people for a group conversation." 3. Click **Open conversation** (or **Start group conversation**). - **Add people** in a direct message's menu makes it a group conversation with the people you pick. - **Close conversation** removes it from your list without deleting anything; it comes back with the next message. **Find a conversation or a person** still finds it, marked **Closed conversations**. - **Notes to self** is your own conversation for notes, links and files. ## Good to know - **Names are data.** A channel called `zlecenia-pl` stays `zlecenia-pl` for a colleague using Quanty in German. - **Viewers in channels.** Viewers read, write, react and send files; they cannot create channels, use **Ask AI**, bring in AI with **@Quanty** or an agent, or record calls. A Viewer's **@Quanty** gets no answer, and the Viewer sees why: "Viewers cannot ask Quanty or an agent. An admin can change your role." - **The history of a private channel.** People added later see everything that was written before. ## Related pages - [Chat](https://docs.quanty.ai/guides/chat): the list, notifications, status and who sees what. - [Writing messages](https://docs.quanty.ai/guides/chat-messages): mentions, threads, files, pins and search. - [Calls and recordings](https://docs.quanty.ai/guides/chat-calls): calls in a channel or a direct message. --- # Writing messages > The message box, mentions, emoji and links to Quanty items, editing and deleting, threads and reactions, files, pictures, videos and voice messages, pinned messages, Files and media, and search. Source: https://docs.quanty.ai/guides/chat-messages Messages in channels and direct messages work the same way: type in the box at the bottom ("Message #dyspozytornia"), add files or a voice message, and press **Enter**. This page covers everything you can do with a message once it is there: threads, reactions, pins, the conversation's files, and finding a message again. ## Before you start - You can write in every conversation you are in. In a public channel you only preview, join it first ("Join this channel to write in it."). - Viewers write, react and send files like everyone else. ## The message box - **Enter** sends, **Shift+Enter** starts a new line ("Shift+Enter for a new line"). A message can be up to 8,000 characters. - Bold, lists and links work as you type them. - What you have not sent stays as a draft in that conversation; the list shows it ("Draft: …"). - **Mention someone** (the **@** button, or type `@`) lists "People in this channel". **@channel** and **@here** notify everyone in the channel. Someone who is not in the channel is marked "Not in this channel, they will not be notified". - **@Quanty**, or **@** and an agent's name, brings AI into the conversation (see [AI assistant](https://docs.quanty.ai/guides/ai-assistant#mention-ai-in-a-conversation)). When no answer can come, the message is still sent and a notice says why: "Viewers cannot ask Quanty or an agent. An admin can change your role." for a Viewer, or "AI is not available right now, so Quanty will not answer this message." when Quanty's AI is not available. - **Emoji**: the button, or type `:` and a word. ### Links to Quanty items Paste the address of a table, view, board, record, document, dashboard or other Quanty item and the box shows how it will look ("Will show as"): a chip with the item's icon and name. Each reader sees the chip as their own access allows; someone who cannot open the item sees "Unavailable link", which names nothing. A record of a work-tracked table shows its key and status (see [Subtasks, blockers and links](https://docs.quanty.ai/guides/work-items-links#links-to-work-items)). ## Message actions Hover over a message for its toolbar: **Add reaction**, **Reply in thread** and **More actions**. | Action | Who | What it does | | --- | --- | --- | | **Edit message** | The author | Changes the text; the message is marked **edited**. | | **Delete message** | The author; channel owners and administrators for any message in a channel, AI answers included | "It will be removed for everyone in this conversation. This cannot be undone." Its files disappear from the conversation and their copies in **Files** move to the **Trash** there; replies in its thread stay. | | **Pin to conversation** / **Unpin** | Anyone who can write here | See [Pinned messages](https://docs.quanty.ai/guides/chat-messages#pinned-messages). | | **Copy link to message** | Anyone | A link that opens the conversation at this message. | | **Copy text** | Anyone | The text of the message. | | **Mark unread from here** | Anyone | Marks this and later messages as unread for you. | ## Threads **Reply in thread** opens the thread next to the conversation, so a side discussion does not interrupt the channel. ![The #dyspozytornia channel with the Thread panel open on the right: Ewa Księgowa's question about the CMR of order ZL/2026/10/0410, 2 replies from Piotr Spedytor and Ewa Księgowa, and the Reply in thread box](https://docs.quanty.ai/screens/en/light/chat-thread.webp) _A thread beside the channel._ - Under the original message, the channel shows the people in the thread, "2 replies" and "Last reply 10 minutes ago". - Threads are one level deep: you reply to a message, not to a reply. - The thread panel can be opened wider (**Expand the thread**) and has its own **Ask AI** for "Summarize this thread". - **Threads** in the list collects every thread you started or replied in; new replies are marked **New replies**. ## Reactions Pick an emoji from the quick row or the full picker (**Choose a reaction**, with **Recently used** and categories). Click a reaction to add yours or take it back; point at it to see who reacted. A message can hold up to 20 different reactions. ## Files, pictures, videos and voice messages Attach files with the paperclip (**Attach files**), drag them onto the conversation ("Drop files to add them"), or paste them. Pasting works wherever your focus is in the conversation, and files copied in your computer's file manager paste too ("2 files added from the clipboard"). | Limit | Value | | --- | --- | | Files per message | 10 ("You can attach up to 10 files to one message.") | | A file | Up to 50 MB | | A video (MP4, MOV, WebM, M4V) | Up to 200 MB | | A voice message | Up to 5 minutes | - **Pictures** show as a grid; click one for the picture viewer with **Previous picture**, **Next picture** and **Download**. - **Videos** play in the message and go full screen. - **Other files** show as a card with the name and size, and download with one click. - **Voice messages**: the microphone button (**Record a voice message (up to 5 min)**), **Stop recording**, listen back, and **Send voice message**. The player shows a waveform and plays faster (**Playback speed**). Some file types cannot be sent ("Files of this type cannot be sent."). Files count towards your organization's storage; when it is full, "Your organization has used all of its storage. Free up space or add more to send files." Every file sent in Chat is also filed in **Files**, under **Messages** and the channel's name, with the same people allowed to open it. ## Pinned messages Pin a message so it is easy to find: **Pin to conversation** in **More actions**. The message shows "Pinned by Kasia Próbna". Only messages in the conversation itself can be pinned, not replies in a thread. ![The Pinned messages panel of #dyspozytornia: the reminder about the fleet review on Friday at 14:00, pinned by Kasia Próbna, with the unpin button](https://docs.quanty.ai/screens/en/light/chat-pins.webp) _Pinned messages._ Open the list with **⋯**, **Pinned messages** (the menu shows their number). The newest pin comes first, with who wrote it and who pinned it ("Pinned by Kasia Próbna · 15:06"). Click a pinned message to jump to it in the conversation. Anyone who can write here can unpin from the panel. The list is on the full Chat page, not in the Chat panel. ## Files and media **⋯**, **Files and media** lists everything shared in the conversation, so you do not have to scroll back for it. ![The Files and media panel of #dyspozytornia: Find a file by name, the tabs All, Pictures, Videos, Files and Links, Sent by, and the picture kwit-ZL-0424.jpg sent by Piotr Spedytor under November 2026](https://docs.quanty.ai/screens/en/light/chat-files-media.webp) _Files and media of a channel._ - Tabs **All**, **Pictures**, **Videos**, **Files** (documents, call recordings, transcripts and voice messages) and **Links**. - **Find a file by name** (or **Find a link** on **Links**), and **Sent by** for one person's files. - Newest first, grouped by month. Pictures and videos open in the viewer with **Show in conversation**. You see the files of the conversations you can read, and nothing else. The panel is on the full Chat page. ## Search **Search messages** looks through the conversations you can see: **Search in this conversation**, or **Everywhere**. **Filters** narrow it: **From** (a person), **In** (a conversation), **Contains** (**A file**, **A link**, **A voice message**) and **Before** (a date). "Type at least two characters to search." Search finds whole words and words that start with what you type, so "awiz" finds "awizacja". Capital letters and accents make no difference: "gdansk" finds "Gdańsk". Letters in the middle of a word are not found. ## Unread messages Every conversation with something new shows how many messages are unread, and "2 new, 1 mentioning you". A **New messages** line marks where you stopped reading, and **Go to latest** jumps down. Times are on the 24-hour clock (14:05), and dates put the day first. ## Good to know - **Deleted is deleted in the conversation.** A deleted message is gone for everyone; the conversation shows "This message was deleted.". The copies of its files in **Files** go to the **Trash**, where they can be restored for 30 days. A call recording's copies in **Files** stay until someone deletes them there. - **Mentions of people outside the channel** do not notify them; add them first. - **Old messages on smaller plans.** On Silver, messages older than 90 days are hidden until you upgrade (see [Chat](https://docs.quanty.ai/guides/chat#how-far-back-messages-go)). ## Related pages - [Chat](https://docs.quanty.ai/guides/chat): the list, notifications and status. - [Channels and direct messages](https://docs.quanty.ai/guides/chat-channels): creating channels and managing people. - [Calls and recordings](https://docs.quanty.ai/guides/chat-calls): calls and their summaries. - [Files](https://docs.quanty.ai/guides/files): where chat files are filed. --- # Calls and recordings > Audio and video calls in channels and direct messages: starting and joining, the call window, screen sharing, devices, how many people per plan, call hours, recording with consent, the transcript and AI summary, what it costs and where it is stored. Source: https://docs.quanty.ai/guides/chat-calls Audio and video calls happen inside Chat, with the people of a channel or a direct message. Members and admins in the conversation can record a call: after the call, Quanty posts the transcript and a summary with decisions and action items in the conversation, so the people who missed the call can catch up. ## Before you start - Calls are part of every plan. The plan sets how many people fit in one call and how many call hours the organization has each month (see [Limits per plan](https://docs.quanty.ai/guides/chat-calls#limits-per-plan)). - Only members of your organization who can see the conversation take part. There are no links for outside guests and no dial-in numbers. - The browser asks once for permission to use the microphone and the camera. - Recording needs AI, so Viewers cannot record. The transcript uses the organization's included transcription hours and then AI credits; the summary always uses AI credits. ## Start or join a call | Where | What happens | | --- | --- | | A direct message or group conversation | The phone (**Start an audio call**) or camera (**Start a video call**) button in the header rings the others: "Piotr Spedytor is calling", with **Accept** and **Decline**. The ring stops by itself after 45 seconds. | | A channel | Nobody is rung. A line under the header says "Kasia Próbna started a video call" and "3 in the call", with **Join**. The list marks the channel with "Call in progress". | There is one call per conversation at a time. The buttons explain when a call cannot start: "The call is full", "Calls are off in this organization", "An archived conversation cannot be called", "Join the channel first", "You are already in a call" or "This browser cannot make calls". ## In the call The call runs in a small window in the bottom-right corner (**Move the window** to drag it), with the people, who is speaking and the time. | Control | What it does | | --- | --- | | **Mute** / **Unmute** | Your microphone. | | **Turn the camera on** / **Turn the camera off** | Your camera. | | **Share your screen** | "What do you want to share?": **Entire screen**, **A window** or **A browser tab** (with its sound if you like). Others see "Kasia Próbna is sharing the screen". **Stop sharing** ends it. | | **Record the call** | Starts a recording (see [Record a call](https://docs.quanty.ai/guides/chat-calls#record-a-call)). | | **Full screen** / **Back to the small window** | A grid of videos over the page, or the small window. **Minimize** hides it to a bar. | | **Leave the call** | You leave; the call goes on for the others. | While you are in a call, everyone in Chat sees you as **In a call**. The person who started the call, or an administrator, can end it for everyone; otherwise it ends when the last person leaves. The conversation then shows "The call ended after 12 min, 3 people took part". ### Devices **Device settings** (also the **Calls & devices** tab of Chat settings) pick the **Microphone**, **Camera** and **Speaker**: "The devices chosen here are used in every call. During a call you can switch with the arrow next to the microphone and the camera." "Speak to test: the bar moves when the microphone hears you."; **Play a test sound** checks the speaker. If the browser blocks a device, the window says how to allow it, for example "Allow the microphone to join the call." ### How calls travel Calls go directly between the participants' browsers and are encrypted in transit. When a direct connection is not possible, for example behind a strict company firewall, the audio and video pass through a relay server that only forwards the encrypted stream. A call is not stored anywhere unless someone records it. ## Limits per plan | Plan | Video call | Audio call | Call hours per person per month | Transcription included per person per month | | --- | --- | --- | --- | --- | | Silver | 4 people | 6 people | 20 h | 1 h | | Gold | 8 people | 12 people | 80 h | 4 h | | Platinum | 8 people | 12 people | 160 h | 4 h | | Custom | 8 people | 12 people | 200 h | 4 h | Call hours and transcription hours are pooled for the whole organization: the hours per person times the number of seats. When the pool is used up: "Your organization has used all call hours of its plan this month. Calls already going on are not cut off. Upgrade to start or join new ones." A full call says "Your plan allows up to 4 people in a call. Upgrade to have more people join." ## Record a call 1. In the call, click **Record the call**. 2. **Record this call?** says what happens: "Everyone in the call will see that it is being recorded. The audio is transcribed and summarized by AI, which uses your AI allowance, and the recording and the transcript are saved in Files." It shows how much included transcription is left this month and the price after that, for example "After that, about 900 credits per hour." 3. Click **Start recording**. From then on every participant sees a red **Recording** mark with "Kasia Próbna is recording", and anyone who joins is told: "This call is being recorded by Kasia Próbna. The transcript and a summary will be posted in the conversation." with **OK**. - Only the audio is recorded, never the video or the shared screen. - One person records at a time ("Somebody else is already recording this call."). - The recording stops with **Stop recording**, when the recorder leaves, when the call ends, or after three hours ("The recording stopped after three hours."). - "Recording saved. The transcript and the summary will appear in the conversation shortly, and a copy goes to Files." > **Tell people before you record** > > Chat shows the recording mark to everyone in the call. Informing the people > you record, and asking for their consent where your law or company rules > require it, is yours to do. ### What you get After the call, the result is posted in the conversation as an AI message, **Call recording**: - the length and the number of people ("42 min · 3 people"); - the summary in four parts: Summary, Decisions, Action items and Open questions (headings and text in the app language of the person who recorded the call: Podsumowanie, Decyzje, Zadania and Otwarte pytania in Polish, Zusammenfassung, Entscheidungen, Aufgaben and Offene Fragen in German); - the **Transcript**, folded (**Show all**); - the audio file and the transcript as a text file. Everyone who can read the conversation sees it, including people who were not in the call. A recording in which nobody spoke says so in each reader's language: "No speech was recognised in this recording." If the recording cannot be processed, the conversation says "The recording of the call could not be processed". ### Where it is stored The audio, the transcript and the summary stay in the conversation, encrypted like every other file in Chat, and a copy is filed in **Files**: a channel's recordings in **Messages** under the channel's name, a direct message's under **Direct messages**, visible only to its participants. They count towards your organization's storage. Deleting the message removes them from the conversation; the copies in **Files** stay until someone deletes them in **Files**. ### What it costs Transcribing is free up to the transcription hours included in your plan; after that it costs about 900 credits per recorded hour at today's rates, and the **Record this call?** dialog always shows the current figure. The AI summary of each recording is charged on top in credits, at the model's rates, even within the included hours. Both are charged to the person who pressed record (see [Credits and usage](https://docs.quanty.ai/guides/billing-credits)). Calls themselves cost no credits; they use call hours. If there is no **Record the call** button: "Recording is not available: no transcription service is set up for this organization." Ask us. ## Good to know - **No outside guests.** Calls are for members of your organization only. - **Do not disturb** silences incoming-call rings; **Focus** mode shows a **Join** banner without ringing. - **Archived channels** cannot hold calls. ## Related pages - [Chat](https://docs.quanty.ai/guides/chat): notifications, focus mode and status. - [Channels and direct messages](https://docs.quanty.ai/guides/chat-channels): who is in a conversation. - [Billing and credits](https://docs.quanty.ai/guides/billing): plans, call hours and credits. - [Files](https://docs.quanty.ai/guides/files): where recordings are filed. --- # AI assistant > Quanty and your agents in Chat: opening the assistant, the conversation, context, model and mode, internet search, attachments and voice, answers with sources, confirmations, history, Ask AI and mentions in team conversations, and what it costs. Source: https://docs.quanty.ai/guides/ai-assistant The **AI assistant** is the AI side of [Chat](https://docs.quanty.ai/guides/chat): **Quanty**, the built-in **Wsparcie**, and the agents your team builds. It answers questions across your files with the sources it used, works on the table, dashboard, deck or board you have open, writes documents and spreadsheets, and can hand larger research to an agent task. What it builds for you is on [Tables, files, dashboards and decks from chat](https://docs.quanty.ai/guides/ai-assistant-work). ![The AI conversation with Quanty on the Chat page: Quanty and New chat at the top with history, a new chat, Feedback and more options, the line You are talking to AI. Check important facts., Ask across your files, and the message box with Ask across your files, @ for context, / for skills and its buttons](https://docs.quanty.ai/screens/en/light/chat-ai.webp) _A new AI conversation._ ## Before you start - The assistant is available when your organization's plan includes AI and it has credits left. Otherwise a notice above the message box says why, for example "This organization has spent its monthly allowance. Buy a top-up or wait for the next period." or "AI features are paused until the last payment for this organization goes through.", with **Go to billing** for those who may change it. - Members and admins can use the assistant. Viewers cannot use AI chat. The assistant changes data only with the rights of the person asking. - Everything the assistant does is AI work billed in credits (see [Billing and credits](https://docs.quanty.ai/guides/billing)). ## Open the assistant | Way | What opens | | --- | --- | | **Ctrl+K** (**⌘K** on a Mac) | The Chat panel on the AI conversation, next to the page you are on. | | **Quanty** in the **AI** section of Chat | Your latest AI conversation, or a new one. | | An agent in the **AI** section | A new conversation with that agent. | | **Edit with AI** on a dashboard or a deck | Chat next to it, working on it. | Next to a page, the panel docks on the right; drag its edge to resize it or open it as the full page. The line "You are talking to AI. Check important facts." is always above the messages. ## The conversation | Control | What it does | | --- | --- | | **Quanty** ▾ | Who answers: **Quanty**, **Wsparcie** or one of your agents ("Search agents…"). See [Agents](https://docs.quanty.ai/guides/agents). | | Title | "New chat" until the conversation gets a name; **Rename** changes it. | | History | "Conversations with Quanty": your earlier AI conversations, grouped **Pinned**, **Today**, **Yesterday**, **Previous 7 days**, **Previous 30 days** and **Older**, with **Search conversations**. | | **+** | **New AI chat**. | | **Feedback** | **Private feedback** to the Quanty team ("What worked, what didn't, what's missing?"), with the session's details attached. | | **More options** | **Copy conversation**, **Export conversation**, **Pin**, **Rename** and **Delete chat** ("“Raport październik” is removed from history. Cell values it produced stay in the table."). | AI conversations are private to their author and saved per organization; the Chat button opens them on any page. ## The message box "Ask across your files, @ for context, / for skills". **Enter** sends; while an answer is being written, **Stop generating** stops it. | Button | What it does | | --- | --- | | Settings (the sliders) | "Chat settings: context, agent, model and run mode" (see below). | | Context ring | How full the conversation's memory is: "Context 40% full". Near the end: "Older messages are being dropped to make room. Start a new chat to keep everything." | | **Attach files** | Files that ride with your message (see [Attachments](https://docs.quanty.ai/guides/ai-assistant#attachments)). | | Globe | **Internet search** for the next message. | | **@** | Point the assistant at **Files**, **Tables** or **Columns** ("Type @ to reference a file, table or column"). | | **/** | Skills (see [Tables, files, dashboards and decks from chat](https://docs.quanty.ai/guides/ai-assistant-work#skills-with-)). | | Microphone | **Record voice message**; **Stop recording**, and the speech is written into the box ("Transcribing..."). | ### Context, agent, model and mode | Setting | Choices | | --- | --- | | **Context** | **Automatic (current view)**: the table, dashboard, deck or board on screen. **No context**. Or a project (**Whole project**) or up to 5 of its tables ("Click tables to add or remove them (max 5 in context)"). The chip **Chat context** shows what is pinned; **Clear context** removes it. | | **Agent** | Who answers, as in the header. An agent limited to a project says "This agent only sees Operacje". | | **Model** | The AI model for this conversation, with its price tier. | | **Mode** | **Fast** ("Quickest: limited tools"), **Auto** ("Balanced default") or **Deep** ("Thorough: deep web research"). | When **Fast** was not enough: "Fast mode wasn't enough for this task." with **Re-run in deep mode**. ### Internet search | Choice | What it does | | --- | --- | | **Off** | "The assistant searches the web only when it decides to". | | **Fast search** | "Quick lookup of current facts and pages". | | **Agent research** | "Thorough multi-source research: slower, costs more". | The choice applies to the next message. Web answers list their sources ("Found 6 sources", "+3 more"); official sources are marked, such as "NBP · official" for exchange rates. The chat's own web search uses the words the assistant chooses and is not filtered by Quanty Ghost (see [Quanty Ghost](https://docs.quanty.ai/guides/ghost)). ### Attachments **Attach files** has **From Files** and **Upload files**: "Images up to 5 MB, PDF up to 20 MB, documents up to 25 MB. Max 10 files per message." The dialog names PDF, DOCX, XLSX, CSV, TXT, PNG and JPG; it also takes GIF, WebP, PPTX, XLS, TSV, Markdown, JSON, XML and HTML files. Uploaded files are kept in **Files**, in **Chat attachments**, visible only to you. ## Answers - **Thinking**: the assistant's reasoning appears first ("thought for 6s"), then the steps it takes, such as "Searching documents...", "Reading the spreadsheet...", "Adding a column...". A finished turn shows how many steps it took ("4/4 steps") and the time. - **Sources**: answers from your files cite the documents ("Sources in this answer"); point at a citation for a preview and click it to open the document at the cited place. "Answers cite the documents they come from." - **Actions** under an answer: **Copy message**, **Like this response** / **Dislike this response**, **Export message**, **Re-run with…** another model, and for tables **Insert as sheet page** ("Insert as a new page in a table") and **Open in sheet**. Results of other work offer **Open dashboard**, **Open presentation** or **View document**. "AI can make mistakes. Check important info." ### Confirmations Some actions wait for your approval in a card: **Confirm before continuing**, with **Yes, do it** and **Cancel**. They include deleting rows, a column, a page, a view, a dashboard, a presentation or a board; running AI on the columns; adding a page; adding many rows at once; creating a project, an agent, a view, a trigger or an automation, and changing or deleting automations and views; saving attachments to Files; sending a support request; and passing a conversation to a person. The approval is for that exact action: "Action cancelled. Nothing was changed." if you cancel, and an expired card does nothing ("This approval has expired or is no longer available, so nothing was executed."). ### When an answer stops early | Notice | Meaning | | --- | --- | | "The agent reached its tool-step limit for this turn and answered from the data gathered so far." | Ask it to continue. | | "The spending limit for this workspace was reached, so the assistant stopped and answered from what it had already gathered." | An admin can raise the limit. | | "The model is temporarily overloaded. Try again in a moment or switch to another model." | Try again or pick another model. | ## AI in team conversations ### Ask AI in a team conversation The sparkle button in a channel, a direct message or a thread opens **Ask AI**: - **Summarize the last 50 messages** (or **Summarize this thread**). The summary is posted in the conversation as an AI message for everyone. - **Ask about this conversation**: a question such as "What was decided about the delivery dates?". Pick **Who answers** (**Quanty** or an agent) and whether to **Post the answer in the conversation** ("Everyone in the conversation will see it. When off, only you see it here."). - **Help me write a reply**: "Politely decline, suggest next week instead". The **Suggested reply** is only yours, with **Use this** and **Copy**; it is never posted on its own. ![The Ask AI menu of a channel: Summarize the last 50 messages, Ask about this conversation and Help me write a reply](https://docs.quanty.ai/screens/en/light/chat-ask-ai.webp) _Ask AI in a channel._ AI reads only the messages you can see. A posted answer shows the orb, the name, the **AI** marker and "asked by Kasia Próbna", and can be pinned, replied to and reacted to. Viewers cannot use Ask AI ("You can read this conversation, but you cannot ask AI about it."). ### Mention AI in a conversation Type **@Quanty**, or **@** and an agent's name ("Ask the assistant in this conversation"), in a channel or direct message: the answer appears right there, in the thread if you wrote in one. The assistant reads the last 30 messages for context. Each request counts as AI work for the person who asked. ## Good to know - **Private by default.** Your AI conversations and their attachments are yours; colleagues do not see them. - **Answers follow your access.** The assistant reads and changes only what you may. - **Agent tasks.** For long research, the assistant can start an agent task with its own budget (see [Agents](https://docs.quanty.ai/guides/agents#agent-tasks)). ## Related pages - [Tables, files, dashboards and decks from chat](https://docs.quanty.ai/guides/ai-assistant-work): what the assistant builds. - [Agents](https://docs.quanty.ai/guides/agents): personas with their own instructions and tasks. - [Skills](https://docs.quanty.ai/guides/skills): instructions the assistant loads. - [Chat](https://docs.quanty.ai/guides/chat): channels, direct messages and calls. - [TMS in chat](https://docs.quanty.ai/guides/tms-chat): the assistant in the TMS. --- # Tables, files, dashboards and decks from chat > What the assistant builds and changes for you: the open table, its rows, columns and views, skills with /, the checklist and steps of longer work, Word, Excel, PowerPoint and other files, and editing the open dashboard, deck or board. Source: https://docs.quanty.ai/guides/ai-assistant-work Besides answering, the [AI assistant](https://docs.quanty.ai/guides/ai-assistant) does work: it changes the table you have open, writes files, and builds or edits dashboards, presentations and Kanban boards. It does the same things you can do by hand, with your rights, and it asks before anything that deletes or reaches outside. ## Before you start - The work is billed in AI credits, like every answer (see [Billing and credits](https://docs.quanty.ai/guides/billing)). - The assistant changes only what you may change. Viewers cannot use the AI assistant. - Actions that delete or create larger things wait for your approval in chat (see [Confirmations](https://docs.quanty.ai/guides/ai-assistant#confirmations)). ## Work on the open table With a table open, the message box shows **Working with** and the table, and explains: "The assistant sees this sheet. From chat it adds rows and columns, edits cells, assigns people from your team, creates views (calendar, timeline, Kanban) and automations that notify people or update data on their own." | You ask | It does | | --- | --- | | "Summarize what's in this sheet" | Reads the table and answers. | | "Add a column that classifies each row by delay risk" | Adds an AI column, which then runs on the rows (see [Columns and AI](https://docs.quanty.ai/guides/columns)). | | "Create a margin column: @Fracht EUR minus @Koszt, in EUR with 2 decimals, with a sum at the bottom" | A column that reads other columns by their `@` names, with its number format and a total. | | "Add a column with each company's current CEO from the web" | A column that reads the internet, with sources per cell. | | "Delete the rows where Status is empty" | Deletes them after you confirm. | | "Run the AI columns on the new rows" | Runs them after you confirm. | | "Build a timeline from the date column" | Creates a view after you confirm. | | "Assign Piotr to the first row" | Fills in a person column. | | "Notify me when a row's status changes" | Proposes an automation, created after you confirm (see [Triggers and automations](https://docs.quanty.ai/guides/automations)). | While it works, each step shows: "Reading the spreadsheet...", "Adding rows...", "Updating cells...", "Adding a column...", "Running AI extraction...". An empty conversation next to a table suggests starters such as "Summarize what's in this sheet" and "Assign a team member to the first row". A table in an answer can become a new page of a table: **Insert as sheet page** asks for the project, the table and the **Page title** ("Columns: 4 · Rows: 12") and **Insert page** adds it ("Page created"). ## Skills with / Type `/` in the message box to pick a skill for this message ("Type / to use a skill"). The **Generate** group comes first: **Generate a dashboard**, **Generate slides**, **Generate a Word document**, a command for an Excel file, and **Generate a PowerPoint file**. Your organization's own skills follow under **Skills**. Keep typing to narrow the list; the chosen skill shows in the box and **Remove skill** takes it away. Picking a skill is optional: the assistant loads one by itself when your request matches its description. A skill never gives the assistant more rights than it has without it. See [Skills](https://docs.quanty.ai/guides/skills). ## The checklist and the steps For work with several steps, the assistant writes its plan as a **Checklist** above the message box and ticks the items off: **To do**, **In progress**, **Done**, and "2 of 5 done" in the header. **Hide the checklist** / **Show the checklist** fold it. Each step appears in the answer as a chip coloured by its kind: Excel, Word, PowerPoint, PDF, table, dashboard, presentation, web, files, agent or skill. A running chip shows its stage: **Reading the data**, **Planning**, **Calculating**, **Building**, **Saving**. ## Files the assistant writes Ask for a file and the assistant writes it: | Format | Typical use | | --- | --- | | Word (DOCX) | Reports, offers, letters, memos | | Excel (XLSX) | Tables with number formats, totals and charts | | PowerPoint (PPTX) | A deck as a file | | Markdown, text, CSV | Plain formats for other tools | | PDF or PPTX of a presentation | An export of a Quanty [presentation](https://docs.quanty.ai/guides/presentations) | A finished file shows as a card with **Download** and **Open in Files**. Every file is saved in [Files](https://docs.quanty.ai/guides/files): in the project's **Generated** folder when the conversation belongs to a project, otherwise in **Generated by AI**. ## Edit the open dashboard, deck or board With a [dashboard](https://docs.quanty.ai/guides/dashboards), a [presentation](https://docs.quanty.ai/guides/presentations) or a [Kanban board](https://docs.quanty.ai/guides/kanban) open, the assistant works on exactly that one ("current dashboard", "current presentation", "current Kanban board"): - "Add a KPI with the number of late orders and put it first" - "Turn the chart on slide 3 into stacked columns" - "Filter the dashboard to carriers from Poland" - "Move the Baltic Foods card to Gotowe" It adds, changes, moves and removes widgets and slides, binds them to tables, sets filters and changes pictures; on a board it moves and adds cards. Deleting a dashboard, a deck or a board always waits for your confirmation. If the assistant changes a dashboard or deck while you have unsaved edits, the editor tells you and offers **Load their version**. New dashboards and decks can be asked for too: "Make a dashboard of delivery performance by carrier" builds one in the background, like **Create with AI**. ## Agent tasks For hard, multi-step questions ("find this supplier's parent company and its latest revenue"), the assistant can hand the work to an agent task with its own budget. The run appears in **Agent activity** with live steps. See [Agents](https://docs.quanty.ai/guides/agents#agent-tasks). ## Good to know - **Ordinary edits.** Changes the assistant makes to a table are edits like yours: the record's **History** shows who changed what, and AI columns it runs are marked **AI run**. - **One request at a time.** Long work can take several steps; **Stop generating** stops it, and changes already made stay in place. - **Pictures** in dashboards and decks are ones you upload or link. ## Related pages - [AI assistant](https://docs.quanty.ai/guides/ai-assistant): the conversation, settings and confirmations. - [Skills](https://docs.quanty.ai/guides/skills): writing your own skills. - [Dashboards](https://docs.quanty.ai/guides/dashboards) and [Presentations](https://docs.quanty.ai/guides/presentations): what the assistant edits. - [Write a report from chat](https://docs.quanty.ai/recipes/report-from-chat): a step-by-step recipe. --- # Agents > Chat personas with their own instructions: the Agents page, the built-in Quanty and Wsparcie, creating an agent by hand or with AI, every section of its settings, using agents in Chat, and agent tasks with their budget and activity. Source: https://docs.quanty.ai/guides/agents An **agent** is a chat persona: a name, standing instructions, a model and the skills it may use. Instead of explaining the same context in every conversation, your team builds an agent once ("Analityk kosztów", "Invoice checker") and picks it in Chat whenever that expertise is needed: "Build specialized AI agents you can chat with. Give an agent a role and instructions, then pick it in any chat." ![The Agents page: the tabs Agents and Skills, the search, the Built in shelf with Quanty and Wsparcie, and the Your agents shelf](https://docs.quanty.ai/screens/en/light/agents.webp) _The Agents page._ ## Before you start - Agents are part of every plan; using them needs AI in the plan and credits. - Members and admins create, change and chat with agents. Viewers see the agents but cannot chat with them, because the Viewer role has no AI chat. - An agent never has more rights than the person chatting with it: it reads and changes only what that person may. ## The Agents page Open **Agents** in the sidebar. The page has two tabs, **Agents** and **Skills** (see [Skills](https://docs.quanty.ai/guides/skills)). - **Search agents by name or description**, and **Filter**: **All agents**, **Active**, **Inactive**, **Made by your team** or **Built in**. - **Built in**: "Ready in every chat and maintained by Quanty." **Quanty** (**Default**) is "The global Quanty agent. Answers anything about your workspace and can route work to your other agents." **Wsparcie** is Quanty's product help: it answers questions about Quanty and can open a support request for you. - **Your agents**: "Made by your team for its own work." Each card shows the status (**Active** or **Inactive**) and its skills ("Skills: 3" or "All skills"). - A card's menu (**Agent actions**): **Edit settings**, **Duplicate** ("Analityk kosztów (copy)"), **Turn on** / **Turn off**. Built-in agents cannot be changed or deleted. ## Create an agent 1. Click **New agent**. 2. Either fill in the settings yourself, or use **Generate with AI**: "Describe what the agent should do and AI will write the name, description and instructions for you." For example "An agent that reviews supplier invoices, flags unusual costs and answers in Polish". Click **Generate** and check the draft; nothing is saved yet. 3. Click **Create agent**. "Add a name (at least 2 characters) and instructions (at least 10 characters) to save." ## The agent's settings ![The settings of the agent Analityk kosztów: Active, By your team, the sections General, Instructions, Model, Access, Assigned person and Skills, with General showing the description, the avatar with Shuffle colors and the Status switch, and Instructions showing the System prompt](https://docs.quanty.ai/screens/en/light/agents-editor.webp) _An agent's settings._ The settings are in sections, listed on the left; **Save changes** keeps them. | Section | Field | What it means | Example | | --- | --- | --- | --- | | Top of the page | **Name** | How it appears in Chat; you edit it in place next to the orb ("e.g. CFO Agent"). Unique in your organization, up to 120 characters. | Analityk kosztów | | **General** | **Description** | "What is this agent best at?" | Sprawdza koszty przewoźników | | **General** | **Avatar** | "The orb shown next to this agent's answers." **Shuffle colors** picks new ones. | | | **General** | **Status** | "Inactive agents cannot be picked in chat composers." | Active | | **Instructions** | **System prompt** | "The persona and rules injected into every chat with this agent." | You are a cost analyst… | | **Instructions** | **Sample prompts** | "Starter prompts shown in this agent's empty chat." Up to 6, each up to 300 characters. **Generate example prompts for this agent** writes three. | Które zlecenia mają najniższą marżę? | | **Model** | **LLM** | "Choose which model this agent answers with." **Use chat default** follows the conversation. | Use chat default | | **Access** | **Scope** | **Whole organization** ("The agent can use every project and table you have access to.") or **Project** ("The agent only sees the tables in this project."). | Project: Operacje | | **Assigned person** | Person | Who the agent hands a conversation to when it cannot finish something or is asked to pass it on, with who asked and their contact details. **Nobody**: "The agent does not pass conversations on." | Ewa Księgowa | | **Skills** | **All active skills** / **Selected skills** | Which skills the agent may load (see [Skills](https://docs.quanty.ai/guides/skills#skills-per-agent)). **Manage skills** opens the Skills tab. | All active skills | The **⋯** menu next to **Save changes** holds **Delete**: "Chats keep their history, but this agent can no longer be selected." The name is free again afterwards. ### Handing a conversation to a person With an **Assigned person**, the agent can pass a conversation on: "Nothing is sent until the person chatting confirms it. It arrives as a direct message from them in team chat." If that person leaves the organization, the setting says "This person is no longer a member of the organization. Pick someone else or choose Nobody." ## Use agents in Chat - In the **AI** section of [Chat](https://docs.quanty.ai/guides/chat), every active agent has its own row with the **AI** marker; click it for a new conversation with that agent. - In an AI conversation, **Quanty** ▾ in the header switches who answers. - An empty conversation with an agent shows its sample prompts. - In a channel or direct message, type **@** and the agent's name, or pick it under **Who answers** in **Ask AI** (see [AI assistant](https://docs.quanty.ai/guides/ai-assistant#ai-in-team-conversations)). - The assistant can create an agent for you in chat; it waits for your confirmation. ## Agent tasks For hard, multi-step questions, the assistant hands work to an agent task: for example "find this supplier's parent company and its latest revenue". AI columns can run agent tasks per row too (see [Research companies with an agent](https://docs.quanty.ai/recipes/agent-research-column)). A task: - runs step by step (searching, reading documents, calculating) and records every step; - runs with a budget and stops when it is reached (**Budget reached**), keeping what it found; - returns a value with its confidence, its reasoning and its cost. Calculations run in a sandbox where possible. A result says **Computed in the Python sandbox**, or **Not sandbox-verified: model-estimated value** when the model estimated it. ### Agent activity **Agent activity** (the indicator in the table toolbar and the chat header, which pulses while runs are going: "2 running") lists the runs: "Live: updates as the agents work". | Status | Meaning | | --- | --- | | **Queued** | Waiting to start. | | **Running** | Working; open it to see the steps as they happen. A web research run says "Researching the live web. A thorough run can take several minutes." | | **Done** | Finished, with **Result** and **Output**. | | **Failed** | Could not finish. | | **Stopped** | Stopped by someone (**Stop this run**). | | **Budget reached** | Hit its budget; partial results are kept. | > **Budgets keep costs predictable** > > Every agent task has a fixed budget, and what it spends is billed in credits > like any other AI work. A run that reaches its budget stops. ## Good to know - **"Agents" means chat personas.** Agents answer in Chat; they are not a separate place where work runs on its own. - **Turning an agent off** hides it from Chat without deleting it. - **Built-in instructions are Quanty's.** The instructions of **Quanty** and **Wsparcie** are not shown or editable. ## Related pages - [AI assistant](https://docs.quanty.ai/guides/ai-assistant): talking to Quanty and your agents. - [Skills](https://docs.quanty.ai/guides/skills): instructions agents load for a task. - [Chat](https://docs.quanty.ai/guides/chat): the AI section of the list. - [Billing and credits](https://docs.quanty.ai/guides/billing): how AI work is billed. --- # Skills > Reusable instructions the assistant loads when a task calls for them: the Skills tab, writing a SKILL.md, supporting files, import and export, global skills, skills per agent, picking a skill with /, safety and limits. Source: https://docs.quanty.ai/guides/skills A **skill** is a short instruction file for one kind of job: how to build the monthly report, how to check a carrier invoice, which steps to follow when a client asks for an offer. "Instructions your agents load when a task calls for them." You write it once, and the assistant loads it whenever a request matches. An [agent](https://docs.quanty.ai/guides/agents) says who the assistant is; a skill says how a particular job is done. ![The Skills tab of the Agents page: the list with Your organization and Global skills next to the SKILL.md editor of a skill](https://docs.quanty.ai/screens/en/light/skills.webp) _The Skills tab._ ## Before you start - Skills are part of every plan; they are used by the AI assistant, so they need AI in the plan. - Everyone reads skills. Members and admins create and change them; for others: "You can read this skill, but you do not have permission to change it." - Everyone in the organization can read a skill, so keep secrets out of it. ## How a skill is used The assistant always sees the **name** and the **description** of the active skills, and nothing else. When a request matches a description, it loads the skill's instructions and follows them; supporting files are read only when the instructions point to them. That is why the description matters most: "Agents choose a skill by its description." Say what the skill does and when to use it, in the words your team would type. The list the assistant sees holds up to 30 skills and about 4,000 characters in all, with each description cut at 200 characters, so put the key words first. ## The Skills tab Open **Agents** in the sidebar, then **Skills**. - The list has two groups, **Your organization** and **Global**, with **Search skills** on top. Badges mark **Global**, **Inactive**, **Draft** and **Unsaved changes**. - **New skill**: **Blank skill** or **Import SKILL.md or .zip**. - A skill opens in the editor: **Source** or **Preview** (**Content view**), the character count (for example "1240 / 40000 characters"), **Allowed tools**, and when and by whom it was last changed ("Updated 02.11.2026 by Kasia Próbna"). - **Active: agents can use this skill**: an inactive skill stays on the list but is not offered to the assistant. - **Save changes** / **Create skill**, **Discard changes**, and under **More actions**: **Export**, **Duplicate**, **Delete** ("“carrier-scorecard” will be deleted with its supporting files. Agents will no longer be able to use it."). The editor checks the file as you type and names each problem under it, for example "The name may only use lowercase letters, digits and single hyphens, for example monthly-report." or "Add a description to the frontmatter. Agents choose a skill by its description." "Fix the problems marked under the editor to save." ## Write a SKILL.md "SKILL.md format: the frontmatter between the --- lines holds name, description and optional allowed-tools. The instructions follow in markdown." | Field | Required | What it is | | --- | --- | --- | | `name` | yes | Lowercase letters, digits and single hyphens, up to 64 characters, for example `monthly-report`. Unique in your organization. | | `description` | yes | What the skill does and when to use it, up to 1,024 characters. | | `allowed-tools` | no | A list of tools. When someone picks the skill with `/` for a message, the assistant may use only these for that message. A skill the assistant loads by itself does not narrow its tools. | The instructions under the frontmatter can be up to 40,000 characters. Other frontmatter fields are not stored: "These frontmatter fields are not stored and will be dropped on save". A short, complete example: ```markdown --- name: carrier-scorecard description: Build the monthly carrier scorecard from the Zlecenia table. Use when someone asks for a carrier ranking, on-time delivery or the monthly scorecard. allowed-tools: - read_spreadsheet - search_library --- # Carrier scorecard ## When to use Requests for a ranking of carriers, on-time delivery or the monthly scorecard. Not for a single order: answer those directly. ## Steps 1. Read the Zlecenia table for the month the user asked about. 2. For each carrier count the orders, the late ones and the claims. 3. Rank carriers by the share of on-time deliveries, best first. 4. For the wording of the summary read templates/summary.md. ## Rules - An order is late when Rozładunek is after the agreed date. - Leave out carriers with fewer than 5 orders and say that you did. - Always state the month and the number of orders the ranking is based on. ``` The example sets `allowed-tools` because a scorecard only reads; the narrowing applies when someone picks the skill with `/`. Most skills do not need it: leave the field out and the assistant keeps everything it normally has. Habits that make a skill work: - Start the description with what it does, then when: "Use when...". - Number the steps in the order they are done. - Write rules with their numbers ("fewer than 5 orders"), not "be careful". - Name your real tables, columns, thresholds and wording. - Keep secrets out: everyone in the organization can read a skill. ## Supporting files "Text files the skill can point to: references, templates, examples." A skill holds up to 10 ("A skill holds up to 10 files."). 1. In **Supporting files**, click **Add file**. 2. Give it a **Path** such as `references/pricing.md` (up to 120 characters, forward slashes, no `..`). 3. Type the **Content** or **Load from a file** (text only, up to 60,000 characters). Click **Save file**. Point to each file from the instructions by its exact path and say when to read it, as step 4 of the example does. A file the instructions never mention is never read. ## Import and export Skills use the open Agent Skills format ([agentskills.io](https://agentskills.io)), so a skill written in Quanty works in other tools that read the format, and skills from elsewhere can be brought in. - **Import**: **Import SKILL.md or .zip**, or drop the file on the page ("Drop a SKILL.md or a .zip to import it"). One file, up to 2 MB; a .zip holds the SKILL.md and up to 10 supporting files. What could not be kept is listed under **Imported with notes**. - **Export**: downloads the skill with its supporting files as a .zip. "Exports the saved version, without your unsaved changes." ## Global skills Global skills come with Quanty: "Global skills are maintained by Quanty and cannot be edited. Duplicate this one to make your own version." **Duplicate to edit** makes a copy in your organization. | Skill | What it is for | | --- | --- | | `generate-dashboard` | Building a dashboard from a table. | | `edit-dashboard` | Changing an existing dashboard. | | `generate-slides` | Building a presentation in Quanty. | | `edit-slides` | Changing the slides of an existing presentation. | | `generate-document` | Writing a Word document. | | `generate-spreadsheet` | Building an Excel file. | | `generate-presentation-file` | Building a PowerPoint file. | | `deep-research` | Researching a question in depth. | | `creating-skills` | Writing and improving skills. | ## Skills per agent Each agent's settings have a **Skills** section: - **All active skills**: every active skill, including ones added later. - **Selected skills**: only the skills you pick (up to 50). With **Selected skills** and nothing picked, the agent works without skills. **Manage skills** opens the Skills tab. ## Pick a skill in chat Type `/` in the message box. The **Generate** group comes first (a dashboard, slides, a Word document, an Excel file, a PowerPoint file), then your organization's skills under **Skills**. Keep typing to narrow the list ("No matching skill"), pick one, and write your request. The skill applies to this one message. If it is no longer available: "The selected skill is not available, so this answer was written without it." > **A skill never adds rights** > > A skill changes how the assistant works, never what it may do. Roles, > confirmations and plan limits apply as always: a Viewer still cannot use AI > chat, and an action that needs your approval still asks for it. `allowed-tools` only > narrows what the assistant may use; it cannot grant a tool. ## Limits | What | Limit | | --- | --- | | Name | 64 characters | | Description | 1,024 characters (the assistant sees the first 200) | | Instructions | 40,000 characters | | Supporting files | 10 per skill, 60,000 characters each | | Import | One file, 2 MB | | Skills in your organization | 200 | | Skills the assistant sees at once | 30 | ## Related pages - [Agents](https://docs.quanty.ai/guides/agents): who the assistant is, and which skills each agent uses. - [Tables, files, dashboards and decks from chat](https://docs.quanty.ai/guides/ai-assistant-work): the `/` menu and files created in chat. - [Write a report from chat](https://docs.quanty.ai/recipes/report-from-chat): a recipe that uses skills. --- # Automations > Let Quanty react to new records, e-mails, WhatsApp messages, KSeF invoices and schedules: the Automations page, templates, building an automation step by step and switching it on. Source: https://docs.quanty.ai/guides/automations An automation watches one table of a project and does something when an event happens: a record is created or changes, a form is submitted, an e-mail or a WhatsApp message arrives, a KSeF invoice comes in, or a schedule fires. It then notifies people, sends an e-mail, WhatsApp message or SMS, changes the record, creates another record or runs the table's AI columns. In the app's words: "Let Quanty react to new records, messages, invoices and schedules for you." Automations are in **beta**: the page carries a **beta** badge, and what an automation can do may still change. ![The Automations page of a project: the beta badge, Activity and New automation, Your automations with search, the All, On and Off filters and one automation, and Start from a template below](https://docs.quanty.ai/screens/en/light/automations.webp) _The Automations page of a project._ ## Before you start - **Where.** Automations belong to a project: open the project and click **Automations** in the project rail (the **+** next to it starts a new one). Each automation watches one table and one tab of that table. A project without a table says "This project has no table yet. Create one first, then add automations to it." - **Who.** Anyone who can edit the project creates, changes, tests, switches on and deletes its automations. Viewers see them as **Read only**: "Your role in this project lets you read automations, not change them." Run history can be read by anyone who can open the project. - **Plan.** Most triggers and actions work on every plan. The **KSeF invoice received** and **WhatsApp message received** triggers and the **Send a WhatsApp message** and **Send an SMS** actions need the **Gold** plan or higher; on a lower plan they stay visible with a lock and the plan's name (see [Plans and billing](https://docs.quanty.ai/guides/billing)). - **Credits.** Only some steps spend credits: running AI columns, WhatsApp messages and SMS. E-mails, notifications and record changes do not (see [Testing and run history](https://docs.quanty.ai/guides/automations-runs#credits)). ## The Automations page The header has the **beta** badge, **Activity** ("What your automations did, and when") and **New automation**, which offers **Start from a template** and **Start from scratch**. ### Your automations "Everything that runs in this project." Each automation is one row: | Part | What it shows | | --- | --- | | Icons | The trigger and one tile per kind of action (with **+2** when there are more). | | Name and line | The automation's name, and its trigger and actions in words, for example "Record matches conditions → Send an e-mail". | | Table | The table it watches. | | Last run | "Last run 5 min ago", or "Not run yet". | | Switch | **On** or **Off**. | | **⋯** | **Open in editor**, **Run history** and **Delete**. | **Search automations** finds a name, a table, or the name of a trigger or an action. **Show** filters the list: **All**, **On**, **Off** and, when something needs a look, **Needs attention**. ### Marks on an automation An automation that needs a look carries a mark, the most serious one first: | Mark | What it means | | --- | --- | | **Table deleted** | The table it watched is gone. | | **Last run failed** | The last run ended with an error; its history says which step. | | **Paused** | Quanty paused it, with the reason (below). | | **Did not run** | A run was skipped for a reason worth reading, for example the 24-hour WhatsApp window. | Quanty pauses an automation in three cases, and says so on the row: - "Paused: the AI budget ran out. Turn it on again once credits are back." - "Paused: its mailbox was disconnected. Pick another mailbox and turn it on again." - "Paused: its mailbox is no longer shared. Its owner should check the actions and turn it on again." A paused automation stays off until someone switches it on again. ## Start from a template ![Start from a template: the table picker For table, Search templates, Filter, the shelves Suggested, Records, Schedule, Forms, Email, WhatsApp and Invoices (KSeF) with their counts, and template cards with Use template](https://docs.quanty.ai/screens/en/light/automations-templates.webp) _Templates matched to the columns of your table._ "Ready-made automations matched to the columns of your table. Add one, then adjust it." 1. Pick the table under **For table**. 2. Browse the shelves: **Suggested**, **Records**, **Schedule**, **Forms**, **Email**, **WhatsApp** and **Invoices (KSeF)**, or type in **Search templates**. **Filter** shows **All templates**, **Ready to add**, **Needs setup** or **Needs an upgrade**. 3. Click a card (**Use template**). "Automation added. It stays off until you turn it on." The builder opens on it. A card that cannot be added as it is says what is missing, for example "Needs a person column", "Needs a select column", "Needs a connected mailbox", "Needs a KSeF register writing into this table" or "Needs a connected WhatsApp number". A card that needs a higher plan says **Upgrade to Gold** to admins and **Ask an admin to upgrade** to everyone else. Viewers see "Only editors can add automations". | Template | What it does | | --- | --- | | **Notify the assignee about a new record** | When a record is created, the person in the person column gets a notification. | | **Daily digest of new records** | Every day at 09:00, a list of the records added in the last 24 hours. | | **Escalate tasks untouched for 2 days** | A daily check for records still in the first status after 2 days, with a reminder. | | **Send an e-mail when the status changes** | When a record enters the chosen status, an e-mail with its details goes out. | | **Remind about the agenda 24 h before a meeting** | An hourly check for meetings within a day that have no agenda. | | **Escalate a missing agenda 2 h before a meeting** | A meeting 2 hours away with an empty agenda: its creator is notified. | | **Mark as ready once the agenda is added** | When the text field is filled in, the status switches to ready. | | **Move a record to the next status** | When a record enters the first status, the next one is set. | | **Notify the reviewer when a document enters review** | When the status switches to review, the person in the person column is notified. | | **Daily list of documents to review** | A daily e-mail at 09:00 with the records waiting for review. | | **Escalate a review not started for 48 h** | A daily reminder about records in review with no change for 2 days. | | **Notify about a new form submission** | Every submission notifies the automation's creator. | | **Weekly digest of changes** | An e-mail on Mondays at 09:00 with the records changed in the past week. | | **Notify the team about a new record** | Every new record notifies the whole team. | | **Escalate overdue records** | A daily reminder about records past their date and not done. | | **Save incoming e-mails as records** | Every e-mail in your mailbox becomes a record, and you get a notification. | | **Auto-reply to new e-mails** | Replies in the same thread from the same mailbox with a short thank-you, and saves a record. | | **Notify the team about e-mails from a client** | An e-mail from the address or domain you enter notifies the team. | | **Save incoming WhatsApp messages as records** | Every message becomes a record, and you get a notification. | | **Notify the team about a new WhatsApp message** | The team is notified with the message text. | | **Auto-reply to WhatsApp messages** | A short reply from the same number that you will be in touch. | | **Process a new purchase invoice from KSeF** | Runs the AI columns on the invoice's row and tells the team. | | **Notify about an invoice above an amount** | An invoice above the gross amount you enter notifies the team. | | **E-mail a contact when the status changes** | The contact in the e-mail column gets a message, from your mailbox if you have one. | | **E-mail a contact when a record is added** | The same, when a record is added. | The template list also has **Send a webhook on a new record**; it shows **Off here** because the webhook step is not switched on. ## Start from scratch 1. Click **New automation**, then **Start from scratch** (or **Build your own** at the end of the templates). 2. In **New automation**, choose the **Source table** and give it a **Name**, for example "Notify about a new shift". 3. Click **Create**. The automation starts off, with the trigger **Record created** and one step that notifies you, and the builder opens. ## The builder ![The builder of an automation: the name and its table, the Off switch, History, Test and the menu, the cards When, If and Then with Add a step, and the trigger's settings on the right](https://docs.quanty.ai/screens/en/light/automations-builder.webp) _When, If and Then, with the selected card's settings on the right._ An automation reads top to bottom: | Card | What it holds | Page | | --- | --- | --- | | **When** | The trigger: the event that starts the automation, and its settings. | [Triggers and conditions](https://docs.quanty.ai/guides/automations-triggers) | | **If** | The conditions that must hold, or **Every time**. | [Triggers and conditions](https://docs.quanty.ai/guides/automations-triggers#conditions) | | **Then** | The steps, run in order: **Step 1**, **Step 2** and so on. **Add a step** adds one. | [Actions](https://docs.quanty.ai/guides/automations-actions) | Click a card to set it up in the panel on the right. Changes save by themselves: the top bar says **Saving…**, then **Saved**, or **Fill in the fields to save** while something required is missing. The top bar holds: - the name (click it to rename) and the table it watches; - the switch: **Turn on** or **Turn off**. An automation with missing fields cannot be switched on: "Cannot turn on: complete the automation first"; - **History**: the runs of this automation (see [Testing and run history](https://docs.quanty.ai/guides/automations-runs)); - **Test**: one trial run, by default without sending or writing anything; - **⋯**, **Delete automation**: "The automation will be switched off and deleted. Its run history stays." > **Test before you switch it on** > > Every automation, from a template or from scratch, starts off. Click > **Test** with **Dry run** on to see what it would do with a real record, then > switch it on. ## Automations from chat You can also ask the chat to create or delete an automation. The assistant shows what it is about to do, and nothing happens until you approve it (see [AI assistant](https://docs.quanty.ai/guides/ai-assistant)). ## Good to know - **One table each.** An automation watches one table and one tab. To react on several tables, make one automation per table. - **No undo of a run.** What an automation sent or wrote is not reversed by switching it off or deleting it. Test first, and use **Once per record** and the hourly limit (see [Triggers and conditions](https://docs.quanty.ai/guides/automations-triggers#limits-and-behaviour)). - **Chains.** A change an automation makes can start another automation, up to three automations deep. - **The table's own triggers.** Separate from this page, a table's toolbar has a lightning button with **Triggers**: Gmail, interval and weekly runs of the table itself, with row approval and undo (see [Table triggers and row approval](https://docs.quanty.ai/guides/automations-table-triggers)). - **Inside the TMS.** The TMS has its own automatic actions with their own settings (see [Automatic actions](https://docs.quanty.ai/guides/tms-automations)). ## Related pages - [Triggers and conditions](https://docs.quanty.ai/guides/automations-triggers): every trigger, its settings, conditions and limits. - [Actions](https://docs.quanty.ai/guides/automations-actions): every step and the fields you can put into messages. - [Testing and run history](https://docs.quanty.ai/guides/automations-runs): test runs, history, activity, pauses and credits. - [Table triggers and row approval](https://docs.quanty.ai/guides/automations-table-triggers): the Triggers panel of a table. - [Mailboxes](https://docs.quanty.ai/guides/integrations-mailboxes): the mailboxes an e-mail trigger listens to. --- # Triggers and conditions > Every trigger an automation can start from, with its settings and defaults, the conditions of the If card, and the limits on how often an automation runs. Source: https://docs.quanty.ai/guides/automations-triggers The **When** card of an automation holds its trigger, "the event that starts the actions", and the **If** card the conditions a record must meet. Together they decide when the steps under **Then** run. This page walks every trigger and its fields, the conditions, and the limits under **Limits and behaviour**. ## Before you start - You need edit access to the project (see [Automations](https://docs.quanty.ai/guides/automations#before-you-start)). - **E-mail received** needs a connected mailbox (see [Mailboxes](https://docs.quanty.ai/guides/integrations-mailboxes)), **WhatsApp message received** a connected WhatsApp number (see [WhatsApp](https://docs.quanty.ai/guides/whatsapp)), and **KSeF invoice received** a KSeF connection whose register writes into this table (see [KSeF e-invoices](https://docs.quanty.ai/guides/ksef)). The last two need the **Gold** plan or higher. - **Card enters a lane** needs a Kanban view of the table (see [Kanban boards](https://docs.quanty.ai/guides/kanban)), and **Form submitted** a form on it (see [Forms](https://docs.quanty.ai/guides/forms)). ## Choose the trigger Click the **When** card and pick the trigger under **When to run**. ![The When to run list open: Record created, Record updated, Record matches conditions with a tick, Form submitted, On a schedule and Card enters a lane, each with its hint](https://docs.quanty.ai/screens/en/light/automations-trigger-kinds.webp) _The triggers, each with a short hint._ | Trigger | When it starts | Its settings | | --- | --- | --- | | **Record created** | "When a new row appears in the table." | None. | | **Record updated** | "When a value changes in the chosen columns." | **Watched columns**; none chosen means **Any column**. | | **Record matches conditions** | "When a record starts matching the conditions (once, on change)." | At least one condition on the **If** card. | | **Form submitted** | "When someone submits a form." | **Form**: one form, or **Any form**. | | **On a schedule** | "Daily, weekly or every few hours." | See [On a schedule](https://docs.quanty.ai/guides/automations-triggers#on-a-schedule). | | **Card enters a lane** | "When a kanban card lands in the chosen lane." | **Kanban board** and **Lane**. | | **E-mail received** | "When an e-mail arrives in a connected mailbox." | See [E-mail received](https://docs.quanty.ai/guides/automations-triggers#e-mail-received). | | **WhatsApp message received** | "When a message arrives on a connected WhatsApp number." | See [WhatsApp message received](https://docs.quanty.ai/guides/automations-triggers#whatsapp-message-received). | | **KSeF invoice received** | "When a new invoice arrives in a connected KSeF register." | See [KSeF invoice received](https://docs.quanty.ai/guides/automations-triggers#ksef-invoice-received). | **Record matches conditions** fires once when a record starts to match, not again while it keeps matching. **Record updated** fires on every change of a watched column. ## On a schedule | Field | What it means | Default | | --- | --- | --- | | **Schedule** | **Daily**, **Weekly** or **Every few hours**. | **Daily** | | **Time** | The time of day, for **Daily** and **Weekly**. | 09:00 | | **Weekdays** | The days, for **Weekly**. | Monday | | **Every N hours** | 1 to 168 hours, for **Every few hours**. | 6 | | **Time zone** | Warsaw, Berlin, London, Paris, Madrid, Rome, Amsterdam, Prague, Vienna, Kyiv, New York, Chicago, Los Angeles, Dubai, Tokyo or UTC. | Europe/Warsaw | | **Mode** | **Digest**: "One run with the list of all matching records." **Per record**: "A separate run for each matching record (once per record)." | **Digest** | A schedule looks at the records that meet the conditions of the **If** card. A digest lists at most 200 records; use the fields **Records count**, **Records list** or **Records table** in the message (see [Actions](https://docs.quanty.ai/guides/automations-actions#fields-you-can-insert)). ## E-mail received | Field | What it means | Example | | --- | --- | --- | | **Mailbox** | The mailbox to listen to. A private mailbox works only in automations made by the person who connected it. | Zlecenia (Gmail) | | **From** | Sender addresses or domains. | `@nowak-logistics.pl` | | **To** | Recipient addresses. | `zlecenia@twojafirma.pl` | | **Subject contains** | Words in the subject. | `zlecenie, order` | | **Body contains** | Words in the text. | `CMR` | | **Only e-mails with attachments** | Leaves out e-mails without files. | On | Each filter takes several values separated by commas (up to 20 values and 500 characters). **Recent e-mails in this mailbox** lists the last messages with **Matches** or **Filtered out**, so you can check the filters before you switch the automation on. "Only e-mails that arrive after the automation is turned on will run it." E-mails already in the mailbox are never processed. ### Saving the e-mail as a record Under **Save to the table**, **Save each e-mail as a new record** (on by default) creates one record per e-mail and lets you choose which column receives each part: **Sender address**, **Sender name**, **To**, **Subject**, **Body**, **Received at** and **Attachments** (the attachments need a file column). **Do not save** skips the record; the automation then can only notify or send, and the steps **Update the record** and **Run AI columns** are not available. An e-mail automation has no record conditions: the e-mail is filtered by the fields above. ## WhatsApp message received | Field | What it means | Example | | --- | --- | --- | | **Number** | The WhatsApp number to listen to. You must choose one. | Dyspozycja | | **From this number** | Only messages from these senders. | `+48 601 234 504` | | **The text contains** | Words in the message. | `palety, kwit` | | **The message has an attachment** | Only messages with a photo or a file. | On | **Create a row for the message** makes one record per message: "One row per message, in the table this automation runs on, filled from the fields below." Map **Sender's number**, **Sender's name**, **Text**, **Received at** and **Attachments** to columns, or leave a part out. Attachments are saved as files in the file column. Only messages that arrive after the automation is switched on run it. ## KSeF invoice received | Field | What it means | Default | | --- | --- | --- | | **KSeF connection** | The NIP to listen to. | **Any connected NIP** | | **Register** | **Both registers**, **Purchase** or **Sales**. | **Both registers** | | **Seller's NIP**, **Buyer's NIP** | Only invoices from or to these companies. | Empty | | **Document type** | KSeF codes: VAT, KOR, ZAL, ROZ or UPR. | Any | | **Currency** | For example PLN or EUR. | Any | | **Gross total** | **From** and **To**, both included. With a bound set, an invoice without a total is skipped. | Empty | This trigger never creates a row: the KSeF sync has already written the invoice into the table. That is why it works only on a table a KSeF register writes into; on any other table the builder says so. Its steps can work on the invoice's record, for example **Run AI columns** on it. Only invoices that arrive after the automation is switched on count. See [KSeF e-invoices](https://docs.quanty.ai/guides/ksef#the-ksef-invoice-received-trigger). ## Conditions The **If** card holds the conditions. With conditions set, the card reads **Only when** and lists them; in its panel they sit under **Conditions** for **Record matches conditions** and under **Only when** for the other record triggers. With none, **Record matches conditions** asks "Set the conditions that start this automation", and the other record triggers say **Every time**: "No conditions. Add some to run only for certain records." For e-mail and WhatsApp triggers it says "Messages are filtered in the When step". 1. Click the **If** card and **Add condition**. 2. Pick the column, the operator and the value. 3. Under **Match**, choose **All** (every condition must hold) or **Any** (one is enough). | Operator | Works on | | --- | --- | | **is**, **is not**, **contains**, **does not contain**, **is empty**, **is not empty**, **is any of** | every column | | **greater than**, **less than**, **at least**, **at most** | numbers | | **before**, **after** | dates | | **is checked**, **is unchecked** | checkboxes | Besides the table's columns you can test **Created at**, **Updated at** and **Record label**. A date can be relative: `now`, `today`, `now+24h`, `now-2d` or `today-7d` (units `h`, `d` and `w`), so "Due date before now" means "overdue". An automation holds at most 20 conditions. ## Limits and behaviour The trigger's panel ends with **Limits and behaviour**: "How often this automation may run, and what happens when a step fails." | Setting | What it means | Default | | --- | --- | --- | | **Runs per hour** | "At most this many runs in one hour." 1 to 1 000. | 60 | | **Wait before running** | "Seconds to wait after a change, so a burst of edits makes one run." 0 to 3 600. Not shown for e-mail, WhatsApp and KSeF triggers. | 5 | | **Stop on error** | Skips the remaining steps when one fails. | On | | **Once per record** | Runs at most once for the same record. Not shown for message and KSeF triggers. | On | > **Keep Once per record on for notifications** > > Without it, an automation on Record updated sends a message on every edit > of a watched column. Turn it off only when you really want a run for every > change. ## Good to know - **Only new events.** E-mail, WhatsApp and KSeF triggers never look back: switching an automation on does not process what arrived before. - **Edits in bursts.** **Wait before running** collects quick edits of one record into one run. - **Values from AI columns.** A value an AI column writes counts as a change: it can start **Record updated** and **Record matches conditions**, so you can act on an AI result as soon as it lands (for example **Record matches conditions** with "Category is invoice"). The values that an automation's own **Run AI columns** step writes never start that same automation again. - **Chains stop at three.** A change made by one automation can start another one, up to three deep. - **A deleted table.** The automation shows **Table deleted** and stops. ## Related pages - [Automations](https://docs.quanty.ai/guides/automations): the Automations page, templates and the builder. - [Actions](https://docs.quanty.ai/guides/automations-actions): what the steps under Then can do. - [Testing and run history](https://docs.quanty.ai/guides/automations-runs): test a trigger on a real record. - [Mailboxes](https://docs.quanty.ai/guides/integrations-mailboxes): connect the mailbox an e-mail trigger listens to. --- # Actions > The steps under Then: notify people, send an e-mail, a WhatsApp message or an SMS, update or create a record and run AI columns, with their fields, recipients, limits and the values you can insert into a message. Source: https://docs.quanty.ai/guides/automations-actions The **Then** card of an automation holds its steps: what Quanty does when the trigger fires and the conditions hold. The steps run in order, **Step 1** first. This page walks every step, its fields and limits, the recipients you can pick and the values you can put into a message. ## Before you start - You need edit access to the project (see [Automations](https://docs.quanty.ai/guides/automations#before-you-start)). - **Send a WhatsApp message** needs a connected WhatsApp number and **Send an SMS** the SMS channel; both need the **Gold** plan or higher (see [WhatsApp](https://docs.quanty.ai/guides/whatsapp) and [Integrations](https://docs.quanty.ai/guides/integrations#sms)). - Sending an e-mail from your own address needs a mailbox that can send (see [Mailboxes](https://docs.quanty.ai/guides/integrations-mailboxes)); without one, e-mails go out from Quanty. ## Add a step 1. Click **Add a step** under the last step. 2. Pick the kind of step. 3. Fill in its fields in the panel on the right. The step menu of a step moves it (**Move up**, **Move down**) or removes it (**Remove action**). An automation holds at most 10 steps. ![The step menu open under Then: Notify people, Send an e-mail, Send a WhatsApp message, Send an SMS, Update the record, Create a record, Run AI columns, and Call a webhook marked off](https://docs.quanty.ai/screens/en/light/automations-add-action.webp) _The kinds of step._ | Step | What it does | Credits | | --- | --- | --- | | **Notify people** | "A bell notification (and an e-mail when the recipient has them on)." | None | | **Send an e-mail** | "An e-mail to typed addresses, the people in columns, or team members." | None | | **Send a WhatsApp message** | "A WhatsApp message to typed numbers, the numbers in a column, or the person who wrote in." | Per message | | **Send an SMS** | "A short text message to typed numbers or the numbers in a column." | Per message | | **Update the record** | "Writes values into this record's columns." | None | | **Create a record** | "Adds a new row to the chosen table." | None | | **Run AI columns** | "Recomputes AI columns for this record (uses credits)." | Per row | | **Call a webhook** | Sends the record's data to an address. Shown as **off**: "Webhooks are off in this installation." A saved webhook step is skipped, not failed. | None | ## Notify people | Field | What it means | Example | | --- | --- | --- | | **Recipients** | "Who gets the notification." See [Recipients](https://docs.quanty.ai/guides/automations-actions#recipients). | **People from the record**: Opiekun | | **Title** | The notification's title. | `New order: {{record.label}}` | | **Message** | Its text. | `Client: {{Klient}}` | The notification appears under the bell in Quanty. Recipients who receive notifications by e-mail get an e-mail too. ## Send an e-mail | Field | What it means | Example | | --- | --- | --- | | **To** | "Addresses, e-mail columns, people from columns or members." | **E-mail columns**: E-mail klienta | | **Subject** | The subject. | `[Quanty] {{record.label}}` | | **Body** | The text of the e-mail. | `Your order {{Numer}} is on its way.` | | **Send from** | **Quanty** ("No-reply address, Quanty branding") or one of your mailboxes that can send: "E-mails are sent from this address and appear in its Sent folder. They go out as plain messages, without Quanty branding." | Quanty | | **Reply in the same e-mail thread** | With an **E-mail received** trigger and the same mailbox: "The e-mail goes out as a reply to the one that started the automation." An empty subject replies with "Re:" and the original subject. | On | | **Attachments** | **No attachment**, **Report as DOCX**, **Findings as XLSX** or a file column of the row. "A row without one gets the e-mail without it." | Report as DOCX | Limits: 200 automation e-mails an hour per organization, and 100 an hour from one mailbox. An automatic reply is never sent to automatic mail (newsletters, bounces) or to a sender whose address could not be verified. ## Send a WhatsApp message | Field | What it means | | --- | --- | | **Send from** | Which of your WhatsApp numbers sends it. | | **To** | **These numbers** (up to 10), **Numbers from these columns** (up to 5 columns) or **Reply to whoever wrote** (with a WhatsApp trigger). | | **What to send** | **Write the message** (the default: Quanty turns your text into a message template and submits it to Meta when you save), **Free text**, or **An approved template** with its fields. | | **Text for the 24 h window** | Optional: a plain text sent instead of the template while the customer's 24-hour window is open. | WhatsApp lets a business send free text only within 24 hours of the customer's last message; outside that window only an approved template goes out. Quanty checks the window for every recipient before sending: inside it, free text is sent; outside it, the approved template; a recipient whose template is still waiting for Meta, was rejected, or who would need a template you did not set is skipped, and the run shows why. A message is at most 4 096 characters, and an organization sends at most 200 WhatsApp messages an hour from automations. See [WhatsApp](https://docs.quanty.ai/guides/whatsapp#the-24-hour-rule). ## Send an SMS | Field | What it means | | --- | --- | | **To** | **These numbers** (up to 10) or **Numbers from these columns** (up to 5 columns). | | **Text** | The message; a long text is cut to three SMS parts. | "One-way: sent from the name QUANTY, replies are not received." Limits: 30 SMS an hour and 1 000 a month per organization. ## Update the record **Set values** writes into the columns of the record that started the automation: "Each field gets a template value (e.g. `{{now}}`) or is cleared." 1. Click **Add field** and pick the **Column**. 2. Type the **Value**: text, a number, an option of a choice column, or a field such as `{{now}}` or `{{Klient}}`. **Clear** empties the cell instead. For example: when **Status** becomes "Delivered", set **Delivered at** to `{{today}}`. ## Create a record | Field | What it means | Default | | --- | --- | --- | | **Target table** | A table within this automation's reach. | | | **Tab** | The tab of that table. | **First tab** | | **New record's label** | "The row's text; by default the source record's label." | The source record's label | | **Field values** | "The new record's columns, filled from the source record." | | ## Run AI columns **AI columns**: "Which columns to recompute for the record", or **All AI columns**. "Every run uses AI credits. The automation pauses when the budget runs out." One automation runs AI on at most 200 rows a day; switching on an automation with this step checks first that your organization can spend credits. With an **E-mail received** or WhatsApp trigger, **Update the record** and **Run AI columns** need a record: "Turn on saving each message as a new record in the trigger." ## Recipients **Notify people** and **Send an e-mail** pick recipients from: | Choice | Who | | --- | --- | | **Team members** | Members of the organization you pick. | | **People from the record** | The people in a person column of the record. | | **E-mail columns** | The addresses in an e-mail column of the record (e-mail only). | | **E-mail addresses** | Addresses you type (e-mail only). | | **Whole team** | Everyone in the organization. | | **Automation creator** | The person who made the automation (on by default). | | **Sender of the e-mail** | With an **E-mail received** trigger. | One step reaches at most 100 recipients. ## Fields you can insert In a title, subject, message or value, **Insert field** puts a value from the record or the event into the text, written in double braces. A column is inserted by its name, for example `{{Klient}}`. | Group | Fields | | --- | --- | | Record | **Record link**, **Record label**, **Record id**, and every column of the table. | | **Other** | **Date and time**, **Today's date**, **Automation name**, **Table name**, **Who triggered it**. | | Schedule digest | **Records count**, **Records list**, **Records table**. | | **E-mail** | **Sender address**, **Sender name**, **Recipients**, **E-mail subject**, **E-mail body**, **Received at**, **Attachment names**, **Receiving mailbox**. | | **Invoice** | **Invoice number**, **KSeF number**, **Register**, **Document type**, **Seller**, **Seller's NIP**, **Buyer**, **Buyer's NIP**, **Net total**, **VAT**, **Gross total**, **Currency**, **Issue date**, **Our NIP**. | | **WhatsApp** | **Sender's number**, **Sender's name**, **Message text**, **Received at**, **Attachment names**, **Receiving number**. | > **Check the message with Test** > > **Test** with **Dry run** shows each step with the recipients and the text as > it would go out, with the fields filled in from a real record (see > [Testing and run history](https://docs.quanty.ai/guides/automations-runs#test-an-automation)). ## Good to know - **Order matters.** With **Stop on error** on (the default), a failed step skips the steps after it. - **What costs credits.** WhatsApp messages and SMS are charged per message from your credits, and **Run AI columns** per row; e-mails, notifications and record changes cost nothing (see [Testing and run history](https://docs.quanty.ai/guides/automations-runs#credits)). - **No credits left.** A WhatsApp or SMS step is skipped while your organization cannot spend credits, and an automation with **Run AI columns** pauses. - **Your own address.** E-mails from Quanty come from a no-reply address. To let customers answer you, send from a connected mailbox. ## Related pages - [Automations](https://docs.quanty.ai/guides/automations): the Automations page and the builder. - [Triggers and conditions](https://docs.quanty.ai/guides/automations-triggers): what starts the steps. - [Testing and run history](https://docs.quanty.ai/guides/automations-runs): what each step did. - [WhatsApp](https://docs.quanty.ai/guides/whatsapp): numbers, templates and the 24-hour rule. --- # Testing and run history > Test an automation on a real record without sending anything, read its run history and the activity of all automations, why an automation pauses, its limits and what it costs in credits. Source: https://docs.quanty.ai/guides/automations-runs Every automation keeps a history of what it did, step by step, and **Test** shows what it would do before it does anything real. This page covers the test, the run history of one automation, the **Activity** of all of them, when Quanty pauses an automation, the limits and the credits. ## Before you start - Testing needs edit access to the project; reading the history only needs access to the project (see [Automations](https://docs.quanty.ai/guides/automations#before-you-start)). - A test that really runs (with **Dry run** off) also needs edit access to the table, because it may change it. ## Test an automation 1. Open the automation and click **Test** in the top bar. 2. Under **Record**, keep **Latest record** or pick one with **Choose a record**. 3. Keep **Dry run** on: "Nothing is sent or written." Off: "The actions really run: notifications, e-mails, table changes." 4. Click **Run test**. ![The Test automation dialog: Record with Latest record and Choose a record, Dry run on, and the result: Conditions not matched, Simulated, the record's number, and the step Send an e-mail Simulated with Would send 1 e-mail, From, To and Subject](https://docs.quanty.ai/screens/en/light/automations-test.webp) _A dry run shows what each step would do._ The result shows whether the record meets the conditions (for example **Conditions not matched**), then each step with its status and what it would do: "Would send 1 e-mail" with **From**, **To** and **Subject**. In a dry run every step is **Simulated**. A test runs even when the conditions do not match, so you can check the steps on any record. - With an **E-mail received** trigger: "The test uses the newest e-mail in the mailbox, or a sample one when none has arrived yet." - A real run of an automation that runs AI columns is blocked while AI is off for your organization. - Test runs are kept in the history with a **Test** mark. ## Run history **History** in the top bar (or **Run history** in an automation's **⋯** on the Automations page) lists its runs, newest first, with a **Test** mark on test runs. ![The Run history drawer: one run Succeeded, marked Test, with its date and time, the trigger Record matches conditions and the record's number](https://docs.quanty.ai/screens/en/light/automations-history.webp) _The run history of one automation._ Click a run to see its steps. | Run status | What it means | | --- | --- | | **Queued** | Waiting to start. | | **Running** | Working through its steps. | | **Succeeded** | Every step that ran finished. | | **Failed** | A step failed; open the run to see which and why. | | **Skipped** | It did not run, with the reason (for example the WhatsApp window was closed or there were no credits). | | Step status | What it means | | --- | --- | | **OK** | The step did its work. | | **Failed** | The step failed. With **Stop on error** on, the steps after it are skipped. | | **Skipped** | The step did not run, with the reason. | | **Simulated** | A dry run: nothing was sent or written. | The history shows 50 runs at a time and keeps runs for 30 days. ## Activity of all automations **Activity** on the Automations page opens **Automation activity**: what every automation did. | Filter | Choices | | --- | --- | | **Show activity from** | **In this project** or **Whole workspace**. | | **Status** | **All**, **Succeeded**, **Failed**, **Skipped**, **Running**. | | **Period** | **24 hours**, **7 days**, **30 days**. | | **Automation** | **All automations** or one. | | **Trigger** | **Any trigger** or one kind. | | Switches | **Only e-mail automations** and **Test runs**. | "When an automation runs, what it did shows up here." **Clear filters** resets them. ## When an automation pauses Quanty does not switch an automation off because of failed runs: it keeps running, and each failure shows in the history and as **Last run failed** on the Automations page. It pauses an automation only when it cannot work at all: | Reason | What to do | | --- | --- | | "Paused: the AI budget ran out." | A **Run AI columns** step found no credits. Top up or wait for the new month, then switch it on. | | "Paused: its mailbox was disconnected." | Pick another mailbox in the trigger or step, then switch it on. | | "Paused: its mailbox is no longer shared." | The person who connected the mailbox stopped sharing it; its owner should check the steps and switch it on. | | The WhatsApp number was removed | Pick another number, then switch it on. | Switching a paused automation on again clears the reason. ## Limits | Limit | Value | | --- | --- | | Runs of one automation | **Runs per hour**, 60 by default, at most 1 000 | | Steps in one automation | 10 | | Conditions | 20 | | Recipients of one step | 100 | | Rows in a schedule digest | 200 | | AI rows per automation a day | 200 | | E-mails | 200 an hour per organization, 100 an hour per mailbox | | WhatsApp messages | 200 an hour per organization | | SMS | 30 an hour and 1 000 a month per organization | | Automations starting each other | 3 deep | | Run history | 30 days | ## Credits Most of an automation costs nothing. These steps spend your organization's credits (see [Credits and usage](https://docs.quanty.ai/guides/billing-credits)): | Step | What it costs | | --- | --- | | **Run AI columns** | The AI work for each row, like a run of the table (see [Columns and AI](https://docs.quanty.ai/guides/columns)). | | **Send a WhatsApp message** | Per message, from what the message costs WhatsApp, plus 30 %. To a Polish number, free text in the 24-hour window is about 7 credits and a template about 29 credits. | | **Send an SMS** | Per SMS part, plus 30 %. To a Polish number, about 42 credits. The SMS page shows the price per SMS. | | **Notify people**, **Send an e-mail**, **Update the record**, **Create a record** | Nothing. | The cost of WhatsApp and SMS shows on the **Usage** page under their own categories. A WhatsApp or SMS step is skipped while the organization cannot spend credits. ## Good to know - **No undo.** A run cannot be undone from its history: what it sent is sent, and what it wrote stays until someone changes it. Use **Dry run** first. - **Deleting keeps the history.** "The automation will be switched off and deleted. Its run history stays." - **Test on the record you mean.** **Choose a record** lets you test the record that should match, and a different one that should not. ## Related pages - [Automations](https://docs.quanty.ai/guides/automations): the Automations page and the builder. - [Triggers and conditions](https://docs.quanty.ai/guides/automations-triggers): limits and behaviour of the trigger. - [Actions](https://docs.quanty.ai/guides/automations-actions): what each step does. - [Credits and usage](https://docs.quanty.ai/guides/billing-credits): credits, budgets and the Usage page. --- # Table triggers and row approval > The Triggers panel of a table: add a row for each new Gmail e-mail, run the table on an interval or weekly, cap what it spends, undo a run, and accept or discard rows that wait for approval. Source: https://docs.quanty.ai/guides/automations-table-triggers Besides project [automations](https://docs.quanty.ai/guides/automations), every table has its own **Triggers**: "Run this sheet automatically when something happens." A trigger adds a row for each new Gmail e-mail, or runs the table's AI columns (or adds a row) on a fixed interval or a weekly schedule. Rows that a trigger or a Google Sheets import adds can wait for a person to accept them. ## Before you start - Triggers are set up by people who can edit the table. - A Gmail trigger needs a Gmail mailbox that is connected for reading and shared with the organization (see [Mailboxes](https://docs.quanty.ai/guides/integrations-mailboxes)). A Gmail account connected privately says: "This Gmail account is connected privately on the Integrations page. Share it there to use it in sheet triggers." When your Gmail card says it is connected for sending only, use an automation with the **E-mail received** trigger and a Quanty inbox address instead (see [Triggers and conditions](https://docs.quanty.ai/guides/automations-triggers#e-mail-received)). - Running AI columns spends credits (see [Credits and usage](https://docs.quanty.ai/guides/billing-credits)). ## Open the Triggers panel Click the lightning button in the table's toolbar: "Run this sheet automatically: on new emails or on a schedule". A number on it says how many triggers are active. The panel lists the table's triggers; **Add trigger** adds one. With none: "Add one to run this sheet on new Gmail emails or on a schedule." ## Add a trigger 1. Click **Add trigger** and pick the type. 2. Give it a **Name**, for example "New supplier invoices". 3. Fill in its settings (below), the options and, if you want, the usage limits. 4. Click **Create trigger**. | Type | What it does | | --- | --- | | **New Gmail email** | "Adds a row for every new email that matches your filter" | | **Fixed interval** | "Runs repeatedly, e.g. every 30 minutes" | | **Weekly schedule** | "Runs on chosen days at a set time" | ### New Gmail email | Field | What it means | Example | | --- | --- | --- | | **Gmail search filter (optional)** | "Any Gmail search works. Leave empty to catch every new inbox email." | `from:invoices@supplier.com has:attachment` | | **Save attachments to Files** | Stores the attachments in Files, so file and AI columns can read them. | On | | **Put email fields into columns** | "Optional. Pick columns to receive the sender, subject, date and body.": **Sender**, **Subject**, **Received at**, **Body** and **Attachments (file column)**. | Subject: Temat | The panel says which account it watches ("Watching zlecenia@twojafirma.pl"). Only e-mails that arrive after the trigger is created are added. ### Fixed interval and Weekly schedule | Field | What it means | Default | | --- | --- | --- | | **Run every** | 15 min, 30 min, 1 h, 6 h or 24 h, or a **Custom interval** in minutes, hours or days: from 5 minutes to 7 days. | | | **On days**, **At time (UTC)** | For **Weekly schedule**: the days and the time, in UTC. | | | **What should happen** | **Run AI columns** ("Recomputes this sheet, like pressing Run", with **Columns to run**) or **Add a new row** ("Appends a timestamped row; AI columns can run on it"). | | | **Put the fire time into column** | Writes the time of the run into a column of the new row. | | > **Times are in UTC** > > A weekly schedule runs at the time you set in UTC: 08:00 UTC is 09:00 in > Warsaw in winter and 10:00 in summer. Project automations have their own > time zone setting. ### Options and usage limits | Option | What it means | Default | | --- | --- | --- | | **Run AI columns on new rows** | New rows are processed at once. | On | | **Hold new rows for approval** | New rows wait for a person to accept them (see [Row approval](https://docs.quanty.ai/guides/automations-table-triggers#row-approval)). | Off | | **Max runs per day** | Up to 2 000. | No limit | | **Max credits per run** | Stops a run that would spend more. | No limit | | **Max credits per month** | Caps what the trigger spends in a month; it cannot be lower than the per-run limit. | No limit | "Optional. Leave blank for no limit. A trigger keeps spending on every run until you pause it." **Estimated cost** shows the price **Per run** (or **Per email**), **Per day** and **Per month**, and your **Balance now**: "An estimate, not a quote. A longer document costs more." ## Manage triggers Each trigger shows its last run ("Last run 10:05" or "Not run yet"), how many rows it added this week and its limits. Its buttons: **Run now**, **Pause** or **Resume**, **Columns** (which AI columns a run recomputes) and **Delete**: "It stops firing immediately. Rows it already created stay in the sheet." **Recent activity** lists the runs: "2 row(s) added", "no new emails", "sheet run queued" or **Failed**, each marked **auto** or **manual**. ### Undo a run **Undo** next to a run removes the rows that run added ("Rows removed"). A run that is still working can be undone once it finishes. ### When a trigger pauses A trigger pauses itself and says why: - **Paused: reconnect Gmail in Integrations**: the Gmail account lost its access. Reconnect it, then **Resume**. - **Paused: out of AI credits**: three runs in a row could not spend credits. Top up, then **Resume**. Other failures do not pause a Gmail trigger: it checks the mailbox less and less often, at most once an hour, until it works again. ## Row approval Rows added by a table trigger with **Hold new rows for approval**, or by a [Google Sheets](https://docs.quanty.ai/guides/integrations-google-sheets) import with **Require approval before imported rows are visible to others**, wait in the grid for a person: - A small lightning mark at the start of the row says where it came from ("via New supplier invoices"). - A waiting row is tinted and carries **Awaiting approval**, with two buttons: - **Accept**: "keep this row and run its AI columns". - **Discard**: "remove this row". Project automations do not hold rows for approval: a row they create is a normal row at once. ## Good to know - **Triggers and automations side by side.** A table trigger runs the table itself (rows from Gmail, AI runs on a timer); a project automation reacts to events and notifies, sends or changes records. Both can work on the same table. - **Copies.** Duplicating a table does not copy its automations. - **Gmail only.** Table triggers read Gmail. For other mailboxes or a Quanty inbox address, use an automation with **E-mail received**. ## Related pages - [Automations](https://docs.quanty.ai/guides/automations): project automations and their templates. - [Mailboxes](https://docs.quanty.ai/guides/integrations-mailboxes): connect and share a Gmail mailbox. - [Google Sheets](https://docs.quanty.ai/guides/integrations-google-sheets): imports that can wait for approval. - [The grid](https://docs.quanty.ai/guides/grid): the table toolbar. --- # Integrations > The Integrations page: what is connected, the catalog by category with its statuses and buttons, which plan each integration needs, and SMS, the public registries and telematics. Source: https://docs.quanty.ai/guides/integrations **Integrations** in the sidebar is where Quanty meets the tools your data already lives in: mailboxes, Google Sheets, KSeF, WhatsApp, SMS, the AI Secretary, telematics and the Polish public registries. "See and manage all integrations." Each card says whether it is connected, and its button takes you to the page where you set it up. ## Before you start - Anyone in the organization can open the page. Connecting a mailbox, Google Sheets or files needs a member or admin; viewers see "Only members and admins can connect mailboxes." - KSeF, WhatsApp, the AI Secretary and SMS need the **Gold** plan or higher, and their setup is done by an admin. On a lower plan their cards carry the plan's name, with **Upgrade to Gold** for admins and **Ask an admin to upgrade** for everyone else. - Telematics is part of the TMS add-on (see [Telematics (GPS)](https://docs.quanty.ai/guides/telematics)). ## The page The page has two parts: - **Connected**: "Integrations already working in this workspace." Each connected integration with **Manage**, and under it **Connected mailboxes** (see [Mailboxes](https://docs.quanty.ai/guides/integrations-mailboxes)). - **Browse integrations**: "Discover new ways to bring your data into Quanty." The catalog, with **Search integrations**, **Filter** and the categories on the left. **Filter** shows **All integrations**, **Connected**, **Ready to connect**, **Built in**, **Needs an upgrade** or **Coming soon**. The categories are **Essentials**, **Email**, **Communication**, **Voice**, **Files & storage**, **Spreadsheets**, **Finance & invoicing**, **Fleet & telematics** and **Data & enrichment**. ### What a card says | Status | What it means | | --- | --- | | **Connected** (or "Connected · 2") | Working in your organization, with the number of connections. | | **Needs attention** | Connected, but something needs a look (for example a mailbox to reconnect); the button says **Review**. | | **Built in** | Works without setup: **No setup needed**. | | **Not available yet** | The integration is not switched on for your organization. | | **Coming soon** | Not available. | | Plan name, for example **Gold** | Needs a higher plan. | The buttons are **Connect**, **Set up** and **Manage**. ## The catalog | Integration | What it is for | Needs | Page | | --- | --- | --- | --- | | **Gmail** | "Start automations from incoming mail and send from your Gmail address." | A member or admin | [Mailboxes](https://docs.quanty.ai/guides/integrations-mailboxes#gmail) | | **Other email (IMAP/SMTP)** | "Any other mailbox, connected with its server settings." | A member or admin | [Mailboxes](https://docs.quanty.ai/guides/integrations-mailboxes#other-email-imapsmtp) | | **Quanty inbox address** | "A unique Quanty address you forward emails to." | A member or admin | [Mailboxes](https://docs.quanty.ai/guides/integrations-mailboxes#quanty-inbox-address) | | **WhatsApp** | "Customer messages land in a table, automations reply." | Gold, set up with Quanty | [WhatsApp](https://docs.quanty.ai/guides/whatsapp) | | **SMS** | "Send text messages from automations when something happens." | Gold | [SMS](https://docs.quanty.ai/guides/integrations#sms) | | **AI Secretary** | "A voice assistant answers your phone and writes each call into a table." | Gold, an admin | [AI Secretary](https://docs.quanty.ai/guides/secretary) | | **Google Sheets** | "Import rows from Google Sheets or export a table to it, on a schedule or with one click." | A member or admin | [Google Sheets](https://docs.quanty.ai/guides/integrations-google-sheets) | | **KSeF (e-invoices)** | "Purchase and sales invoices from KSeF as rows in a table." | Gold, an admin | [KSeF e-invoices](https://docs.quanty.ai/guides/ksef) | | **Telematics (GPS)** | "Your trucks live on a map, and a Vehicles table that keeps itself current." | TMS add-on | [Telematics (GPS)](https://docs.quanty.ai/guides/telematics) | | **Polish public registries** | "Company data from GUS REGON, KRS and CEIDG, available to chat and AI columns." | Nothing: **Built in** | [Columns and AI](https://docs.quanty.ai/guides/columns) | The catalog also lists **Outlook** and **SharePoint & OneDrive**, which say **Not available yet**, and a few cards marked **Coming soon**; neither kind can be connected. With the TMS add-on, a **TMS Demo** card sets up the TMS sample data (see [TMS settings](https://docs.quanty.ai/guides/tms-settings)). > **Google Sheets syncs one way at a time** > > Each sync moves rows in one direction: an import from Google into Quanty, or an export from Quanty to > Google. Make two syncs for both directions. ## SMS The **SMS** card opens the SMS page: "Quanty can send short text messages for you: from an automation, or when the AI Secretary has taken a call." - SMS is one-way: messages go out from the sender name QUANTY, and replies are not received. "If you need a conversation, use WhatsApp." - **Status** shows the **Sender name**, **Sent this month**, the **Limit per hour**, your plan and the credits per SMS. - **Send a test SMS** sends one message to a number you type. Only an administrator of the organization can send a test, and only admins see the log of recent messages. - Limits: 30 SMS an hour and 1 000 a month per organization; a long text is cut to three SMS parts. Each SMS part costs credits (about 42 credits to a Polish number). - On a plan below Gold: "SMS is in the Gold plan" with **See the Gold plan**. You send SMS from an automation (**Send an SMS**, see [Actions](https://docs.quanty.ai/guides/automations-actions#send-an-sms)) or from the AI Secretary's notifications (see [Secretary settings](https://docs.quanty.ai/guides/secretary-settings#notifications)). ## Polish public registries The registries card is **Built in**: "Company data from GUS REGON, KRS and CEIDG, available to chat and AI columns." There is nothing to connect; ask the chat about a company by its NIP, or use the company data in an AI column. ## Good to know - **One page per integration.** Each card's **Manage** or **Set up** opens that integration's own page (KSeF, WhatsApp, Google Sheets, AI Secretary, SMS, Telematics). Mailboxes are managed right on the Integrations page. - **Agents.** The agent settings show a list of data connections; none can be switched on, so agents work with what is in Quanty (see [Agents](https://docs.quanty.ai/guides/agents)). - **Quanty's own API.** Other systems read TMS data and send vehicle positions through the [API Reference](https://docs.quanty.ai/api-reference). ## Related pages - [Mailboxes](https://docs.quanty.ai/guides/integrations-mailboxes): Gmail, other mailboxes and the Quanty inbox address. - [Google Sheets](https://docs.quanty.ai/guides/integrations-google-sheets): imports and exports with Google spreadsheets. - [Automations](https://docs.quanty.ai/guides/automations): what reacts to e-mails, WhatsApp messages and KSeF invoices. - [KSeF e-invoices](https://docs.quanty.ai/guides/ksef), [WhatsApp](https://docs.quanty.ai/guides/whatsapp) and [AI Secretary](https://docs.quanty.ai/guides/secretary). --- # Mailboxes > Connect Gmail, another mailbox over IMAP and SMTP, or a Quanty inbox address: who can connect and share a mailbox, what reads it, testing, activity, reconnecting, removing and the limits. Source: https://docs.quanty.ai/guides/integrations-mailboxes A connected mailbox lets automations react to e-mails that arrive and send e-mails from your own address. You connect mailboxes on the **Integrations** page, under the **Email** category, and manage them under **Connected mailboxes**: "A connected mailbox can start automations when emails arrive and send emails for them." ## Before you start - Members and admins connect mailboxes; viewers see "Only members and admins can connect mailboxes." Each person can connect several. - A mailbox you connect is **private** at first: only you can use it in automations. Share it to let others use it (see [Sharing a mailbox](https://docs.quanty.ai/guides/integrations-mailboxes#sharing-a-mailbox)). A Quanty inbox address is shared from the start. - Mail is read only while something listens to it: an active automation with **E-mail received**, CRM capture, or, with the TMS add-on, orders and pallet receipts by e-mail. ## Choose a provider | Provider | What it is | Button | | --- | --- | --- | | **Gmail** | "A Google Workspace or personal Gmail account. You sign in with Google, so Quanty never sees your password." | **Connect Gmail** | | **Other email (IMAP/SMTP)** | "Any other mailbox, such as your own domain or a local provider. Connects with the server settings and a password." | **Add account** | | **Quanty inbox address** | "Get a unique address and forward emails to it. No password needed." | **Create address** | **Outlook** is listed too, as **Not available yet**. ### Gmail 1. Click **Connect Gmail**. Google asks you to choose the account and allow Quanty access. 2. Back in Quanty: "Gmail connected", and the mailbox appears under **Connected mailboxes**. If you did not allow sending or reading, Quanty says so ("Gmail connected, but sending was not allowed") and the mailbox's menu offers **Reconnect to allow sending** or **Reconnect to allow reading**. When the Gmail card says the account is "connected for sending only", Quanty may send from Gmail but not read it: "To have automations react to incoming Gmail, create a Quanty inbox address and forward your mail to it." ### Other email (IMAP/SMTP) "Quanty signs in to your mail server to read new emails (IMAP) and to send emails (SMTP)." | Field | What it means | Example | | --- | --- | --- | | **Email address** | The mailbox's address. Quanty looks up the server settings for its domain ("Server settings found for twojafirma.pl"). | biuro@twojafirma.pl | | **Password** | "Some providers require an app password instead of your usual one." | | | **Name (optional)** | How the mailbox is called in Quanty. | Biuro | | **Username** | "Same as the email address" unless your provider says otherwise. | | | **Server settings** | **Incoming mail (IMAP)** and **Outgoing mail (SMTP)**, each with **Server**, **Port** and **Security** (**SSL/TLS** or **STARTTLS**). The usual ports are 993 (SSL/TLS) or 143 (STARTTLS) for IMAP, and 465 (SSL/TLS) or 587 (STARTTLS) for SMTP. | imap.twojafirma.pl, 993, SSL/TLS | | **Share with workspace** | Lets everyone use it in automations. | Off | Quanty checks that it can sign in before saving: "Email account connected". **Edit settings** in the mailbox's menu changes the settings later ("Leave empty to keep the current password."). ### Quanty inbox address "Quanty creates a unique email address for this workspace. Every email sent or forwarded to it can start an automation. No password needed." 1. Click **Create address**, give it a **Name (optional)** ("e.g. Invoices") and click **Create address**. 2. **Your inbox address** shows the address under **Send or forward emails to**, with **Copy address**. 3. Under **How to use it**: - "From Gmail: Settings > See all settings > Forwarding and POP/IMAP > Add a forwarding address." - "From Outlook: Settings > Mail > Rules > Add new rule, with the action Forward to." - "Or use it directly, for example as a CC address or as the address you give to suppliers." "Gmail first sends an email with a confirmation code to this address. You can read it under Recent emails below." **How to forward** in the mailbox's row shows these steps again. A Quanty inbox address only receives: "Sending is not available: a Quanty inbox address only receives email." Forwarded e-mails arrive at once; there is nothing to check. ## Connected mailboxes Each connected mailbox is one row with its name (**Rename** or the pencil changes it), its address, and: | Mark | What it means | | --- | --- | | **Connected** or **Needs reconnect** | Whether Quanty can use it. | | **Receives**, **Sends** | What it can do. | | "Used by 2 automations" | How many automations use it. | | **CRM capture off**, **on** or **paused** | Whether contacts are captured from it (see [CRM capture](https://docs.quanty.ai/guides/integrations-mailboxes#crm-capture)). | | "Connected by Anna, not shared" | Someone else's private mailbox. | The **⋯** menu holds **Test connection**, **Reconnect** (or **Reconnect to allow sending**, **Reconnect to allow reading**), **Edit settings** (IMAP), **Rename**, **Activity**, **Capture contacts to CRM** and **Remove**. ### Test connection **Test connection** tries both directions and answers, for example, "Receiving works" and "Sending works", or "Receiving failed: the server rejected the login". Other reasons: "the server could not be reached", "permission to send was not granted", "the provider asked to slow down, try again in a few minutes", "the server took too long to answer". ### Activity **Activity** opens **Mailbox activity**: its status (**Working** or **Needs attention**), "Last checked 10:42", the next check, and the tabs **Received** and **Sent** with each e-mail. A mailbox nothing listens to says: "Not checked while no active automation listens on this mailbox." ## Sharing a mailbox The **Shared with workspace** switch on the row decides who can use the mailbox in automations: - On: "Everyone in the workspace can use this mailbox in automations." - Off: "When off, only you can use this mailbox in automations." Only the person who connected a mailbox can share it. Turning sharing off switches off the other people's automations that use it: "2 automations using it were switched off. Check their actions, then switch them back on." Renaming, unsharing and removing can also be done by an organization admin. ## What reads and sends your mail | Feature | What it does with the mailbox | | --- | --- | | [Automations](https://docs.quanty.ai/guides/automations-triggers#e-mail-received) | **E-mail received** starts an automation for each new e-mail; **Send an e-mail** can send from the mailbox. | | [Table triggers](https://docs.quanty.ai/guides/automations-table-triggers) | **New Gmail email** adds a row per e-mail (Gmail only, shared mailboxes). | | [CRM capture](https://docs.quanty.ai/guides/integrations-mailboxes#crm-capture) | Turns correspondents into People and Companies records. | | [Orders from e-mail](https://docs.quanty.ai/guides/tms-orders-email) | With the TMS add-on: reads client orders into drafts. | | [Pallet receipts](https://docs.quanty.ai/guides/tms-pallets-receipts) | With the TMS add-on: reads drivers' receipts. | The chat does not read your mailboxes. ## CRM capture **Capture contacts to CRM** in a mailbox's menu turns each new correspondent into a **Person** in your Records project, keyed by the e-mail address, and their company domain into a **Company** (free e-mail domains such as gmail.com are left out). It fills only empty cells, never overwrites, and skips automatic, bulk and no-reply senders. It needs a Records project first ("Set up records first"). The settings, **Fill in extra details with AI** (which spends credits) and **Process retained mail now** (the last 14 days) are described on [Records (CRM)](https://docs.quanty.ai/guides/records). ## Remove a mailbox **Remove** in the menu: "Quanty stops receiving and sending emails through this mailbox." For Gmail it also "gives up its access to the account." Automations that use it are paused ("2 automations were paused."), with the reason "its mailbox was disconnected". Pick another mailbox in them and switch them on again. ## Limits | Limit | Value | | --- | --- | | How often a mailbox is checked | every minute, while something listens to it | | E-mails taken per check | 25 (the rest come with the next checks) | | Size of one e-mail | 30 MB; one attachment 20 MB; the text up to 100 000 characters | | E-mails kept in Quanty | 14 days | | Sending from one mailbox | 100 e-mails an hour | ## Good to know - **Only new e-mail.** An automation or a capture never processes e-mails that arrived before it was switched on (except **Process retained mail now** in CRM capture, for the last 14 days). - **Passwords.** Gmail is connected through Google's sign-in, so Quanty never sees your password; the IMAP password is stored encrypted. - **When a password changes.** An IMAP mailbox shows **Needs reconnect**; use **Edit settings** with the new password. ## Related pages - [Integrations](https://docs.quanty.ai/guides/integrations): the catalog. - [Triggers and conditions](https://docs.quanty.ai/guides/automations-triggers#e-mail-received): the **E-mail received** trigger. - [Actions](https://docs.quanty.ai/guides/automations-actions#send-an-e-mail): sending from your mailbox. - [Records (CRM)](https://docs.quanty.ai/guides/records): capturing contacts from a mailbox. --- # Google Sheets > Import rows from a Google spreadsheet into a Quanty table on a schedule, or export a table to Google: sharing with the service account, the key column, mapping, preview, approval, activity and undo, and the limits. Source: https://docs.quanty.ai/guides/integrations-google-sheets A Google Sheets sync moves rows between one tab of a Google spreadsheet and one Quanty table, in one direction: an **import** pulls new Google rows into the table, an **export** writes the table into the Google tab. "Imports dedupe and land as completed cells, exports snapshot the grid. Every run is journaled and reversible." Open it from the **Google Sheets** card on the [Integrations](https://docs.quanty.ai/guides/integrations) page. ## Before you start - Members and admins create, run and change syncs; running an import also needs edit access to the destination table. - Quanty reads and writes your spreadsheet through its own Google service account, not your Google login. You share the spreadsheet with that address, the way you would share it with a colleague. Its address is shown on the page under **Service account**: "Share your Google spreadsheet with this address". - Running AI columns on imported rows spends credits (see [Credits and usage](https://docs.quanty.ai/guides/billing-credits)). ## The Google Sheets page The page lists your syncs: | Column | What it shows | | --- | --- | | **Sync** | The name. | | **Direction** | **Import · Google → Quanty** or **Export · Quanty → Google**. | | **Google file** | The spreadsheet, with **Open in Google Sheets**. | | **Quanty sheet** | The Quanty table. | | **Schedule** | **Manual**, **Every 15 min**, **Hourly** or **Daily**. | | **Last run · 7d** | When it last ran, the runs of the last 7 days and the rows imported ("+12 rows"). | | **Status** | **Active** or **Paused**. | The **⋯** of a sync holds **Run now**, **Preview · dry run**, **Edit**, **View activity**, **Pause sync** or **Resume sync**, and **Delete sync**: "will stop syncing. Past runs and their writes stay in the activity log." ## Create a sync 1. Click **+ New sync**. 2. In **New Google Sheets sync**: - **Name**, for example "Vendor price list". - **Direction**: **Import · Google → Quanty** ("New Google rows land as completed cells: deduped, attributed and undoable.") or **Export · Quanty → Google** ("Each run snapshots the Quanty grid into the Google tab."). - **Google spreadsheet**: paste its address or id. "Share the spreadsheet with" the service account "first", then click **Check access**. "Spreadsheet reachable" shows its tabs, their headers and the number of rows. - **Key column**, for an import (see [The key column](https://docs.quanty.ai/guides/integrations-google-sheets#the-key-column)). 3. Click **Next: map columns** (import) or **Next: pick source sheet** (export). 4. In **Connect to Quanty sheet**: - **Destination Quanty sheet** (import) or **Source Quanty sheet** (export), and its page. - For an import, map each Google header to a column: "Map Google headers → Quanty columns." Unmapped headers are skipped. - **Schedule**. - **Run AI columns automatically on imported rows** ("uses credits per row"). - **Require approval before imported rows are visible to others**. 5. Click **Activate sync**, or **Save as paused** to run it later. ## The key column An import never adds the same row twice: "Already-imported rows are skipped: by the key column when set, otherwise by row hash." Choose as the key a column that identifies a row, such as an order number or an e-mail address. Without a key (**(none · dedupe by row hash)**), a row counts as new when any of its values changes. An import only adds rows: it never changes rows already in Quanty. ## Edit, preview and run **Edit** opens the sync's editor: the Google side (**Tab to import from** or **Tab to export into**, **First row is a header row**, the key column), the Quanty side (the table, its page and the column mapping), the **Schedule** and the options, with **Save changes**. "You have unsaved changes. Runs use the last saved version." - **Preview**: "Preview runs the sync without writing anything: counts, samples and access checks only." It shows **Rows scanned**, **Would import**, **Skip · existing** and **Skip · over cap**. - **Run now**: runs it at once, whatever the schedule. An export "overwrites the tab with a snapshot of the grid": every visible column of the chosen page. File columns are not exported. ## Imported rows in the grid "Mapped values land as completed cells attributed to this sync." A row created by a sync shows a small lightning mark at its start, "via" the sync's name. With **Require approval** on, imported rows wait as **Awaiting approval** until someone clicks **Accept** or **Discard** (see [Row approval](https://docs.quanty.ai/guides/automations-table-triggers#row-approval)). ## Sync activity **View activity** (or **activity** on the page) opens **Sync activity**: every run with **Started**, **Sync**, **Direction**, **Status** and **Result**, and how it started (**manual**, **schedule** or **test**). Filter by **All**, **Succeeded**, **Failed** or **Running**, by sync, and by the last days. Open a run to see its writes. **Undo this run** removes the rows that import run added. "Export snapshots can't be undone from here. Re-run after fixing the grid." ## Limits | Limit | Value | | --- | --- | | Rows imported per run | 500; the rest are counted as **Skip · over cap** and come with the next runs | | Schedules | **Manual** (the default), **Every 15 min**, **Hourly**, **Daily** | | Directions per sync | one; make a second sync for the other direction | > **Large spreadsheets** > > A tab with thousands of new rows comes in 500 rows per run. Set the schedule to > **Every 15 min** for the first day, or click **Run now** a few times, and > watch **Would import** in the preview go down. ## Good to know - **Deleting** a sync stops it; its past runs stay in the activity log. - **Pausing** keeps the sync; **Run now** still works. - **Lost access.** When the spreadsheet is no longer shared with the service account, runs fail until you share it again. ## Related pages - [Integrations](https://docs.quanty.ai/guides/integrations): the catalog. - [Table triggers and row approval](https://docs.quanty.ai/guides/automations-table-triggers): accepting rows that wait for approval. - [Projects, tables and views](https://docs.quanty.ai/guides/workbooks): import and export of files. - [Sync with Google Sheets](https://docs.quanty.ai/recipes/sync-google-sheets): a step-by-step recipe. --- # KSeF e-invoices > Connect KSeF and pull your purchase and sales invoices into a table: the environments, the token, the five tabs, the columns and statuses of the rows, the schedule, the KSeF invoice data column, the trigger and disconnecting. Source: https://docs.quanty.ai/guides/ksef **KSeF** (Krajowy System e-Faktur) is the Polish national e-invoicing system. In the app's words: "Once connected, your purchase and sales invoices land in a Quanty table as rows, so you can filter them, run AI columns on them, put them on a board or a dashboard and ask about them in chat." Quanty can also issue an invoice to KSeF from a table row, once an admin switches sending on; that has its own page, [Sending invoices to KSeF](https://docs.quanty.ai/guides/ksef-sending). This page covers connecting, receiving, the **Invoices** list, the **KSeF invoice data** column, the KSeF trigger and disconnecting. Quanty describes what it does with KSeF; it does not give tax advice. ## Before you start - **Plan.** KSeF is part of the **Gold** plan and higher. On a lower plan the KSeF page says "KSeF is part of Gold" with **See Gold and upgrade**, or "Ask an administrator of this organization to upgrade the plan." - **Role.** Only an organization admin connects KSeF, tests it, rotates the token, disconnects and changes what is received: "Only a workspace admin can change the connection." Any member can see the connection, the runs and the invoices; members who can edit the destination table can click **Sync now**. - **A token from KSeF.** "An authorisation token is a long string that lets an application act on your company behalf in KSeF. It is not your password and it is tied to the permissions you grant it." "You generate one in the KSeF application: sign in with your trusted profile or qualified signature, open the tokens section and create a token that may read invoices. Add the right to issue invoices only if you plan to send them from Quanty." Open KSeF from the **KSeF (e-invoices)** card on the [Integrations](https://docs.quanty.ai/guides/integrations) page. ![The KSeF page before connecting: Connect your KSeF account, what KSeF is, what an authorisation token is and where to generate it, and Connect KSeF](https://docs.quanty.ai/screens/en/light/ksef.webp) _The KSeF page before the first connection._ ## Connect KSeF Click **Connect KSeF**. The dialog has three steps: **Environment**, **NIP** and **Token**. ### 1. Environment "Which KSeF should Quanty talk to? Start with test if you are trying this out." | Environment | What it is | | --- | --- | | **Test** | "A sandbox with throwaway data. Nothing you do here reaches the tax authority." The default. | | **Demo** | "Works like production against invoices that are not legally binding. Good for a dress rehearsal." | | **Production** (**Live**) | "The real KSeF: the register your company invoices actually live in." | "Production is your company real register: what Quanty pulls are your actual accounting documents, and any invoice sent there has legal effect. Connect it once you have seen the flow work in test or demo." > **Production is switched on by Quanty** > > The Production option stays greyed out until Quanty switches production KSeF > on. The same switch covers receiving and sending. Quanty sets this up for > your organization; ask us. Until then the option says "Switched off on the > server for now. Contact Quanty support to have production KSeF enabled." > Test and Demo are always available. ### 2. NIP **Company NIP**: "Ten digits. A PL prefix, spaces and dashes are fine, we strip them." Quanty checks the check digit as you type ("Checks out: 1234563218"), so a typo is caught before anything goes to KSeF. ### 3. Token | Field | What it means | Example | | --- | --- | --- | | **Authorisation token** | "Paste the token from KSeF". "Generate it in the KSeF application, in the tokens section, with permission to read invoices." | | | **Name (optional)** | A name for the connection. | Main company | Click **Connect**. Quanty tries the token with KSeF first; a token KSeF refuses is never saved. "Quanty stores the token encrypted and never shows it again. Only the last four characters stay visible so you can tell which token is in use." ### One connection at a time The KSeF page holds one connection. Its environment and NIP cannot be changed: to move from Test to Production, or to another NIP, disconnect and connect again. Proof that sending worked in Test or Demo stays with your organization (see [Sending invoices to KSeF](https://docs.quanty.ai/guides/ksef-sending#sandbox-first)). ## The KSeF page Once connected, the page has five tabs: | Tab | What it holds | | --- | --- | | **Connection** | The status (**Connected**), the **NIP**, the end of the **Token**, **Last verified** and **Connected**, with **Test connection**, **Rotate token** and **Disconnect**. | | **Receiving** | What is pulled, where it goes and how often (see [Receive invoices](https://docs.quanty.ai/guides/ksef#receive-invoices)). | | **Sending** | Issuing invoices from a table (see [Sending invoices to KSeF](https://docs.quanty.ai/guides/ksef-sending)). | | **Submissions** | Every invoice prepared or sent from Quanty (see [Sending invoices to KSeF](https://docs.quanty.ai/guides/ksef-sending#statuses-and-the-submissions-tab)). | | **Invoices** | Every invoice Quanty pulled (see [The Invoices tab](https://docs.quanty.ai/guides/ksef#the-invoices-tab)). | **Test connection** answers "KSeF accepted the connection" or "KSeF refused the connection". **Rotate token**: "Paste the new token. The old one is replaced immediately and is not readable, so there is nothing to copy first." "Rotate the token whenever someone who knew it leaves, and whenever KSeF says it was revoked." ## Receive invoices "Invoices are pulled from KSeF on a schedule and written into the table you choose as rows: one invoice, one row." 1. Open **Receiving**. 2. Switch on **Purchases** ("Invoices other companies issued to you.") and/or **Sales** ("Invoices you issued, as KSeF recorded them."). 3. For each, pick the **Destination table** and its **Page**, or **Create a new table** (named "Purchase invoices (KSeF)" or "Sales invoices (KSeF)"). 4. Under **Schedule**, choose **Check every** and, if you like, **Pull invoices from**. 5. Click **Sync now** for the first pull, or wait for the schedule. Only an admin changes these settings. A member sees them greyed out with "Only an admin of this organization can change these settings."; a member who can edit the destination table can still click **Sync now**. "Quanty creates them itself on the first sync. There is nothing to prepare." A register switched on without a table warns: "Nowhere to write: purchases. Pick a table, or the next run will find invoices and drop them." ### The columns of a row Each invoice becomes one row, once: the KSeF number is the key, so an invoice already in the table is never added again. The columns are created with Polish names, whatever your language: | Column | What it holds | | --- | --- | | **Numer KSeF** | The number KSeF gave the invoice. | | **Numer faktury** | The number on the invoice. | | **Data wystawienia** | The issue date. | | **Sprzedawca**, **NIP sprzedawcy** | On purchases: who invoiced you. | | **Nabywca**, **NIP nabywcy** | On sales: who you invoiced. | | **Netto**, **VAT**, **Brutto**, **Waluta** | The amounts and the currency. | | **Rodzaj** | The KSeF document type. | | **Data nadania numeru KSeF** | The day KSeF gave the invoice its number. | | **Status** | **Nowa**, **Do zapłaty**, **Zapłacona** or **Sporna** (New, To pay, Paid, Disputed). | A column with the same name that already exists in the table is used instead of a new one. **Status** is yours: every new invoice starts as **Nowa**, and Quanty never changes the status again, so you can move invoices through your own process by hand, on a Kanban board or with an automation. ### The schedule | Setting | What it means | Default | | --- | --- | --- | | **Check every** | 30 minutes, hour, 3 hours, 6 hours, 12 hours or day. KSeF limits how often a company may ask, so Quanty checks at most every 30 minutes. | hour | | **Pull invoices from** | "Nothing issued before this date is fetched. Leave it empty to start 90 days back." | Empty | **Last run** and **Next run** say when Quanty checked and will check. **Recent runs** lists each run, **manual** or **scheduled**, with **Running**, **Done** or **Failed** and a summary: "Checked 42 invoices, 3 of them new, and added 3 rows." A long history comes in over several runs; a run KSeF slows down ends cleanly and the next one carries on from the same place. After three failed runs in a row the connection shows "3 failed attempts in a row.", Quanty waits longer between tries (up to 6 hours), and the admin who connected KSeF gets a notification. Test the connection, or rotate the token if KSeF revoked it. ## The Invoices tab **Invoices** lists every invoice Quanty pulled, with **Purchases** and **Sales**, search ("Counterparty, number, NIP"), dates **from** and **to**, and **Clear filters**. The columns are **Counterparty**, **Number**, **Issued**, **Net**, **VAT**, **Gross** and **Type**. Click an invoice to see all it carries: **KSeF number**, **Counterparty**, **Issue date**, **Invoicing date**, **Received in KSeF**, **Stored permanently**, **Net**, **VAT**, **Gross**, **Currency**, **Invoice type**, **Form**, **Mode** and **Marks** such as **Self-invoicing** or **Has attachment**. ## The KSeF invoice data column **KSeF invoice data** is a column type that answers from the invoices Quanty has already pulled: "Reads the KSeF invoices already synced into this workspace. Instant, free, and never calls KSeF." | Setting | What it means | Default | | --- | --- | --- | | **Match invoices by** | **Supplier or customer NIP**, **KSeF number** or **Invoice number**. | NIP | | **Key column** | The column of this table that holds the NIP or number, or **This row's own KSeF invoice** on a table the sync fills. | | | **Side** | **Purchases**, **Sales** or **Both**. | **Purchases** | | **Period** | **All time**, **This month**, **This year** or **Last 12 months**. | **This year** | | **Value to pull** | Totals (**Gross total**, **Net total**, **VAT total**, **Invoice count**, **Last invoice date**, **Last invoice number**, **Last KSeF number**); when matching by KSeF number or invoice number, also one invoice's own fields. | **Gross total** | The presets **Bought this year**, **How many invoices** and **Last invoice** fill the settings at once. The column is refreshed when the table runs, at 0 credits. See [Column types](https://docs.quanty.ai/guides/column-types). ### Example: what you buy from each supplier On a table of suppliers with a NIP column: 1. Add a column of the type **KSeF invoice data**. 2. **Match invoices by** NIP, **Key column** your NIP column, **Side** **Purchases**, **Period** **This year**, **Value to pull** **Gross total**. 3. Add two more: **Invoice count** and **Last invoice date**. Each supplier now shows how much you bought this year, how many invoices and when the last one came, without opening KSeF. ## AI columns and chat AI columns and the chat can look invoices up in the pulled data: "how much did we spend with this supplier in August" is answered from KSeF's own record of each invoice, not from what someone typed into a cell, and totals cover every matching invoice, not only the rows on screen. See [Columns and AI](https://docs.quanty.ai/guides/columns) and [AI assistant](https://docs.quanty.ai/guides/ai-assistant). ## The KSeF invoice received trigger An automation with **KSeF invoice received** starts when a sync brings in a new invoice, filtered by **Register**, **Seller's NIP**, **Buyer's NIP**, **Document type**, **Currency** and **Gross total** (see [Triggers and conditions](https://docs.quanty.ai/guides/automations-triggers#ksef-invoice-received)). It works on the row the sync just created, so it must be built on the table that register writes into. Its messages can quote the invoice: **Invoice number**, **KSeF number**, **Seller**, **Gross total** and more (see [Actions](https://docs.quanty.ai/guides/automations-actions#fields-you-can-insert)). The template **Process a new purchase invoice from KSeF** runs the AI columns on each new purchase invoice and tells the team. ## Disconnect **Disconnect** on the **Connection** tab: "The scheduled pull stops and the token is deleted. Rows already in your tables stay where they are." and "Invoices already pulled are not deleted." To receive again, connect KSeF anew with a token. ## Good to know - **Security.** The token is stored encrypted and never shown again; only its last four characters are visible. Only admins change the connection. Disconnecting deletes the token. - **Read-only token.** A token that may only read invoices cannot be used to issue one, whatever happens to it. Give it the right to issue invoices only for [sending](https://docs.quanty.ai/guides/ksef-sending). - **Corrections in KSeF.** A correcting invoice comes in as a new invoice with its own KSeF number and type. - **TMS invoices.** Invoices issued in the TMS have their own KSeF flow (see [Sending invoices](https://docs.quanty.ai/guides/tms-invoice-sending)). ## Related pages - [Sending invoices to KSeF](https://docs.quanty.ai/guides/ksef-sending): issue an invoice from a table row, sandbox first. - [Integrations](https://docs.quanty.ai/guides/integrations): the KSeF card. - [Triggers and conditions](https://docs.quanty.ai/guides/automations-triggers#ksef-invoice-received): the KSeF trigger. - [Column types](https://docs.quanty.ai/guides/column-types): the KSeF invoice data column. --- # Sending invoices to KSeF > Issue an invoice to KSeF from a table row: sandbox first, the Sending tab with its switch, table, mapping, seller details, four-eyes and readiness, the three steps Validate, Prepare and Send, approval, statuses, the UPO and what to do when something goes wrong. Source: https://docs.quanty.ai/guides/ksef-sending Quanty can issue an invoice to KSeF from a row of a table: "Issue invoices to KSeF from the rows of one table. Each invoice is validated and previewed before anything is sent, and on Production you confirm it by typing its number." One row is one invoice with one line item. An invoice KSeF accepts on Production is a legal tax document, so sending is built as a ladder of checks, each enforced by the server at the moment it matters. Above all: only a person sends an invoice, from a table row, after checking the preview. Automations, the chat, agents and AI columns never prepare, approve or send anything to KSeF. > **An invoice KSeF accepts cannot be withdrawn** > > "Once KSeF accepts an invoice it cannot be withdrawn or deleted, only corrected > with a correcting invoice. Rehearse the whole flow on a Test (sandbox) > connection first." ## Before you start - A working KSeF connection (see [KSeF e-invoices](https://docs.quanty.ai/guides/ksef)) on the **Gold** plan or higher, with a token that has the right to issue invoices. A token that may only read invoices cannot issue one. - Only an organization admin changes the **Sending** tab: "Only a workspace admin can change sending settings." - People who issue invoices need edit access to the table invoices are issued from. Approving a Production invoice, when four-eyes is on, is for admins. - Invoices from the TMS are issued on the TMS **Invoices** page instead (see [Sending invoices](https://docs.quanty.ai/guides/tms-invoice-sending)). ## Sandbox first Every screen names the environment it works in: | Environment | What an accepted invoice means | Badge | | --- | --- | --- | | **Test (sandbox)** | "The KSeF sandbox. Invoices sent here are fictitious and have no legal effect." | **Sandbox, no legal effect** | | **Demo** | "Pre-production KSeF with real-format data. Invoices sent here have no legal effect." | **Rehearsal, no legal effect** | | **Production** | "The real KSeF. Every invoice it accepts is a legal tax document of your company." | **Legal effect** | Test and Demo send without any further condition. Production needs two more: - **Quanty has switched production on.** Until then the readiness check "Production sending is allowed on this Quanty installation" stays red. Quanty sets this up for your organization; ask us. - **Proof that the flow works.** "An invoice was accepted in Test or Demo recently": your organization needs an invoice that KSeF accepted, with its UPO, on a Test or Demo connection within the last 30 days. So the path is: connect Test (or Demo), set up sending, issue an invoice and wait until KSeF accepts it. Then disconnect, connect Production with a token that may issue invoices, set it up the same way and switch sending on while the proof is fresh. ## Set up the Sending tab ### The switch **Send invoices from Quanty** is off on every new connection. On: "Sending is on. People with edit access to the table can issue invoices from its rows." Off: "Sending is off. Rows have no Issue KSeF invoice action, so nothing can be validated, prepared or sent." Switching it off is always possible and takes effect at once. ### The table **Table invoices are issued from**: "One row is one invoice with one line item. Pick the table your sales are prepared in, or create a new one." A new one is called "Invoices to issue (KSeF)". ### Field mapping "Tell Quanty which column holds each part of the invoice. Required fields must be mapped before an invoice can be prepared." The fields are grouped as **Invoice**, **Buyer**, **Line item**, **Declared totals (checked, not sent)** and **Written back after KSeF answers**. | Field | What it means | Required | | --- | --- | --- | | Invoice number, issue date | The number and date printed on the invoice. | Yes | | Buyer | The buyer's name. The buyer's NIP, EU VAT number, address, postcode and city, and country code are optional. | Yes | | Item description, VAT rate | The line item and its rate. Unit, quantity and unit net price are optional; an unmapped unit becomes "szt.". | Yes | | VAT exemption basis | The provision an exempt line relies on. Needed by validation when the VAT rate is `zw`. | When exempt | | Currency, payment due, payment form, bank account | Payment details. | No | | Net, VAT and gross amount | Declared totals: Quanty checks them against the line it computes and never sends them. | No | | KSeF number, KSeF status | Columns Quanty writes into after KSeF answers. | No | A field can only point at a column of the chosen table. A [Quanty Ghost](https://docs.quanty.ai/guides/ghost) column shows as "Ghost column, never on an invoice" and cannot be mapped; the check runs again when an invoice is prepared, approved and sent. ### Seller details "Printed on every invoice as the seller. They come from here, never from a table column." **Company name**, **Street and number**, **Postcode and city** and **Country code**, then **Save seller details**. The **Seller NIP** is "Always the NIP of this KSeF connection." ### Approval by a second admin (four-eyes) "Applies to Production only. Test and Demo never need approval." | Choice | What it does | | --- | --- | | **Default: on when the workspace has two or more admins** | With one admin: "the default leaves approval off. Invite a second admin to make it possible." | | **Always require a second admin** | "a different admin must approve every Production invoice before it is sent." | | **Off** | "The person who prepares a Production invoice can also send it." | ### Readiness "Every check must pass before an invoice can be prepared on this connection." | Check | When it is red | | --- | --- | | **Sending is switched on** | "An admin switches sending on above." | | **Production sending is allowed on this Quanty installation** | Production only; Quanty has not switched it on yet. | | **An invoice was accepted in Test or Demo recently** | Production only; no accepted invoice in the last 30 days. | | **The connection works** | "Test the connection on the Connection tab, and rotate the token if KSeF refused it." | | **A table is chosen** | "Pick the table invoices are issued from." | | **Every required field is mapped** | "Map these fields: …" | | No field reads a Quanty Ghost column | A mapped column is a Ghost column. | | Seller details are filled in | The seller details are empty. | "Ready to issue invoices." when all pass. ## Issue an invoice Open the table, right-click a row and choose **Issue KSeF invoice**, or use the same action in the record window. The action is there only while sending is on and the table is the one invoices are issued from. The dialog has three steps: **Validate**, **Prepare** and **Send**. 1. **Validate only (dry run).** Quanty builds the invoice as KSeF would receive it (the FA(3) format) and checks it: the structure and the arithmetic, the exemption basis of a `zw` rate, texts that are too long, unknown currency or country codes, and a foreign-currency invoice with a taxed rate. Nothing is saved or sent. You see a preview with seller, buyer, items and totals, the XML and its SHA-256 fingerprint. 2. **Prepare invoice.** "Preparing freezes exactly the XML shown here." If the row changes afterwards, sending refuses and you prepare it again. Preparing the same row again replaces an earlier preparation that was not sent. 3. **Send.** On Test and Demo the button is **Send to KSeF**. On Production the dialog warns that the invoice will have legal effect, asks you to type the invoice number exactly as shown (with slashes and letter case), and only then enables **Send to KSeF Production**. What goes out is the prepared XML, checked against the fingerprint you saw. KSeF usually answers within a minute. You can close the dialog: the status keeps updating on the **Submissions** tab. ## Approval on Production With four-eyes in effect, a prepared Production invoice waits as **Waiting for approval**. A different admin opens it on the **Submissions** tab, checks the preview and clicks **Approve**, which allows exactly that XML to be sent. The person who prepared it cannot approve it: "You prepared this invoice. A different admin must approve it." It is then sent from the **Submissions** tab, again with the typed invoice number. ## Statuses and the Submissions tab **Submissions** lists every invoice prepared or sent from Quanty, newest first; nobody can edit or delete this history. Each one shows who prepared, approved and sent it, and its history records every step with the time and the person. Members see only the invoices of tables they can open. | Status | Meaning | | --- | --- | | **Prepared** | The XML is frozen and ready to send. | | **Waiting for approval** | A Production invoice waiting for a second admin. | | **Approved** | Approved by a second admin, ready to send. | | **Sending** | Sent; KSeF has not answered yet. | | **Accepted** | KSeF accepted it and gave it a KSeF number. On Production the invoice is issued. | | **Rejected** | KSeF did not accept it. Fix the row and issue it again. | | **Failed** | The send did not complete (see below). | | **Cancelled** | Cancelled before it was accepted. | You do not need to keep the page open: Quanty checks invoices that are still sending about once a minute, fetches the UPO (KSeF's official receipt) and writes the KSeF number and status into the row if you mapped those columns. Such steps appear in the history as "Quanty (status check)". An accepted invoice offers **Download UPO** and **Download XML**. A prepared, approved or failed invoice can be cancelled by the person who prepared it or by an admin. An accepted invoice cannot be cancelled from Quanty: it can only be corrected with a correcting invoice. ## When something goes wrong | What you see | What to do | | --- | --- | | The row does not validate | The dialog lists the problems. Fix the row and validate again. | | "The row changed after the preview." | Validate and prepare it again. | | Rejected as a duplicate (440) | KSeF already holds an invoice with this number from your company. Nothing new was issued. | | Failed, KSeF asked to try again (550) | Send the same invoice again with **Send again**. | | KSeF could not be reached | Nothing was accepted; try again. | | The send stopped before KSeF gave a reference number | KSeF may still have it. Check the invoice list in KSeF first, tick "I checked KSeF and this invoice is not there", then **Send again**. | | No answer within 24 hours | The invoice is marked failed. Check KSeF or run a sales sync; if KSeF never registered it, validate and prepare the row again. | ## Duplicates and limits - An invoice number your company already has accepted in KSeF is refused before anything is sent, whether it went out from Quanty or came in through the sales register. KSeF's own duplicate check is the backstop. - A number that is being prepared, approved or sent is refused too, and a double click cannot send the same invoice twice. - An organization sends at most 30 invoices in any 60 minutes, across all environments; past that, the dialog says how many minutes to wait. ## Good to know - **Only people send.** No automation step, chat tool, agent or AI column can prepare, approve or send an invoice. An automation can only fill in the row of the table; a person issues the invoice. - **The history stays.** Every prepared and sent invoice keeps its XML, fingerprint, people and UPO; nobody can edit or delete it. - **Sending off.** Switching sending off stops new invoices at once; invoices already sent keep their status updates. ## Related pages - [KSeF e-invoices](https://docs.quanty.ai/guides/ksef): connecting and receiving. - [Sending invoices](https://docs.quanty.ai/guides/tms-invoice-sending): KSeF for invoices issued in the TMS. - [Organizations and roles](https://docs.quanty.ai/guides/organizations): who is an admin. --- # WhatsApp > A WhatsApp Business number in Quanty, set up together with us: the WhatsApp page, numbers, message templates, test messages, the trigger and the send step, the 24-hour rule, the AI Secretary on WhatsApp, costs and where the data goes. Source: https://docs.quanty.ai/guides/whatsapp WhatsApp puts a business number of your company inside Quanty: "Messages sent to a linked WhatsApp Business number arrive here, land in a table as rows, and can trigger an automation that answers." A message is then ordinary Quanty data: filter it, put it on a Kanban board, read it with AI columns, and let an automation or the [AI Secretary](https://docs.quanty.ai/guides/secretary) answer it. With the TMS add-on, drivers send their pallet receipts the same way (see [Pallet receipts from drivers](https://docs.quanty.ai/guides/tms-pallets-receipts)). WhatsApp in Quanty is in beta, and a number is connected together with us. ## Before you start - **Plan.** WhatsApp is part of the **Gold** plan and higher: "WhatsApp is part of Gold", with **See Gold and upgrade**. - **Role.** Only an administrator adds, changes, pauses or removes a number, sends a test and manages templates: "Only an administrator of this organization can add, change or remove a number." Every member sees the numbers, the templates and the recent messages. - **A number your company owns**, as a WhatsApp Business number. Quanty does not sell numbers. ## Connecting a number, together with Quanty > **Meta verifies your business first** > > A WhatsApp Business number is linked through Meta, which runs WhatsApp. Meta > verifies the business itself, on company documents, in a review that takes > days rather than minutes, and the linking signs into the Meta business account > that owns the number. That is why Quanty connects a number together with you, > one company at a time. Quanty sets this up for your organization; ask us. What to prepare: - the number, in international format, on which you can receive a verification code; - a number that is not signed in to the WhatsApp or WhatsApp Business app (a number belongs to one of them or to the business platform); - someone who can act for your company in its Meta business account; - the name customers should see next to your messages: Meta reviews it. Once Meta has verified the business and the number is linked, it appears on your WhatsApp page and an admin can **Add a number** (or **Connect a number linked by Quanty**). One number works for one organization only: "This number is already in use in another workspace." ## The WhatsApp page Open it from the **WhatsApp** card on the [Integrations](https://docs.quanty.ai/guides/integrations) page. From top to bottom: | Section | What it shows | | --- | --- | | **Connection to WhatsApp** | Whether everything is in place: **Ready** ("Everything WhatsApp needs is in place."), with **Check again**. | | **Numbers** | "The WhatsApp Business numbers this workspace works with." | | **Message templates** | The templates Meta reviews (see [Message templates](https://docs.quanty.ai/guides/whatsapp#message-templates)). | | **Recent messages** | "The last messages that went through this number, newest first", marked **Received** or **Sent**, with **Load more**. | ### A number Each number shows its **Name** ("What this number is called inside Quanty. Only you see it."), the **Phone number**, the date it was **Added** and its **Status**: | Status | What it means | | --- | --- | | **Active** | "Sends and receives." | | **Paused** | "Nothing is sent and nothing is received until you resume it." | | **Error** | Something is wrong; the number shows why. | Its buttons are **Send a test**, **Edit**, **Pause** or **Resume**, and **Remove**: "Quanty stops sending and receiving through it. Nothing changes in AWS or at Meta, and the messages already received stay where they are." "Automations that use this number stop doing anything." **Edit** also sets the **AI Secretary** that answers on this number: "Let a secretary answer messages to this number. Optional." ### Send a test **Send a test** "Sends one message from this number, so you can see it arrive on a phone." | Field | What it means | Example | | --- | --- | --- | | **To** | "In international format, with the country code. Use a number you can read yourself." | `+48 600 100 200` | | **Message** | Plain text, up to 4 096 characters. | Hello from Quanty. | "Free text only reaches someone who wrote to this number in the last 24 hours. Outside that, WhatsApp accepts only an approved template." So write to the number from your phone first, then send the test. ## Message templates "WhatsApp only lets you write first with a template Meta has approved. Quanty makes them from your automations; they are listed here with their review status." 1. Click **New template**. 2. Pick the **WhatsApp number** and the **Language** (**Polish**, **English** or **German**), and give it a **Name (optional)**. 3. Write the **Message**, with the changing parts in double braces: `Hello {{Name}}, your order {{Number}} is on its way.` (up to 1 024 characters). 4. **Preview** shows **What Meta will see**, or "Meta would refuse this message:" with the reasons. 5. Click **Submit for review**. "You can use it once Meta approves it." | Status | What it means | | --- | --- | | **Not sent yet** | Saved, not submitted. | | **Pending Meta review** | "Meta is reviewing it. This takes minutes to a couple of days." | | **Approved** | Automations can send it. | | **Rejected** | "Meta did not approve it", with the reason. | | **Paused by Meta**, **Disabled by Meta** | Meta stopped it; automations cannot send it. | Templates are made in the utility category (messages about an order, a delivery, an appointment), and Quanty checks their status every couple of minutes; **Check the status now** checks at once. A template made outside Quanty shows **Created outside Quanty** with **Use this template**. Deleting a template an automation still uses stops that automation's WhatsApp messages until you pick another one. ## When a message arrives An automation with the trigger **WhatsApp message received** runs for each new message on the number you choose, filtered by **From this number**, **The text contains** and **The message has an attachment**. **Create a row for the message** writes one row per message, with **Sender's number**, **Sender's name**, **Text**, **Received at** and **Attachments** in the columns you choose; attachments are saved as files. Only messages that arrive after the automation is switched on run it. See [Triggers and conditions](https://docs.quanty.ai/guides/automations-triggers#whatsapp-message-received). The sender's name comes from the customer's own WhatsApp profile: treat it as a label, not as identification. ## Send a WhatsApp message The automation step **Send a WhatsApp message** sends from one of your numbers to **These numbers**, **Numbers from these columns** or **Reply to whoever wrote**. Under **What to send**: | Choice | What goes out | | --- | --- | | **Write the message** (the default) | Your text. Quanty turns it into a template and submits it to Meta when you save; it is sent once Meta approves it. | | **Free text** | Your text as it is, only to people inside the 24-hour window. | | **An approved template** | One of your approved templates, with its fields filled from the record. | The messages can quote the record's columns and, in an automation started by a message, the message itself (**Sender's number**, **Sender's name**, **Message text**, **Received at**, **Attachment names**, **Receiving number**). See [Actions](https://docs.quanty.ai/guides/automations-actions#send-a-whatsapp-message). ## The 24-hour rule This is WhatsApp's rule, not Quanty's. A customer who writes to your number opens a 24-hour window, counted from their last message. Inside it you may answer in free text as often as the conversation needs. Outside it, WhatsApp accepts only a template Meta approved in advance. Quanty checks the window for each recipient before it sends: - inside the window, with a text set: the free text goes out; - outside it: the approved template goes out; - a template still waiting for Meta, or rejected: that recipient is skipped; - no template at all: the recipient is skipped, and the run says the window was closed. When Quanty does not know when someone last wrote (a number from a column that never wrote to you), it treats the window as closed. So anything you start yourself, a status update the next day, a scheduled reminder, a message to numbers in a column, needs a template; anything that answers within the day can be free text. ## The AI Secretary on WhatsApp A number can point at an [AI Secretary](https://docs.quanty.ai/guides/secretary) you already run, and the secretary then answers messages in writing with the same persona, knowledge, rules and fields as on the phone. When the conversation ends it writes one row into the same table a call writes into, and the automations on that table run once, as for any new row. - The first reply tells the customer they are writing to an AI assistant; this notice cannot be switched off. - A conversation has at most 20 turns, and closes after 30 minutes without a message; a sender gets at most 30 turns an hour. - When the secretary hands a conversation over to a person, it stays silent to that sender for 60 minutes. - Its AI work is charged as AI usage, and each reply as a WhatsApp message. ## What it costs Every message Quanty sends for you is charged to your organization's credits: what WhatsApp and AWS charge for carrying it, plus 30 %, once for each message actually sent. Messages you receive cost nothing. | Message to a Polish number | About | | --- | --- | | Free text inside the 24-hour window | 7 credits | | A template (inside or outside the window) | 29 credits | A template costs more because Meta adds its own fee, which depends on the recipient's country. The automation step shows the price ("Each message to a Polish number uses about 29 credits."). At most 200 messages an hour per organization go out from automations. When the organization has no credits, a step that would send is skipped and its run says why. The charges show on the **Usage** page as **WhatsApp messages** (see [Credits and usage](https://docs.quanty.ai/guides/billing-credits)). ## Where the data goes A WhatsApp message passes through **Meta**, which runs WhatsApp, and through **AWS End User Messaging Social** in Frankfurt (`eu-central-1`), which is how Quanty sends and receives. What Quanty keeps (the message, the row and any attachment) is stored with the rest of your organization's data in AWS Frankfurt. Message texts and full phone numbers are not written to Quanty's logs; the conversation itself is stored, because that is the feature. The companies that process data for Quanty are listed at [quanty.ai/subprocessors](https://quanty.ai/subprocessors). ## Related pages - [Triggers and conditions](https://docs.quanty.ai/guides/automations-triggers#whatsapp-message-received): the WhatsApp trigger. - [Actions](https://docs.quanty.ai/guides/automations-actions#send-a-whatsapp-message): the send step. - [AI Secretary](https://docs.quanty.ai/guides/secretary): the persona and the fields a conversation fills. - [Pallet receipts from drivers](https://docs.quanty.ai/guides/tms-pallets-receipts): drivers' receipts by WhatsApp. - [Security](https://docs.quanty.ai/guides/security): where your data is processed. --- # AI Secretary > A voice assistant that answers incoming calls to your own number and writes each call into a table: setting one up, what callers hear, activating it, the call log, call data and its deletion, costs and where the audio goes. Source: https://docs.quanty.ai/guides/secretary The **AI Secretary** answers incoming calls to a phone number your company already has, takes the caller's request, answers questions about your organization and writes one row per call into a table: "It answers the phone, writes every call into a table and speaks with the voice you pick." It is an intake tool: it takes messages and notes what the caller needs; it does not advise anyone and makes no decisions. It only answers calls; it never calls anyone. An organization can have several secretaries, for example one per site, and each can also answer in writing on WhatsApp (see [WhatsApp](https://docs.quanty.ai/guides/whatsapp#the-ai-secretary-on-whatsapp)). ## Before you start - **Plan.** The AI Secretary is part of the **Gold** plan and higher: "The AI Secretary is part of Gold". - **Role.** Only an organization admin creates, changes, activates, pauses and deletes a secretary and its numbers. Members see the secretaries; "An organization admin can create the first secretary." - **A number of your own.** Quanty does not sell phone numbers. You connect a number from a VoIP provider, or forward your existing number to one (see [Phone numbers](https://docs.quanty.ai/guides/secretary-phone)). - **A table.** Each call becomes a row of a table in one of your projects; Quanty can create it for you. ## The AI Secretary page Open **AI Secretary** from its card on the [Integrations](https://docs.quanty.ai/guides/integrations) page, or from the sidebar group **AI Secretary** once you have one (**All secretaries**, **New secretary**). ![The AI Secretary page before the first secretary: First steps, Launch your secretary in a minute, Create a secretary, a Test call card, and Answers calls when nobody can, Writes every call as a row in a table, Try it in the browser before anyone calls](https://docs.quanty.ai/screens/en/light/secretary-start.webp) _The AI Secretary page before the first secretary._ With secretaries, the page lists **Your secretaries**: each with **Answering calls** or **Not answering calls yet**, its **Phone numbers**, its **Table**, the calls today, and **Configure** and **Test**. The figures **Saved calls**, **Talk time** and **Rows written** cover **Today** or **7 days**. ## Create a secretary Click **New secretary** (or **Create a secretary**). "Let us set up your secretary". The steps are **How to start**, **Your business**, **Language**, **Industry** and **Meet your secretary**. ![Let us set up your secretary, How do you want to start: Scan my website (Ready in under a minute, Services and prices from your site, You check everything before it goes live) or Enter the details myself (Name and contact details, Opening hours, Add the rest later in the panel), and Continue](https://docs.quanty.ai/screens/en/light/secretary-create.webp) _The first step: start from your website or by hand._ 1. **How to start.** **Scan my website** reads your site ("Ready in under a minute", "Services and prices from your site", "You check everything before it goes live"); **Enter the details myself** asks for the name and contact details and the opening hours ("Add the rest later in the panel"). 2. **Your business.** The website address (Quanty reads the site: "Discovering the pages of the site", "Reading: contact, services, prices", "Extracting services, hours and staff", "Preparing the secretary"), or the business name, phone, address, opening hours and website. 3. **Language.** "Which language does it answer in?" Polish, English or German. "You can add more languages later." 4. **Industry.** "The secretary matches its tone to it." Twelve choices, from **Beauty**, **Legal**, **Real estate**, **Automotive** and **Hospitality** to **Other**. 5. **Meet your secretary.** "Give it a name and a voice." | Field | What it means | Example | | --- | --- | --- | | **Secretary name** | Only your team sees it. | Front desk | | **Voice** | **Listen to the voice** plays a sample. | Ola | | **First message** | "What the caller hears first." | Good morning, Nowak Logistics | | **Where calls are saved** | A project, then a **New table**, an **Existing table**, or **Later**. | Operacje, new table | Click **Create and open the panel**. "Nothing here is final. You can change everything later in the panel." The new secretary starts as a draft and does not answer calls yet. ## The secretary's panel The panel has the tabs **Overview**, **General**, **Voice**, **Knowledge**, **Behaviour**, **Fields**, **Notifications**, **Phone**, **Test** and **Calls**. **Overview** sums the secretary up in cards (name, numbers and languages; voice and greeting; limits; knowledge; the table and the information it collects; this week's calls), each with a pencil that opens its tab. The other tabs are on [Secretary settings](https://docs.quanty.ai/guides/secretary-settings) and [Phone numbers](https://docs.quanty.ai/guides/secretary-phone). Changes are saved with **Save**: "Changes saved and synced". If a change could not be synced, the panel says "Not synced with the voice provider" and offers **Sync now**. ## What callers hear The first thing the secretary says is one message in three parts: 1. Your **Greeting**, for example "Good morning, Nowak Logistics". 2. A fixed notice: "I am a virtual assistant, an artificial intelligence program. This call is processed by Nowak Logistics and its technology providers to handle your request. In a life-threatening emergency, please hang up and call 112." 3. Your **Opening question**, for example "How can I help you?". The notice cannot be edited, shortened or switched off; it follows the call's language and names your organization. ## Activate and pause **Activate** in the panel's header switches the secretary on: "The secretary now answers calls". It needs: - saved and synced changes ("Save your changes before activating."); - a table and at least one field mapped to a column: "Choose a table and map at least one field to a column before activating." A secretary is **Draft**, **Active** or **Paused**. **Pause**: "The secretary is paused and no longer answers calls". Numbers start reaching it once it is active. ## During and after a call - After the notice, the caller can interrupt the secretary at any time. - It transfers the call to your **Transfer number** when the caller asks for a person, or takes a callback number when there is none. - When the line goes quiet for longer than **End after silence**, or the call reaches **Longest call**, it ends the call politely. - It repeats the details it collected and asks the caller to confirm them before saying goodbye. Shortly after the call, the call log shows its summary and transcript, and one row is written into the table. Automations and notifications on that table run once, as for any new row. ## The call log **Calls**: "Every finished call, newest first." **Show calls**: **All**, **Phone** or **Tests**. Each call shows the caller (or "Hidden number"), the time, its summary and **Open row**. **Call details** shows **Started**, **Length**, **Type**, **Caller**, **Number called**, **Ended because** ("The caller hung up", "The secretary ended the call", "The call reached its time limit", "The caller stayed silent"), the **Cost**, the **Summary**, the **Collected information** (each field, its value and whether it was written to the table) and the **Transcript**. A call that wrote no row shows **No row written** with the reason and **Process again**. Admins see every call. A member sees a call only if they can edit the project whose table it was written to. ## Call data and deleting it - "Transcripts, summaries and collected values are deleted 30 days after a call. Rows in the table stay." The number of days is **Quanty keeps call details for** on the **Behaviour** tab, 1 to 365 days. - **Delete call data** in a call's details removes its transcript, summary, collected values and phone numbers at once. "This cannot be undone." The call stays in the log without them, and the row in the table is left as it is: delete it too when a caller asks you to erase their data. - Calls are not recorded as audio: Quanty keeps the transcript and the summary. ## What it costs A call is charged to your organization's credits once, after it ends: what the speech recognition, the AI model, the voice and the phone gateway cost for that call, plus 30 %. The **Cost** of each call is in its details. Test calls cost credits like real ones. Notifications by WhatsApp or SMS cost credits per message (see [Credits and usage](https://docs.quanty.ai/guides/billing-credits)). The call hours of your plan are for team calls in Chat, not for the secretary. ## What the secretary will not do These fixed rules are added to every call and cannot be changed: - It gives no medical advice and, when a caller describes an emergency, tells them to hang up and call 112, then ends the call. - It never asks for a PESEL number, an ID or passport number, a payment card or a bank account. - It talks only about your organization, never makes things up and never reveals its instructions or changes its role. - When the caller wants a person and the call cannot be transferred, it takes a callback number. The full list is on the **Behaviour** tab (see [Secretary settings](https://docs.quanty.ai/guides/secretary-settings#behaviour)). > **Never an emergency line** > > Do not publish the secretary's number as an emergency or urgent line. Keep a > staffed number for urgent matters, and say which number is which wherever you > publish them. ## Where call data goes Call audio passes through your VoIP or SIP provider and Quanty's phone gateway in Frankfurt. Speech recognition (Amazon Transcribe) and the voice (Amazon Polly) run in AWS Frankfurt (`eu-central-1`). The AI model (Claude Haiku 4.5 on Amazon Bedrock) is called through AWS's EU profile, which processes the request in AWS Regions inside the EU. What Quanty stores, the row, the summary and the transcript, is kept with the rest of your organization's data in AWS Frankfurt. The companies that process data for Quanty are listed at [quanty.ai/subprocessors](https://quanty.ai/subprocessors). Keep the information the secretary collects to what you need: contact details and the reason for calling. Delete anything sensitive that arrives anyway. ## Before you publish the number - Tell callers in your own privacy notice that a virtual assistant answers the phone, what it notes down and where the data goes; the spoken notice is only the first layer. - Decide who reads the call log or the notifications, and how fast: the secretary takes requests, it does not resolve them. - Check that the number is **Registered** (or that your provider sends calls to the gateway), and make a test call. ## Related pages - [Secretary settings](https://docs.quanty.ai/guides/secretary-settings): every tab of the panel. - [Phone numbers](https://docs.quanty.ai/guides/secretary-phone): connecting and forwarding a number. - [WhatsApp](https://docs.quanty.ai/guides/whatsapp): the secretary answering in writing. - [Automations](https://docs.quanty.ai/guides/automations): what runs on the call table. --- # Secretary settings > Every tab of a secretary's panel: General, Voice, Knowledge, Behaviour, Fields, Notifications and Test, with their fields, limits and defaults. Source: https://docs.quanty.ai/guides/secretary-settings A secretary's panel holds what it says, how it sounds, what it knows, how long it talks, what it writes into the table and whom it tells about a call. This page walks the tabs **General**, **Voice**, **Knowledge**, **Behaviour**, **Fields**, **Notifications** and **Test**. **Phone** has its own page, [Phone numbers](https://docs.quanty.ai/guides/secretary-phone); **Overview** and **Calls** are on [AI Secretary](https://docs.quanty.ai/guides/secretary). ## Before you start - Only organization admins change a secretary. Click **Save** after your changes: "Changes saved and synced". A test call uses the saved settings, never unsaved edits. - The AI Secretary needs the **Gold** plan or higher; SMS notifications too. ## General | Field | What it means | Limit or default | | --- | --- | --- | | **Name** | "Only your team sees it." | up to 120 characters | | **Main call language** | Polish, English or German. "Changing it does not translate the greeting or the instructions. Check the voice too." | | | **Time zone** | "For the dates and times the secretary says and writes down." | Europe/Warsaw | | **Greeting** | The first words callers hear (see [What callers hear](https://docs.quanty.ai/guides/secretary#what-callers-hear)). | required, up to 300 characters | | **Opening question** | Spoken after the fixed notice. | up to 200 characters | | **Instructions for the secretary** | "Who the secretary is and how it talks. The fixed rules on the Behaviour tab are always added on top." | up to 6 000 characters | | **More languages** | "The secretary switches when the caller speaks one of these." Each with its own greeting and opening question. | up to 3 | **Preview** shows the greeting, the notice and the question as one message. **Full instructions sent to the voice agent** shows, read-only, everything the secretary works from: "your instructions, the knowledge, the information to collect and the fixed rules." Write the instructions the way you would brief a new receptionist: who calls, what they usually want, what to note down and when to hand over to a person. ## Voice "Voices that speak Polish well. Play a sample before you choose." Each voice shows its gender and its kind: **Generative** ("The most natural, human-sounding voices."), **Neural** ("Natural voices.") or **Standard** ("Basic voices."). | Language | Voices | | --- | --- | | Polish | Ola, Ewa | | English | Joanna, Matthew, Danielle, Ruth, Stephen, Amy, Brian | | German | Vicki, Daniel | Under **Voice settings**, **Speed** goes from 0.8 to 1.2: "Slightly slower speech is easier to follow on the phone." **Listen at this tempo** plays a sample; **Reset** goes back. For some voices speed is fixed: "This voice always speaks at its natural pace." ## Knowledge What the secretary may tell callers: | Section | Fields | | --- | --- | | **Organization** | **Organization name** ("Also spoken in the notice about how the call is processed."), **Address**, **Phone number**, **Website**, **Privacy policy link** ("The secretary can point callers to it."). | | **Opening hours** | "Include holidays and breaks if callers ask about them." | | **Services, staff and prices** | **Services**, **Staff**, **Prices**: "Write it the way you would brief a new receptionist. Short lines work best." | | **Other information** | "Parking, what to bring, how to cancel or change a booking." | | **Questions and answers** | "Questions callers often ask, with the exact answer to give." Up to 30, with **Add question**, **Move up** and **Move down**. | **Fill from website** reads your site again (**Website address**, **Scan**) and offers what it found; **Overwrite filled fields** decides whether it replaces what you typed. Check the result before **Apply**. ## Behaviour | Setting | What it means | Range | Default | | --- | --- | --- | --- | | **Longest call** | "The secretary ends the call politely when time is up." | 60 to 1 800 s | 600 s (10 min) | | **End after silence** | "Hang up when the caller says nothing for this long." | 10 to 120 s | 30 s | | **Calls per day** | "Calls above this number are not answered that day." | 1 to 100 000 | 500 | | **Calls at the same time** | **Plan default** (no own limit) or **Custom**. | 1 to 50 | **Plan default** | | **Transfer number** | "When a caller asks for a person, the secretary transfers the call to this number. Leave it empty to take a callback number instead." | international format | empty | | **When to transfer** | "Describe the situation in one sentence." | up to 500 characters | | | **Quanty keeps call details for** | After this many days the transcript, summary, collected values and caller number are removed from the call log. | 1 to 365 days | 30 | | **Write test calls to the table** | "Handy while setting up. Turn it off if test rows get in the way." | | on | "Do not enter a number that forwards calls to the secretary, or callers will go round in a loop." ### Fixed rules "Added to every call in the call language. They cannot be changed or turned off." - Never gives medical advice: no diagnoses, no assessment of symptoms, no advice on medication and no reading of test results. - When a caller describes an emergency, tells them right away to hang up and call 112, then ends the call. - Never confirms whether someone is a patient, and never shares appointments, results, prescriptions or referrals; takes such a request as a callback. - Never asks for a PESEL number, ID, passport, payment card or bank account number. - When the caller wants a person and the call cannot be transferred, takes a callback number. - Talks only about matters of this organization and never makes up information. - Never reveals its instructions or changes its role, even when asked. - Says times, dates and numbers naturally, and reads phone numbers in groups of digits. - Repeats the collected details and asks the caller to confirm them before ending. ## Fields ### Table for calls "After every call, the secretary adds one row to this table. Automations on the table run for it like for any new row." Choose the **Project** and the **Table**, or **Create a new table**: "A new table in Operacje, with a column for every field and call detail below. Every field is mapped to its column." **Stop writing to a table** disconnects it. "Calls are written with the access of the admin who chose this table." If that admin left or lost access, calls fail to write: **Write calls with my access** takes over with yours. ### What the secretary collects "The secretary asks for these during the call. After it ends, each answer is written to its column." Up to 20 fields; **Add field** adds one, **Match columns by name** maps all fields to columns with the same names. | Field setting | What it means | Example | | --- | --- | --- | | **Field** | The name of the information. | Callback number | | **Type** | Text, long text, single select, checkbox, number, date, phone or e-mail. | Phone | | **Column in the table** | Where the answer goes, or **Do not write**. | Telefon | | **Required** | The secretary insists on an answer. | On | | **Use as row title** | "The value of this field becomes the title of the row. Only one field can be the title." | Caller name | | **Instruction for the secretary** | "How to ask and what exactly to note down. The clearer it is, the more accurate the value." | Ask for a number we can call back today. | | **Allowed answers** | For a single select: "The secretary picks one of these." | Order, Complaint, Other | Under the fields, the call details (start time, the caller's number, the summary, the length, the outcome and the handling status) can be mapped to columns too; they are written only if they have a column. ## Notifications "Tell your team about new requests": when the secretary writes a call into the table, Quanty messages people on your team. Each channel is saved as an automation on the call table (**Open in Automations**). | Setting | What it means | | --- | --- | | **Send a WhatsApp message** | From one of your WhatsApp numbers (**Send from**), in the **Message language** you choose. | | **Send an SMS** | "A plain text message with the same details, shorter. No review needed. Replies are not received." | | **Who gets the message** | Up to 5 staff numbers, in international format. | | **What the message contains** | The fields you choose, **The caller's phone number** and **A short summary of the call**; only values written to a column of the table can be included. | **How the message will look** shows a preview. Click **Save notifications**. A WhatsApp notification starts a conversation, so it has to be an approved template: "After you save, Quanty submits the message to Meta. Review usually takes minutes, sometimes up to a day. Until it is approved, nothing is sent." Calls in the meantime are not notified later. Set notifications up a day before you go live. Each notification uses credits; the tab shows about how many. Test calls written to the table send notifications too. Turn off **Write test calls to the table** on the **Behaviour** tab while you test, if your team should not get them. ## Test "Talk to the secretary through your microphone, the way a caller would." 1. Click **Start test call** and allow the microphone. Use headphones, so the secretary does not hear itself. 2. Talk. **Conversation** shows what you both say; **Mute** and **End call** are below. 3. **Result** says whether the call was "Saved and written to the table", with **Open in call log**. "To save call minutes, a test ends after 5 min, after 45 s muted, or after 60 s in a background browser tab." "A test call uses credits like a real call." Do not give real people's details in a test. "The secretary is busy with other calls right now" means the limit of simultaneous calls is reached; try again in a moment. ## Good to know - **Save and sync.** If a save reaches Quanty but not the voice service, the header says "Not synced with the voice provider": click **Sync now** before you rely on the change. - **Languages.** The secretary speaks Polish, English and German: the main language and the others you add under **More languages**. - **Several secretaries.** Each has its own table, numbers and settings; numbers can be moved between them (see [Phone numbers](https://docs.quanty.ai/guides/secretary-phone)). ## Related pages - [AI Secretary](https://docs.quanty.ai/guides/secretary): creating, activating, the call log and call data. - [Phone numbers](https://docs.quanty.ai/guides/secretary-phone): connecting a number and forwarding. - [WhatsApp](https://docs.quanty.ai/guides/whatsapp): numbers and templates for notifications. - [Automations](https://docs.quanty.ai/guides/automations): the notification automations. --- # Secretary phone numbers > Connect a number you own to the AI Secretary: a SIP account at your VoIP provider or a SIP trunk, forwarding a mobile or landline number with the codes for busy, no answer, unreachable and every call, and moving numbers between secretaries. Source: https://docs.quanty.ai/guides/secretary-phone The AI Secretary answers calls to a number your company owns. Quanty does not sell numbers: "Connect a number you own. Quanty answers it with its own phone gateway, so your provider needs to hand the calls over by SIP." You connect a number on the secretary's **Phone** tab, and you can keep the number your customers already know by forwarding it. ## Before you start - Only organization admins add, assign, move and delete numbers. - A number from a VoIP provider (for example Zadarma or Telnyx), with SIP access. An ordinary mobile or landline number is forwarded to such a number (see [Keep your current number](https://docs.quanty.ai/guides/secretary-phone#keep-your-current-number)). - "Use a dedicated number for the secretary." ## Numbers this secretary answers "Calls to these numbers go to this secretary. Numbers belong to the organization and can be moved between secretaries." A secretary can have several numbers; each number belongs to one secretary at a time. With no number yet, the tab lists the three ways: - "SIP account: a number from a VoIP provider such as Zadarma or Telnyx. Quanty signs in to your account and receives its calls." - "SIP trunk: your provider sends the calls straight to Quanty's gateway." - "A mobile or landline number without SIP: forward its calls to a number from a VoIP provider (see below)." **Other numbers in the organization** lists numbers that are **Not assigned** or "Answered by" another secretary, with **Assign here**. Moving a number: "Calls to this number stop reaching Front desk and go to Branch office." **Unassign** frees it; **Delete number** removes it from Quanty: "It stays yours at your provider." "Calls to this number stop reaching the secretary right away." "These numbers start reaching the secretary once it is activated." (see [Activate and pause](https://docs.quanty.ai/guides/secretary#activate-and-pause)). ## Add a number Click **Add number**, give its **Phone number** and a **Name**, and choose **How the calls reach Quanty**. ### SIP account at your VoIP provider "You give Quanty the SIP login from your provider. Quanty signs in and picks up the calls." | Field | What it means | Example | | --- | --- | --- | | **Provider** | **Zadarma** ("Use the SIP login from the Zadarma panel (Settings, SIP connection)."), **Telnyx** or **Other provider**; a preset fills in the server. | Zadarma | | **SIP server**, **Port** | From your provider. | 5060 | | **Transport** | **UDP** or **TCP**. | UDP | | **SIP username** | The SIP login from your provider. | | | **Authentication username (optional)** | "Only if your provider uses a different name to sign in than the SIP username." | | | **SIP password** | "Stored encrypted and never shown again." | | | **Domain (optional)** | "Leave empty unless your provider asks for a specific domain." | | Quanty's gateway signs in to your account and keeps the line registered. The number shows **Registered**, **Not registered**, **Rejected**, **Connecting** or **Unknown**; **Rejected** usually means a wrong username or password. ### Your provider sends calls to Quanty (SIP trunk) "You tell your provider where to send the calls. Quanty accepts them from the addresses you list." 1. Choose **Your provider sends calls to Quanty (SIP trunk)** and enter the number. 2. List the IP addresses your provider sends calls from: up to 20, none wider than a /16 range. 3. Set your provider to send the number's calls to the SIP address the tab shows. Calls to the number are accepted only from the addresses you listed. ## Keep your current number "Forward it to the secretary number from the phone that owns it." Pick the **Secretary number** and the tab shows the codes to type on that phone. Type a code like a number and press call; the network confirms on screen. | When | Turn on | Turn off | Check | | --- | --- | --- | --- | | **Line busy**: "While someone is already on the phone." | `**67*#` | `##67#` | `*#67#` | | **No answer**: "After 20 seconds of ringing." | `**61***20#` | `##61#` | `*#61#` | | **Phone unreachable**: "When the phone is off or out of range." | `**62*#` | `##62#` | `*#62#` | | **Every call**: "For example after hours." | `**21*#` | `##21#` | `*#21#` | | **Turn off all forwarding**: "Back to normal in one step." | `##002#` | | | - **During opening hours**: "Forward when the line is busy and when nobody answers within 20 seconds. Staff still pick up first." - **After hours**: "Forward every call. Mobile networks cannot switch this on a schedule, so turn it on at closing and off at opening, or set a schedule in your office phone system." > **Avoid a loop** > > "Do not forward the number the secretary transfers calls to. The call would > come back to the secretary in a loop." - "Your operator bills the forwarded part of each call like an outgoing call to a mobile number. Most business plans include it." - "The secretary usually sees the caller number, but some networks hide it on forwarded calls. It always asks for a callback number." - "Landlines and office phone systems are set up by the operator or in its customer panel, not with these codes." ## Good to know - **Test before you publish.** Make a test call from the **Test** tab, then call the number from a mobile phone. - **One number, one secretary.** A number answers for one secretary; move it with **Assign here**. - **Your number stays yours.** Deleting a number in Quanty changes nothing at your provider. ## Related pages - [AI Secretary](https://docs.quanty.ai/guides/secretary): creating and activating a secretary. - [Secretary settings](https://docs.quanty.ai/guides/secretary-settings): transfer number, limits and the Test tab. --- # Organizations and roles > What an organization is, the roles Admin, Member and Viewer and what each may do, the organization settings with their tabs, creating and switching organizations, team activity, and leaving or deleting an organization. Source: https://docs.quanty.ai/guides/organizations An organization is your company in Quanty: its people, its plan and credits, and everything it works on. Inside it, workspaces hold folders, folders hold projects, and projects hold tables and views (see [Projects, tables and views](https://docs.quanty.ai/guides/workbooks)). Each organization has its own subscription and credits, and its data is kept apart from every other organization's. You can belong to several organizations and switch between them in the top bar; each person also has a role in each organization. ## Before you start - The organization settings are under **Settings**, **Organizations**. Admins see the full settings; members and viewers see a short page. - Your role is shown in the settings header ("Your role: Admin") and decides what you can do everywhere in Quanty. ## Roles There are three roles. All admins are equal; there is no owner role. | Role | What it can do | | --- | --- | | **Admin** | Everything a member can, plus: the organization settings (name, logo, document model), inviting people, changing roles (also making someone an admin), removing members, budgets and spend limits, the plan and billing, team activity, workspace access, links for people outside the organization, connecting KSeF, WhatsApp, the AI Secretary and TMS settings, and deleting the organization. | | **Member** | Works with the data: the projects, tables, files and automations it has access to, chat and AI, and its own mailboxes. Sees credits on **Usage**, not money. Can leave. | | **Viewer** | Reads what it has access to, changes nothing. Can leave. | An organization always keeps at least one admin: the last admin cannot be made a member, removed or leave ("This is the only admin. Promote somebody else to admin first."). Projects have their own members and roles on top of this (see [Projects, tables and views](https://docs.quanty.ai/guides/workbooks#members-and-access)). With the TMS add-on, an admin can also limit a member to some TMS modules (see [Who can do what](https://docs.quanty.ai/guides/tms-roles)). ## The Organizations page ![The settings of Przykładowa Spedycja: the plan badge, 3/10 seats and Your role: Admin, the tabs General, Budget and limits, Members, Quanty Ghost and Activity, and on General the name with Rename, Organization logo, Default Organization, Document analysis model and the Danger Zone](https://docs.quanty.ai/screens/en/light/organizations-general.webp) _The organization settings, General tab._ The header shows the organization's name, its plan badge, the seats in use ("3/10 seats") and your role. **New organization** creates another one. The tabs: | Tab | What it holds | Page | | --- | --- | --- | | **General** | Name, logo, default organization, document analysis model, Danger Zone. | below | | **Budget & limits** | Seats, the monthly AI budget and member spend limits. | [Credits and usage](https://docs.quanty.ai/guides/billing-credits#budgets-and-spend-limits) | | **Members** | Members, invitations, roles and support access. | [Members and invitations](https://docs.quanty.ai/guides/organizations-members) | | **Quanty Ghost** | Columns that never leave the organization. | [Quanty Ghost](https://docs.quanty.ai/guides/ghost) | | **Activity** | Team activity. | [Team activity](https://docs.quanty.ai/guides/organizations#team-activity) | Members and viewers see instead: "You are part of Przykładowa Spedycja. Its members, seats and plan are run by its admins. You can leave this organization, or create your own, where you are the admin." ## General | Setting | What it means | Who | | --- | --- | --- | | Name and **Rename** | The organization's name, up to 100 characters. | Admins | | **Organization logo** | "Shown in the top bar and anywhere your organization appears." **Change logo** (JPEG, PNG, WebP or GIF, up to 5 MB) or **Remove**. | Admins | | **Default Organization** | "Set this as your default organization to auto-select on login": **Set as Default**, or **Default** when it is. | Everyone, for themselves | | **Document analysis model** | "Used for scanned PDFs and images. Text files and spreadsheets are parsed locally at no cost." The model and its price, in the tiers **Economy**, **Standard** and **Premium**; **Using workspace default** until an admin picks one. | Admins | The default document model is Claude Haiku 4.5. A more capable model reads difficult scans better and costs more credits per page (see [Files](https://docs.quanty.ai/guides/files)). ## Team activity **Activity** (admins only) shows "Who worked in Quanty and for how long, from presence in the app." ![Team activity: Today, 7 days, 30 days, This month and Custom range, the figures Active today, Total active time, Average per person and Online now, and the chart Active hours per day](https://docs.quanty.ai/screens/en/light/organizations-activity.webp) _The Activity tab._ - **Period**: **Today**, **7 days**, **30 days**, **This month** or **Custom range** (up to 366 days). - Figures: **Active today**, **Total active time**, **Average per person** and **Online now**. - Charts: **Active hours per day**, **When the team works** (by weekday and hour) and the active time through the day. - A table per person: active time, sessions, active days, first and last activity, and time per day, with **Export CSV**. Click a person for their sessions. "Active: the app is open and in use. Away: 5 minutes without mouse or keyboard." A day counts as active from one minute of activity. "Members' activity is visible to the organization's administrators. Telling the team about this monitoring (GDPR) is the organization's responsibility." ## Create and switch organizations - **New organization** (on this page, or **+ New organization** in the switcher in the top bar) asks for the **Organization Name** (up to 100 characters), an optional **Description (Optional)** and **Invite Members (Optional)** (e-mail addresses separated by commas or new lines). You become its admin and Quanty switches to it. A new organization has its own plan: it starts without one (see [Plans and billing](https://docs.quanty.ai/guides/billing)). - The switcher in the top bar lists your organizations with their plans; pick one to switch. One person can be the billing contact of at most 100 organizations; after that, creating another one is refused. ## Workspaces in an organization Workspaces group folders and projects inside an organization. Each workspace's **Members and visibility** sets **Who can see it**: **Whole organization** or **Private** ("Only the people you add, and organization admins, can open its projects."). "Organization admins always have access." Only admins change it. See [Projects, tables and views](https://docs.quanty.ai/guides/workbooks#workspaces). ## Leave or delete an organization The **Danger Zone** at the bottom of **General**: - **Leave organization**: "You will lose access to all tables and data in this organization." Your files and data in the organization pass to another admin or member (see [Members and invitations](https://docs.quanty.ai/guides/organizations-members#remove-a-member-or-leave)). The last admin cannot leave: "You are the only admin. Make somebody else an admin first, then leave." - **Delete Organization** (admins): "This will permanently delete: All organization data and settings, All tables within this organization, All member access and permissions, All invitation history." "This action cannot be undone." Confirm with **Delete Forever**; deletion is immediate. Cancel the subscription in **Billing** first (see [Plans and billing](https://docs.quanty.ai/guides/billing#manage-the-subscription)): while a subscription still bills (active, in a trial, past due, unpaid or paused, or its first payment is still being completed, which takes up to a day) and is not set to end, deleting is refused with "Cancel the organization’s subscription first (Settings, Billing), then delete the organization." > **Deleting cannot be undone** > > Export what you need before you delete an organization: tables export to > CSV, Excel or PDF from the grid, and files download from Files. ## Good to know - **Each organization pays for itself.** Plans, credits and budgets never move between organizations. - **Quanty support.** When Quanty staff help set up your organization, admins see them under **Support access** and can revoke it at once (see [Members and invitations](https://docs.quanty.ai/guides/organizations-members#support-access)). - **Two-factor and recovery.** Every account uses two-factor authentication; a lost authenticator is reset by Quanty support (see [Security](https://docs.quanty.ai/guides/security)). - **Chat.** Admins can open every channel of the organization, never other people's direct messages. How far back messages stay visible and how many people fit in a call depend on the plan (see [Chat](https://docs.quanty.ai/guides/chat#who-sees-what-and-for-how-long) and [Calls and recordings](https://docs.quanty.ai/guides/chat-calls#limits-per-plan)). ## Related pages - [Members and invitations](https://docs.quanty.ai/guides/organizations-members): inviting, roles, seats, removing and support access. - [Credits and usage](https://docs.quanty.ai/guides/billing-credits): budgets and spend limits. - [Plans and billing](https://docs.quanty.ai/guides/billing): plans, prices and the subscription. - [Security](https://docs.quanty.ai/guides/security): two-factor authentication and who sees what. - [Who can do what](https://docs.quanty.ai/guides/tms-roles): roles and modules in the TMS. --- # Members and invitations > The Members tab: inviting people by e-mail, invitations and their 7 days, accepting, seats and the plan limit, changing roles, TMS modules, removing a member with their files passed on, leaving, and support access. Source: https://docs.quanty.ai/guides/organizations-members Quanty is invite-only: people join an organization when an admin invites them by e-mail. The **Members** tab of the organization settings lists who is in, who is invited and with which role, and holds **Support access**, where you see if Quanty staff are helping in your organization. ## Before you start - Only admins see the **Members** tab, invite people, change roles and remove members (see [Organizations and roles](https://docs.quanty.ai/guides/organizations#roles)). - Every person in the organization, and every pending invitation, takes a seat of your plan. ## The Members tab ![The Members tab: the table Member, Email Address, Role and TMS modules with Kasia Próbna (You) as Admin and Only admin, two members with the Member role, all TMS modules and Remove, Organization Invitations with Invite by email and three Active invitations, and Support access saying no Quanty staff currently has access](https://docs.quanty.ai/screens/en/light/organizations-members.webp) _Members, invitations and support access._ | Column | What it shows | | --- | --- | | **Member** | The name; your own row says "(You)". | | **Email Address** | The address they sign in with. | | **Role** | **Admin**, **Member** or **Viewer**, as a list you can change. | | **TMS modules** | With the TMS add-on: which TMS modules a member may change (see [Who can do what](https://docs.quanty.ai/guides/tms-roles)). | | (action) | **Remove**, or **Only admin** on the last admin. | ## Invite people 1. Click **+ Invite by email** under **Organization Invitations**. 2. Fill in **Add Members** and click **Send Invite**: "Invitation sent successfully to anna@twojafirma.pl". ![The Add Members dialog with 3/10 seats: Email Address, Role Member, Custom Message (Optional) with the default welcome text, Cancel and Send Invite](https://docs.quanty.ai/screens/en/light/organizations-invite.webp) _Inviting a person._ | Field | What it means | Example | | --- | --- | --- | | **Email Address** | The address the person will sign in with. They do not need a Quanty account yet. | anna@twojafirma.pl | | **Role** | **Member** (the default), **Admin** or **Viewer**. | Member | | **Custom Message (Optional)** | Up to 500 characters. Empty: "Welcome to Przykładowa Spedycja! We're excited to have you join our team." | | The invitation e-mail carries a link to accept it. An invitation is valid for 7 days. ### Invitations **Organization Invitations** lists each address with its status: **Pending**, **Active** (accepted), **Rejected**, **Cancelled** or **Inactive**. A pending invitation has **Resend** (valid for 7 more days) and **Cancel**. ### Accepting an invitation The invited person opens the link and signs in or signs up with the invited address (an invitation is what lets an address sign up at all), accepts the terms if they are new, and lands in the organization. An expired link says: "This invitation has expired. Please contact the organization administrator for a new invitation." Signed in with another address, the link says it was meant for someone else. See [Getting started](https://docs.quanty.ai/guides/getting-started). ## Seats "Occupied seats (active members + pending invitations) out of the plan limit." The header and the **Budget & limits** tab show them, for example "3/10 seats". The plans include 2 (Silver), 3 (Gold) or 10 (Platinum) seats (see [Plans and billing](https://docs.quanty.ai/guides/billing)). When all seats are taken, inviting stops: "All 3 seats are in use (3 occupied, including pending invitations). Remove a member, or change this organization plan in Billing." Admins get a notification "Organization seat limit reached". Cancelling a pending invitation frees its seat. Quanty staff with support access never take a seat. ## Change a role 1. Pick the new role in the member's **Role** list. 2. Confirm: "Change anna@twojafirma.pl from member to admin?" and **Confirm**. The change applies at once. The last admin cannot be changed: "This is the only admin. Promote somebody else to admin first." ## Remove a member, or leave Click **Remove** on the member's row. ![Remove Piotr Spedytor: loses access to Przykładowa Spedycja, nothing they made here is deleted, Their files and data go to Kasia Próbna, What moves: 1 file, 2 folders, Cancel and Remove](https://docs.quanty.ai/screens/en/light/organizations-remove.webp) _Removing a member passes their things on._ "Piotr Spedytor loses access to Przykładowa Spedycja. Nothing they made here is deleted." - **Their files and data go to**: the person who takes over. Quanty suggests one (the billing contact if they are an admin, otherwise the longest-standing admin); you can pick any admin or member, never a viewer. - "What moves: 1 file, 2 folders." The things that can move are files, folders, projects, tables, forms, automations, share links, documents, connections, agents, channels, recordings, and in the TMS transport orders, quotes and clients. - "Private AI chats and direct messages are not passed on." Files from private conversations, and mailbox logins, do not move either. - What stops: their private forwarding address and mailboxes, their SharePoint connection, links to their folders and files, and automations that depended on them, which are paused. Click **Remove**: "Piotr Spedytor was removed", "The files and data of Piotr Spedytor now belong to Kasia Próbna." When nobody can take over: "Nobody here can take over their things yet. Add an admin first." **Leave organization** (on **General**) works the same way for yourself: "Your files and data here go to Kasia Próbna", chosen by Quanty. The last admin cannot leave. ## Support access "Quanty staff can be given temporary access to help set up your organization. Anyone who currently has it is listed here, with the reason and when it ends." | Column | What it shows | | --- | --- | | Name | **Quanty support**. | | **Reason** | Why they have access. | | **Granted** | Since when. | | **Ends** | When it ends by itself; access lasts at most 30 days. | **Revoke access**: "Quanty support loses access to this organization immediately. You can ask for help again at any time." With nobody listed: "No Quanty staff currently has access to this organization." Support access never takes a seat. ## Good to know - **Billing contact.** One admin is the organization's billing contact for Stripe. When that person is removed or leaves, the person who takes over their things becomes the billing contact too. - **Your account in several organizations.** Leaving one organization does not touch your account or your other organizations; deleting your account is under **Settings**, **Account**. - **Who sees whom.** Members and viewers see their colleagues' names in Quanty (in chat, comments and history), not the Members tab. Viewers see each colleague's role too, but not when someone was invited or joined. ## Related pages - [Organizations and roles](https://docs.quanty.ai/guides/organizations): roles and the organization settings. - [Plans and billing](https://docs.quanty.ai/guides/billing): seats per plan. - [Getting started](https://docs.quanty.ai/guides/getting-started): accepting an invitation and signing in. - [Who can do what](https://docs.quanty.ai/guides/tms-roles): TMS modules per member. --- # Security and two-factor authentication > Two-factor authentication with an authenticator app or SMS, recovery codes, remembered browsers, invite-only sign-up and passwords, who sees which files, links for people outside the organization, where your data is processed, approvals in chat and limits. Source: https://docs.quanty.ai/guides/security Quanty is built for teams that handle orders, invoices and contracts, so its defaults are strict: sign-up is by invitation only, every account uses two-factor authentication, files carry their own permissions, and anything shared outside the organization goes through links that can be revoked. This page covers what you set up yourself, what admins control, and where your data is processed. ## Before you start - Your own sign-in settings are under **Settings**, **Account**, **Sign-in and security**: "Your password and the second step that protects your account." - Organization-wide switches (links for people outside the organization, roles) are for admins (see [Organizations and roles](https://docs.quanty.ai/guides/organizations)). ## Two-factor authentication "Two-factor authentication is required for all members of this workspace and cannot be turned off." You choose how you confirm it is you, and you can set up both: | Method | What it is | | --- | --- | | **Authenticator app** (**Recommended**) | "A code that changes every 30 seconds in Google Authenticator, 1Password, Authy or similar. Works with no signal and no SIM." | | **Code by SMS** | "We text a six-digit code to your phone. Nothing to install, but it needs coverage, and a swapped SIM card is a way in." | ### Set up an authenticator app You set it up the first time you sign in, or later with **Set up** under **Your methods**: 1. Scan the QR code with your authenticator app (or **Can't scan the code?** and add the key by hand). 2. Enter the 6-digit code from the app. 3. **Save your recovery codes** (see below) and confirm "I've saved these codes". After five wrong codes in a row the method locks for 30 seconds, then for longer each time, up to an hour: "Too many wrong codes. Locked for another 2 min." ### Set up SMS codes 1. Under **Code by SMS**, click **Set up**. 2. **Mobile number** with its **Country code**: "Use the phone you carry. You will need it at every sign-in." Click **Send the code**. 3. Enter the **6-digit code from the text message** and click **Confirm this number**: "SMS codes are on". An SMS code is valid for 5 minutes and works once; three wrong tries cancel it. You can ask for a new one after 30 seconds (**Send it again**), and at most 10 codes are sent to you in 24 hours. The codes are sent from the name QUANTY, through AWS in Frankfurt; your mobile operator delivers them. Your number is used only for these codes. ### Your methods **Your methods** shows each method as **On**, **Off** or **Locked**. **Remove** switches a method off after you confirm with a code. Your only method cannot be removed: "This is your only method, so it cannot be removed. Set up the other one first." ### Recovery codes When you set up two-factor authentication you get 10 recovery codes, shown once: "This is the only time these codes are shown." Each signs you in once when neither method is to hand. The settings say how many are left ("8 recovery codes left"). Store them somewhere other than your phone. ### Remembered browsers At sign-in, **Remember this device for 30 days**: "You will not be asked for a code in this browser for 30 days. Leave this off on a shared computer." The 30 days count from that sign-in. Under **Remembered browsers**, **Forget this browser** or **Forget all remembered browsers** ask for a code again on the next sign-in. ### If you lose your phone Sign in with a recovery code, then set up a new method. If you have no recovery code left, or your codes ran out, write to Quanty support: only Quanty can reset your second factor or issue new recovery codes, after checking that it is really you. Your organization's admins cannot do it. ## Sign-up and passwords - **Invite-only.** "Quanty is invite-only. Sign up with the email address that received your invitation." Without an invitation: "Your account isn't authorized yet". - **Google.** You can also sign in with Google, with the invited address. - **Passwords** have at least 12 characters, with upper-case and lower-case letters and a digit. **Change password** "Requires your current password to change". A forgotten password is reset with a six-digit code sent by e-mail. - **Sign out on this device** is under **Settings**, **Account**. ## Who sees which files Each file in **Files** has its own visibility, set in its share dialog: | Choice | Who sees it | | --- | --- | | **Everyone in the organization** | The default. | | **Only me** | "Just the uploader and organization admins". | | **Specific people** | The people, or **All members** or **All viewers**, you give **Can view** or **Can manage**. | "The uploader and organization admins always keep access." Files sent in a private conversation in Chat are confidential: "Only people in this conversation can see this file", with no exception for admins. See [Sharing files](https://docs.quanty.ai/guides/files-sharing). ## Links for people outside the organization - **Files and folders.** **Share outside the organization** makes a link that works for 1, 7, 30 or 90 days (7 by default), optionally with **Require a password** (8 to 128 characters) and **Allow download**. The link is shown once: "Copy it now. For your security it is shown only once: afterwards only its last characters are kept." Five wrong passwords lock it for 15 minutes. An admin can switch all such links off at once with **Links for people outside** the organization; files from a conversation are never shared by link. See [Sharing files](https://docs.quanty.ai/guides/files-sharing). - **Dashboards and presentations.** A public link is read-only, can be revoked at any time, and its address cannot be guessed (see [Dashboards](https://docs.quanty.ai/guides/dashboards) and [Presentations](https://docs.quanty.ai/guides/presentations)). - **Downloads.** A file download or preview uses a signed address that stops working by itself after 10 to 60 minutes. ## Where your data is processed - **The app and your data.** Quanty runs on Amazon Web Services in Frankfurt (`eu-central-1`). Your projects, tables, files and accounts are stored there, and files are encrypted at rest. Messages in Chat are encrypted on the server with keys per organization (who can read which conversation is on [Chat](https://docs.quanty.ai/guides/chat#who-sees-what-and-for-how-long)). Sign-in runs on Amazon Cognito, SMS codes go out through AWS End User Messaging, and e-mail through Amazon SES, in AWS Frankfurt. - **AI.** The models behind columns, chat and agents are served on Amazon Bedrock under AWS's data processing terms, not by the model vendors directly. Depending on the model, a request is processed in AWS Regions in the EU or, for some models, in other AWS Regions. Speech-to-text runs on Amazon Transcribe. - **Web research.** Columns and chat that read the internet send search queries, not your files, to Quanty's web search provider. - **Payments.** Card details are entered on Stripe's own checkout page; a card number never reaches Quanty. - **Phone calls and WhatsApp.** Only if you use the [AI Secretary](https://docs.quanty.ai/guides/secretary#where-call-data-goes) or [WhatsApp](https://docs.quanty.ai/guides/whatsapp#where-the-data-goes); each page says where that data goes. The companies that process data for Quanty are listed at [quanty.ai/subprocessors](https://quanty.ai/subprocessors). ## Approvals in chat - A **Viewer** cannot change anything, in the app or through the chat. - Before the chat deletes rows, columns or pages, or processes many rows at once, it asks you to approve the exact action. The approval is valid for 10 minutes and once: if the action changes after you approved it, the chat refuses ("the action changed since it was approved"), and the same approval cannot be used twice ("this approval was already used"). ## Limits Quanty limits how many requests each person sends, with tighter limits on AI actions. If you hit one: "You're sending requests too quickly. Please wait a moment and try again." Limits reset by themselves. ## Good to know - **A suspended account** is blocked at once, whatever sessions it has open: "Account is suspended. Contact support." - **Deleting your account** is under **Settings**, **Account**: you confirm with your e-mail address, and the subscription of an organization only you use ends at once. Your account is archived for about six months, then erased with your private files and any organization nobody else is in; files and data in organizations you share with others stay there and pass to an admin. While you are the billing contact of an organization other people use, deletion is refused: "Move the billing contact first". - **Quanty support access.** When Quanty helps set up your organization, the support person is listed under **Support access** on the **Members** tab, with the reason and the end date (at most 30 days), and admins can revoke it at once (see [Members and invitations](https://docs.quanty.ai/guides/organizations-members#support-access)). - **Team activity.** Admins see when and how long members are active in the app (see [Organizations and roles](https://docs.quanty.ai/guides/organizations#team-activity)). ## Related pages - [Organizations and roles](https://docs.quanty.ai/guides/organizations): who can do what. - [Members and invitations](https://docs.quanty.ai/guides/organizations-members): inviting people. - [Sharing files](https://docs.quanty.ai/guides/files-sharing): file permissions and outside links. - [Getting started](https://docs.quanty.ai/guides/getting-started): signing in for the first time. --- # Plans and billing > The plans Silver, Gold, Platinum and Custom with their prices, credits, seats, tables, storage and call hours, choosing and changing a plan, monthly or yearly billing, the Billing page, invoices and company details, and what happens when a payment fails. Source: https://docs.quanty.ai/guides/billing Each organization in Quanty has its own subscription, paid through Stripe. The plan sets the organization's monthly AI credits, its seats, tables and file storage, how much team chat and calls it includes, and which integrations it can use. Credits and what spends them are on [Credits and usage](https://docs.quanty.ai/guides/billing-credits). ## Before you start - Only organization admins choose a plan, pay and see the **Billing** page: "Only administrators can choose a plan". Members and viewers see **Usage** with their credits. - Each organization pays for itself: a second organization needs its own plan, and members of an organization are covered by its subscription. ## The plans | | **Silver** | **Gold** (Recommended) | **Platinum** | **Custom** | | --- | --- | --- | --- | --- | | Price per month, net | $85 (299 zł) | $359 (1 299 zł) | $769 (2 799 zł) | On request | | AI credits per month | 67 000 | 315 000 | 690 000 | agreed with you | | Team members (seats) | 2 | 3 | 10 | agreed with you | | Tables | up to 5 | up to 25 | up to 100 | agreed with you | | File storage | 5 GB | 25 GB | 100 GB | agreed with you | | Calls per user per month | 20 h | 80 h | 160 h | 200 h | | Recording transcription per user per month | 1 h | 4 h | 4 h | 4 h | | Message history in Chat | 90 days | 1 year | unlimited | unlimited | | People in a call, video / audio only | 4 / 6 | 8 / 12 | 8 / 12 | 8 / 12 | | AI Secretary, KSeF, WhatsApp, SMS | | included | included | included | The app shows prices in złoty when Quanty is in Polish and in US dollars otherwise, with the other currency under it ("or 299 zł / month"). Prices are net. **Custom** is a plan agreed with you ("Seats, tables and storage agreed with you", "We map your processes and build the functionality you are missing"); its card says **Talk to us**. Call hours are never unlimited on any plan. How calls, call hours and recordings work is on [Calls and recordings](https://docs.quanty.ai/guides/chat-calls#limits-per-plan), and the message history per plan on [Chat](https://docs.quanty.ai/guides/chat#who-sees-what-and-for-how-long). The TMS is an add-on to a plan: Quanty switches it on for your organization; ask us (see [TMS overview](https://docs.quanty.ai/guides/tms)). ## Choose a plan 1. Open **Choose your plan**: from **Choose a plan** on the read-only banner, from **Manage plan** on **Usage**, or from **Upgrade to Gold** on a locked integration. "Every plan includes a monthly allowance of AI credits. Upgrade, downgrade or cancel at any time." 2. Pick **Monthly** or **Yearly** ("Save 11%": "/ month, billed yearly", with the yearly total). 3. Click **Choose Gold** (or another plan). Quanty opens Stripe's checkout: "Payments are processed securely by Stripe." 4. After paying, **Subscription activated**, with **Continue to dashboard** and **View billing settings**. The plan applies to the organization shown under the title ("For Przykładowa Spedycja"). With a yearly plan you pay once a year; the credits still come every month. ## The Billing page **Settings**, **Billing** (admins only): ![What consumes credits, expanded on the Billing page](https://docs.quanty.ai/screens/en/light/billing-credits-meter.webp) _What consumes credits, on the Billing page._ | Section | What it holds | | --- | --- | | Plan | The plan, "Next invoice 01.12.2026", who it is "Billed to", and **Manage Subscription**. | | **Invoices** | Your Stripe invoices: **Paid**, **Open** or **Refunded**, each with **Download invoice (PDF)**. | | **AI credits** | Credits left, "used this period", the top-up balance and the renewal date (see [Credits and usage](https://docs.quanty.ai/guides/billing-credits#your-balance)). | | **Top up credits** | One-time credit packs (see [Credits and usage](https://docs.quanty.ai/guides/billing-credits#top-ups)). | | **What consumes credits?** | What spends credits, at a glance. | | **File storage** | Storage used of the plan's GB, with extra storage packs. "Everything in Files, chat attachments and sheet cells counts towards the plan storage." | | **Recent credit activity** | Every movement of the balance (see [Credits and usage](https://docs.quanty.ai/guides/billing-credits#recent-credit-activity)). | | **Company details** | Name, e-mail, address and tax IDs, with **Edit billing details**. | ### Manage the subscription **Manage Subscription** opens Stripe's billing portal, where you change the plan, switch between monthly and yearly, update the card and cancel: "plan changes & cancellation via the Stripe portal". **Edit billing details** opens it too, for the company name, address and tax IDs on your invoices. Existing subscribers keep the price they pay; new prices apply to new subscriptions and plan changes. ## When a payment fails Every organization is in one of these states: | State | What you see | | --- | --- | | Active | Nothing: everything works. | | Grace | A banner: "The last payment did not go through" and "You can keep working for 5 more days. After that the organization becomes read-only." It can be hidden for the session. | | Read-only | A banner that stays: "The organization is read-only, so new changes cannot be saved. Everything already here is intact: you can still open, search and export all of it." | - After a failed renewal, the organization has **7 days of grace**: everything keeps working. - When the grace ends unpaid, or the subscription has ended ("The subscription has ended"), the organization becomes read-only at once. A new organization that has never had a plan starts read-only too: "This organization is not activated yet". - Read-only means every change is refused, with "Changes cannot be saved": editing cells, adding rows, AI, automations, calls and syncs all stop. Opening, searching and exporting keep working, and nothing is deleted. - Admins see **Choose a plan** and **Go to billing**; everyone else: "Ask an administrator of this organization to sort out the payment." - Paying switches the organization back on at once. When Quanty is still setting your organization up, the banner says "Quanty is still setting this up": "There is nothing to pay right now. We will tell you when it is ready." > **Notifications about billing** > > Admins are notified when a payment fails, when the subscription is past due > or cancelled, and when the seat limit is reached. ## Our commitments - **Price cuts are passed on.** When a model provider lowers its prices, the credits a task costs go down with it. - **Changes are announced.** A change to how fast AI work spends credits is announced at least 30 days ahead, and never takes effect in the middle of a billing period. ## Good to know - **Seats and tables.** Inviting stops when all seats are taken (see [Members and invitations](https://docs.quanty.ai/guides/organizations-members#seats)). The plan card says how many tables an organization can have ("Up to 25 tables"). - **More storage.** Storage packs add space for good (see [Credits and usage](https://docs.quanty.ai/guides/billing-credits#storage)). - **Deleting an organization** does not end its subscription by itself: cancel it in **Manage Subscription** first. - **Call hours** are for team calls in Chat; the AI Secretary is paid from credits (see [AI Secretary](https://docs.quanty.ai/guides/secretary#what-it-costs)). ## Related pages - [Credits and usage](https://docs.quanty.ai/guides/billing-credits): credits, rates, top-ups, budgets and the Usage page. - [Organizations and roles](https://docs.quanty.ai/guides/organizations): who is an admin. - [Members and invitations](https://docs.quanty.ai/guides/organizations-members): seats. - [Integrations](https://docs.quanty.ai/guides/integrations): what Gold and higher unlock. --- # Credits and usage > What a credit is and how AI work is priced, the model rates, what spends credits, your balance with the monthly allowance and top-ups, extra storage, the credit activity, budgets and spend limits, limit alerts, call hours and the Usage page. Source: https://docs.quanty.ai/guides/billing-credits Quanty measures AI work in **credits**. Your plan gives the organization a monthly allowance; one-time top-ups add more. Everything that uses AI, from a chat answer to reading a document, draws from the same balance, so there is one number to watch. Admins can cap the spend of the whole organization and of each member. ## Before you start - Everyone sees their own credits on **Settings**, **Usage**. Admins see the whole organization in money too, the **Billing** page and **Budget & limits**. - AI work needs a paid plan with credits (see [Plans and billing](https://docs.quanty.ai/guides/billing)). ## What a credit is One credit is $0.001 of AI work at Quanty's rates. A rate is what the provider charges for the work, plus 30 %: the same multiple for every model, for document search and for speech-to-text in voice input and AI columns. Two kinds of work have their own rates, shown in the table below: live web research, and transcribing call recordings beyond the hours your plan includes. A credit is not a model "token": the rates below are per million model tokens, and a credit is a unit of money. All models run on Amazon Bedrock. Rates per million tokens, input (what the model reads) and output (what it writes): | Model | Input / 1M | Output / 1M | | --- | --- | --- | | Claude Fable 5 and Fable 5.1 | $13.00 | $65.00 | | Claude Opus 5, Opus 4.8, Opus 4.6 | $6.50 | $32.50 | | Claude Opus 5.5 | $5.20 | $26.00 | | Claude Sonnet 4.6 | $3.90 | $19.50 | | Claude Sonnet 5, Sonnet 5.5 | $2.60 | $13.00 | | Claude Haiku 4.5 | $1.30 | $6.50 | | Claude Haiku 5.5 | $0.13 | $0.65 | | Amazon Nova 2 Lite | $0.507 | $4.251 | | Amazon Nova Lite | $0.101 | $0.406 | | Amazon Nova Micro | $0.060 | $0.239 | | gpt-oss 120B (open weights) | $0.26 | $1.03 | Claude Haiku 5.5 charges a request whose prompt is longer than 100 000 tokens at five times these rates, for the whole request. Some models run through AWS's EU profile, which keeps the request inside EU Regions; by default these are Claude Opus 5, Opus 5.5, Sonnet 5 and Sonnet 5.5. AWS charges 10 % more for that, so their rates are 10 % higher than in the table (Sonnet 5: $2.86 and $14.30). Each column's settings show what it costs per row with each model (**Cost per model**, see [Columns and AI](https://docs.quanty.ai/guides/columns#choose-the-model)). ## What spends credits | What | How it is charged | | --- | --- | | AI columns, chat, agents, dashboards and presentations made by AI, AI formula drafting | The model's tokens at the rates above. | | Reading documents (scans and images) | The document analysis model's tokens; text files and spreadsheets are read at no cost. | | Live web research | About 13 credits per search and about 3 per page read; a deep research run from about 125 credits, at most 5 000 per run. | | Quanty Connect sources | About 13 to 75 credits per call, on top of the research run. | | Transcribing audio and video (voice input, AI columns) | 13 credits per minute of audio. | | Transcribing call recordings | Free up to your plan's included hours; after that about 900 credits per recorded hour. The AI summary of each recording is charged on top, at the model's rates. **Record this call?** shows the current figure. | | AI Secretary calls | Once per call: speech recognition, the model, the voice and the phone gateway, plus 30 %. | | WhatsApp messages and SMS | Per message, plus 30 %: to a Polish number about 7 credits (WhatsApp free text), 29 (WhatsApp template) and 42 (one SMS part). | | File storage | 60 credits per GB per month. | Free: formulas, lookups, the **KSeF invoice data** column, cells a branch skips, imports and exports, and sign-in codes by SMS. See also [What consumes credits?](https://docs.quanty.ai/guides/billing#the-billing-page) on the **Billing** page. ![What consumes credits, expanded: AI columns, chat and document processing billed by actual model usage, live web research about 13 credits per search, about 3 per page read and deep research from about 125 credits per run, Quanty Connect premium sources about 13 to 75 credits per partner call](https://docs.quanty.ai/screens/en/light/billing-credits-meter.webp) _What consumes credits, on the Billing page._ Before a large run, an AI column shows the estimate ("About 240 credits for 60 cells."), and the run confirmation shows your balance (see [Columns and AI](https://docs.quanty.ai/guides/columns#credits)). ## Your balance The **AI credits** card on **Billing** shows the credits left, "120 000 / 315 000 used this period", the **Top-up balance** and when the allowance renews. The balance has two parts, spent in this order: 1. **The monthly allowance** of your plan, granted every month. What is left at the end of the month does not carry over. 2. **Top-up credits**, bought as one-time packs. They carry over from month to month and are used only after the allowance. When the subscription ends, the rest of the allowance expires and the top-up credits stay. Warnings appear by themselves: - "Running low: less than 10% of your monthly allowance left" - "Credits used up. AI features are paused": AI stops until you top up or the month renews. Everything else keeps working. ## Top-ups **Top up credits** on **Billing**: "One-time packs. Top-up credits roll over and are used after your monthly allowance." | Pack | Price | | --- | --- | | 6 750 credits | $9 (32 zł) | | 18 000 credits (**Most popular**) | $25 (90 zł) | | 54 000 credits | $75 (270 zł) | Pick a pack and click **Buy**; Stripe's checkout opens. When the payment is through, the credits are in your balance at once ("Payment received"), with a notification "Top-up credited" and a Stripe invoice. "An active subscription is required to buy top-ups." ## Storage **File storage** on **Billing** shows the space used of your plan's (5, 25 or 100 GB): "Everything in Files, chat attachments and sheet cells counts towards the plan storage." Storage packs add space once and for good: +10 GB for $5, +50 GB for $19, +250 GB for $69 (**Buy storage**). ## Recent credit activity **Recent credit activity** on **Billing** lists every movement of the balance with **Date**, **Type**, **Credits** and **Category**: | Type | What it is | | --- | --- | | **Plan allowance granted** | The plan's credits for the month. | | **Period reset** | The new month's allowance. | | **AI usage** | Credits spent by AI work. | | **Top-up purchase** | A pack you bought. | | **Storage pack purchase** | A storage pack you bought. | | **Adjustment** | A correction by Quanty. | | **Allowance expired** | The rest of the allowance after the subscription ended. | ## Budgets and spend limits **Settings**, **Organizations**, **Budget & limits** (admins): ![Budget and limits: Seats 3/10, Monthly AI budget $0.00 / No limit with Edit, and Member AI spend limits with each member's AI spend and Set limit](https://docs.quanty.ai/screens/en/light/organizations-budget.webp) _Budget & limits._ | Setting | What it means | | --- | --- | | **Seats** | "Occupied seats (active members + pending invitations) out of the plan limit." | | **Monthly AI budget** | "Caps AI spend for the whole organization. This organization is billed for its own usage." Spent this month and the cap, in US dollars, or **No limit**. **Edit** changes it. | | **Member AI spend limits** | "Monthly cap on each member's AI usage. Leave empty for no limit." Each member's **AI spend / limit**, with **Set limit**. | **Set limit** opens **Monthly AI spend limit**: "Piotr Spedytor has spent $0.00 this month. Set a monthly cap in USD, or leave empty for no limit." Admins can cap anyone, other admins included. ![Monthly AI spend limit: Piotr Spedytor has spent $0.00 this month, set a monthly cap in USD or leave empty for no limit, the field No limit, Cancel and Save](https://docs.quanty.ai/screens/en/light/organizations-member-limit.webp) _A member's monthly limit._ ### When a cap is reached - Budgets cover the calendar month: "Usage counters and budgets cover the current calendar month and reset on the 1st of each month (UTC)." - At the organization's cap, AI work stops for everyone until the 1st or until an admin raises it: "has reached its monthly AI budget. An organization admin can raise the budget in organization settings." - At a member's cap, AI stops for that member: "You have reached your monthly AI budget". "An organization admin can raise your limit." - The member and all admins get a notification ("Organization AI budget reached", "Monthly AI usage limit reached"), once a month, by e-mail too if their alerts say so. There is no warning before the cap. An automation that runs AI columns pauses when the budget runs out (see [Testing and run history](https://docs.quanty.ai/guides/automations-runs#when-an-automation-pauses)). ## The Usage page **Settings**, **Usage**: ![The Usage page: the date range, Export CSV and Manage plan, Your spend and Organization spend, Limit alerts with In-app notification and Email alert, Budgets, and the cards AI credits, Team members and File storage](https://docs.quanty.ai/screens/en/light/billing-usage.webp) _The Usage page of an admin._ Admins see: | Part | What it shows | | --- | --- | | Header | The date range, **Export CSV** (every AI operation with its time, person, category, model, tokens and cost) and **Manage plan**. | | **Your spend**, **Organization spend** | Money spent in the period. | | **Limit alerts** | "How to tell you when your monthly AI budget or the organization budget is reached": **In-app notification**, **Email alert** and the **Alert email address**, with **Save alerts**. | | **Budgets** | **Your monthly limit**, **Organization monthly budget**, **Spent this month (org)**, when they reset, and **Manage budget & limits**. | | **AI credits**, **Team members**, **File storage** | Used of the plan. | | **Chat & calls** | **Call hours** and **Included transcription** this month (see below). | | **Chat**, **Files**, **Web search**, **Other AI** | Spend by area; **Other AI** splits into categories such as **Transcription (voice input and calls)**, **Presentations**, **Dashboards**, **Automations**, **WhatsApp messages**, **SMS**, **AI Secretary calls**, **Kanban AI filter** and **TMS: reading orders**. | | Members and models | Each member's usage, cost and **Monthly limit**, and each model's tokens, cost and operations. | Members and viewers see "Your AI credits this period" ("Credits you have used yourself since the period started.") and the **Organization credit pool**: "Credits are shared across the whole organization. Prices and invoices are handled by its administrators." ## Call hours Team calls in Chat use the plan's call hours: per user per month (20 h on Silver, 80 h on Gold, 160 h on Platinum), multiplied by the plan's seats and shared by the organization: "20 h per user × 2 seats". **Chat & calls** on **Usage** shows what is left and when it resets. "Time everyone spends in calls counts." - Admins are notified at 80 % ("Call hours running low") and when they are used up ("Call hours used up"). - When the hours are used up, a call in progress continues, and new calls are refused until the month renews. - **Included transcription** works the same way for transcribing call recordings: "After that, AI credits are used." - Call hours are never unlimited, on any plan. See [Calls and recordings](https://docs.quanty.ai/guides/chat-calls#limits-per-plan). ## Good to know - **One pool.** Credits belong to the organization, not to a person; a member's limit only caps their share. - **Estimates.** The costs above are approximate: a longer document, prompt or answer costs more. The real cost of every run is on **Usage** and in each cell's details (see [Cell details, reviews and history](https://docs.quanty.ai/guides/reviews)). - **Price cuts are passed on**, and changes to how fast credits are spent are announced at least 30 days ahead (see [Plans and billing](https://docs.quanty.ai/guides/billing#our-commitments)). ## Related pages - [Plans and billing](https://docs.quanty.ai/guides/billing): plans, prices and the subscription. - [Columns and AI](https://docs.quanty.ai/guides/columns): what an AI column costs before you run it. - [Organizations and roles](https://docs.quanty.ai/guides/organizations): who is an admin. - [Testing and run history](https://docs.quanty.ai/guides/automations-runs#credits): what automations cost. --- # TMS overview > The TMS add-on: getting in, the TMS rail and its counts, search and commands, work tabs, Transport today, My work, Issues, who can do what, settings, reports, sample data and a map of the TMS pages. Source: https://docs.quanty.ai/guides/tms **TMS** (transport management) is the part of Quanty for haulage and forwarding companies: quotes, orders, carriers, your own fleet, drivers, pallets, invoices, carrier costs and payments, in one flow and without retyping. It works next to the spreadsheets, chat and files you already know, and its data can also be opened as ordinary Quanty tables. This page explains how to get around; each part has its own pages, listed at the end. ## Before you start - TMS is a paid **add-on** on top of your plan. It applies to the whole organization, never to one project or one person, and the Quanty team switches it on for you: ask Quanty when you want it. An organization without the add-on sees no TMS row, and a TMS link shows **TMS: all of your transport in one place** with **Ask about TMS** ("The Quanty team switches the add-on on for the whole organization."). - Everyone in the organization can open the TMS. What each person may change follows their role and their TMS modules, see [Who can do what](https://docs.quanty.ai/guides/tms#who-can-do-what). - When the organization's plan is unpaid, the TMS is **View only**: "TMS can only be viewed right now. Nothing is lost." ![The TMS: the TMS rail on the left with its sections and counts, and My work on the right](https://docs.quanty.ai/screens/en/light/tms-overview.webp) _The TMS rail and My work._ ## Getting in Once the add-on is on, Quanty's sidebar has a **TMS** row: "Orders, fleet, pallets and billing in one place". It opens the work tab you used last, or **My work** the first time. Inside TMS the left panel becomes the **TMS rail**. The switch at its top takes you between **Quanty** ("Spreadsheets, chat and files") and **TMS** ("Transport and forwarding"). Files and Chat keep the space you came from, so opening Files from the TMS rail keeps the rail on the left. | Section | Pages | | --- | --- | | (top) | **My work**, **Issues** | | **Sales** | **Quotes**, **Orders**, **Clients** | | **Operations** | **Planner**, **Tracking**, **Documents**, **Pallets**, **Carriers** | | **Fleet** | **Vehicles**, **People**, **Map**, **Workshop** | | **Billing** | **Invoices**, **Costs**, **Bank** | | (bottom) | **Reports** | - Three rows are shorter than the page they open: **Vehicles** opens **Vehicles and sets**, **Costs** opens **Carrier costs** and **Bank** opens **Bank and payments**. - At the foot sit **Chat** ("Team chat and Quanty AI, with this TMS page as context"), **Files** and **TMS settings**. - Section labels fold and unfold ("Sales: show or hide"), and the rail remembers that in your browser. A folded section still shows the page you are on. ### The counts in the rail | Row | The count is | | --- | --- | | **Issues** | "Open issues: 55" | | **Quotes** | "Quotes waiting for an answer: 2" | | **Tracking** | "Late orders: 1" | | **Documents** | "Orders waiting for documents: 6" | | **Pallets** | "Pallet receipts to check: 8" | | **Invoices** | "Orders to invoice: 3" | | **Costs** | "Carrier costs to explain: 2" | | **Bank** | "Bank lines to match: 6" | ## Search and commands **Search** (Cmd+K or Ctrl+K), at the top of the rail, is **Search and commands**: "Search orders, contractors, vehicles or type a command". - It finds orders, contractors, vehicles, drivers, invoices, carrier costs, quotes, places and service orders by number, plate, NIP or name, grouped by kind, with your **Recent** items first. "Try an order number, a plate, a NIP or a name." - **Actions**: **New order**, **New quote**, **Add contractor**, **Add vehicle**, **Add driver**, **Register a payment** and **Import an order from a file**. **Go to** opens any TMS page. - After you type, the last row is "Ask Quanty: …": it opens the chat with your question (see [TMS in chat](https://docs.quanty.ai/guides/tms-chat)). - The hints at the bottom name the keys to move, open, go to the next group and close. The **+** button next to search is the **Create** menu: **New order**, **Import an order from a file**, then **New quote**, **Add contractor**, **Add vehicle**, **Add driver** and **Register a payment**. ## Work tabs Cmd+click or Ctrl+click on a TMS link opens it in a **work tab**, so an order, a vehicle and a list can stay open side by side above the page. - Up to 12 tabs can be open. When you open one more, the least recently used tab that is not pinned closes: "Up to 12 tabs can be open at once. Pin a tab to keep it." - A tab's menu has **Pin tab**, **Duplicate tab**, **Close other tabs** and **Close tab**. A tab marked **Unsaved changes** makes leaving the TMS ask **Leave TMS?** ("A work tab has changes that are not saved yet. If you leave TMS now, they are lost.") with **Leave without saving** or **Stay**. - Keys: Alt+1 to Alt+8 open that tab (Alt+9 the last one), Ctrl+Alt+→ and Ctrl+Alt+← the next and previous tab, Alt+T a new tab, Alt+W closes the tab. - **My tab layout**: **Save current tabs as my layout**, and the TMS opens them again each time you start ("These tabs will open each time you start working."). **Open my layout** and **Delete my layout** are next to it. - **People on this page** shows who else has the page open, and a record says when someone else is editing it: "Magda is editing this order. Agree on who saves the changes." ## Transport today on Home On Quanty's own **Home**, an organization with the TMS also sees **Transport today**: **Late orders**, **Issues to sort out**, **Pallet receipts to check**, **Waiting for documents**, **Ready to invoice**, **Quotes awaiting an answer**, **Carrier costs to explain** and **Payments to match**, each a link, with **Open TMS**. With nothing waiting: "All up to date". ## My work **My work** is the TMS home page: "What waits for you today". The ask box sends a question to the assistant, **Your day** shows the numbers and charts of a job (**Forwarder**, **Dispatcher**, **Accounting**, **Workshop** or **Manager**), **To do** lists what waits for you, and **My vehicles** the orders on the vehicles you look after. See [My work](https://docs.quanty.ai/guides/tms-my-work). ## Issues **Issues** is the queue of "What Quanty found that a person should look at": possible duplicates, missing plates or documents, a cost that differs from the agreed one, expiring papers, overdue payments and more. Quanty checks every 15 minutes and closes an issue when its problem is gone; a person resolves or dismisses the rest with a reason. See [Issues](https://docs.quanty.ai/guides/tms-issues). ## Who can do what | Role | In TMS | | --- | --- | | **Viewer** | Sees everything and can print and export; changes nothing. | | **Member** | The day-to-day work: quotes, orders, documents, pallets, invoices, costs, payments, fleet and people. | | **Admin** | Also the TMS settings, branches and numbering, deletes, and the steps the pages mark as an admin's. | ### TMS modules An admin can limit what a member may **change** to some modules: **Dispatch**, **Finance** and **Fleet**. "They can still read everything. Modules limit saving changes only." Outside their modules a member reads, for example, "You do not have access to the Finance module. Ask an administrator." Every role, module and admin step is on [Who can do what in the TMS](https://docs.quanty.ai/guides/tms-roles). ## TMS settings **TMS settings** (at the foot of the rail) hold how the TMS numbers, reminds and checks, for the whole organization; only an admin changes them. The panes are **Automatic actions**, **Company and numbering**, **Documents and costs**, **Dunning**, **Credit limits**, **Absences**, **Diets and trips**, **Road cards and bonuses**, **Own fleet cost**, **Connections**, **Orders from e-mail**, **API and webhooks**, **Dictionaries**, **Tables in Quanty** and **Sample data**. See [TMS settings](https://docs.quanty.ai/guides/tms-settings), [Dunning](https://docs.quanty.ai/guides/tms-dunning) and [Credit limits](https://docs.quanty.ai/guides/tms-credit-limits#company-rules-and-templates). ### Automatic actions What Quanty does by itself and when it waits for you, each as "when … then …": payment reminders and requests for documents (**Approve first** by default, or **Automatic**), booking bank transfers, costs from KSeF, route stops from GPS, e-mails to clients, long stops, delays and the 15-minute check. **AI reads documents and writes drafts** switches the AI parts of the TMS. See [Automatic actions](https://docs.quanty.ai/guides/tms-automations). ### Dictionaries Your own **Requirements**, **Trailer types**, **Order kinds** and **Tags** for the order form. Standard entries can be hidden, never deleted. See [Dictionaries](https://docs.quanty.ai/guides/tms-settings#dictionaries). ### Own fleet cost How the own cost of an own-fleet order is estimated: **km × fleet cost** (the default) or **From components** (fuel, driver hours, tolls and wear). See [Own fleet cost](https://docs.quanty.ai/guides/tms-settings#own-fleet-cost). ### Tables in Quanty **Create the tables** makes a project "TMS data" with seven tables (orders, vehicles, drivers, contractors, invoices, carrier costs and pallets) and ready views, refreshed every few minutes, for your own views, AI columns and automations. See [Tables in Quanty](https://docs.quanty.ai/guides/tms-settings#tables-in-quanty). ## Reports **Reports** covers "Turnover, margin, fleet and compliance, from the same orders and costs": turnover by day, branch, forwarder, client and carrier, order margin, fleet costs and profitability, driver and set profitability, border crossings, ADR, receivables, limits and exposure, the carbon footprint and more, each with **Table** and **Pivot**, **Export** and **Ask Quanty about this report**. See [TMS reports](https://docs.quanty.ai/guides/tms-reports). ## Sample data A fictional haulier with clients, carriers, fleet, drivers, orders, quotes, invoices, costs and a bank statement, to show the product. An admin loads and removes it on the **TMS Demo** page; removing it takes away every row it created, and your team's records stay. See [Sample data](https://docs.quanty.ai/guides/tms-settings#sample-data). ## The TMS pages | Part | Pages | | --- | --- | | **Start** | [My work](https://docs.quanty.ai/guides/tms-my-work), [Issues](https://docs.quanty.ai/guides/tms-issues), [Who can do what](https://docs.quanty.ai/guides/tms-roles), [TMS settings](https://docs.quanty.ai/guides/tms-settings), [Automatic actions](https://docs.quanty.ai/guides/tms-automations), [TMS reports](https://docs.quanty.ai/guides/tms-reports), [TMS in chat](https://docs.quanty.ai/guides/tms-chat), [Changes through chat](https://docs.quanty.ai/guides/tms-chat-actions), [TMS next to your existing system](https://docs.quanty.ai/guides/tms-existing-tms), [Differences with Marcos TMS](https://docs.quanty.ai/guides/tms-differences), [Bringing your data in from files](https://docs.quanty.ai/guides/tms-imports) | | **Orders** | [TMS orders and quotes](https://docs.quanty.ai/guides/tms-orders) | | **Operations** | [TMS operations](https://docs.quanty.ai/guides/tms-operations), [TMS links](https://docs.quanty.ai/guides/tms-links), [Telematics (GPS)](https://docs.quanty.ai/guides/telematics) | | **Pallets** | [Pallets overview](https://docs.quanty.ai/guides/tms-pallets) | | **Money** | [TMS clients and carriers](https://docs.quanty.ai/guides/tms-contractors), [TMS invoices and receivables](https://docs.quanty.ai/guides/tms-billing), [TMS carrier costs and payments](https://docs.quanty.ai/guides/tms-costs) | | **Fleet and people** | [TMS fleet and workshop](https://docs.quanty.ai/guides/tms-fleet), [TMS people, trips and working time](https://docs.quanty.ai/guides/tms-people) | > **AI is optional** > > The AI parts of the TMS (reading orders from PDFs and e-mails, checking > CMRs, writing reminder drafts, matching carrier invoices, the assistant) can > be switched off in Automatic actions. Nothing the AI prepares is saved or > sent until a person confirms it, unless an automatic action says so. ## Related pages - [My work](https://docs.quanty.ai/guides/tms-my-work) and [Issues](https://docs.quanty.ai/guides/tms-issues) - [Who can do what in the TMS](https://docs.quanty.ai/guides/tms-roles) - [TMS settings](https://docs.quanty.ai/guides/tms-settings) and [Automatic actions](https://docs.quanty.ai/guides/tms-automations) - [TMS in chat](https://docs.quanty.ai/guides/tms-chat) - [Fleet map and Map view](https://docs.quanty.ai/guides/map) --- # My work > The TMS home page: the ask box, the board of your role with its numbers and charts, the To do list, My vehicles, In the background and the first steps of a new organization. Source: https://docs.quanty.ai/guides/tms-my-work **My work** is the first page of the TMS: "What waits for you today". It greets you, tells you how many loadings and unloadings there are today, and shows the work of your job: a forwarder sees his own orders, quotes and missing documents, accounting sees what to invoice and what is overdue, the workshop sees service orders and deadlines. Everything on it is a link to the record or the list behind it. ## Before you start - **My work** is part of the TMS add-on. It is the top row of the TMS rail, and the TMS opens on it the first time. - Everyone in the organization sees it, viewers too. A viewer, or anyone in an organization that is read-only right now, sees **View only** at the top of the board: "You can look at everything here, but changes are off for your role or for this organization right now." - Each person has their own My work: **To do**, **My vehicles** and the forwarder's numbers follow the person who is signed in. ![My work: the greeting with today's loadings and unloadings, the ask box with four suggestions, Your day as a forwarder with four numbers, the margin chart and the To do list](https://docs.quanty.ai/screens/en/light/tms-overview.webp) _My work, as a forwarder sees it._ ## The top of the page - **The greeting**: "Good morning, Kasia" (afternoon, evening by the hour), then the date and "Today 1 loading and 1 unloading", or "No loadings or unloadings today." - **The ask box**: type a question about your transport and send it; it opens the Chat panel next to the page with your question, and you stay in the TMS. The grey text in the box changes between examples such as "Which orders for tomorrow still have no carrier?". Under it sit four suggestions for your job (below). See [TMS in chat](https://docs.quanty.ai/guides/tms-chat). - **New order** at the top right is the page's main button. Its arrow opens **Import order from a file**, **Import from a file (Excel, CSV)**, **New quote** and **Issue an invoice**. Viewers do not see it. ### Suggestions in the ask box | Job | The four suggestions | | --- | --- | | **Forwarder** | **Waiting for a carrier**, **Missing documents**, **My margin**, **Quotes with no answer** | | **Dispatcher** | **Today's loadings**, **No truck yet**, **Running late**, **Free trucks tomorrow** | | **Accounting** | **Overdue payments**, **Ready to invoice**, **Money in, next 14 days**, **Costs to explain** | | **Workshop** | **Due this month**, **Open repairs**, **Fleet costs**, **Costliest vehicles** | | **Manager** | **Margin this month**, **Top clients**, **Team results**, **Overdue receivables** | A suggestion sends a full question, for example **Quotes with no answer** asks "Which of my quotes have waited more than 3 days for the client to answer?". When your organization cannot use AI right now (no plan that includes it, an unpaid plan or no credits left), the ask box is greyed out. ## Your day: the board of a job **Your day** shows one job at a time. The job's name sits next to the title ("Your day · Forwarder"); click it to open **Show the day of** and pick another one: **Forwarder**, **Dispatcher**, **Accounting**, **Workshop** or **Manager**. ![The Show the day of menu open on Your day: Forwarder, Dispatcher, Accounting, Workshop and Manager, with a tick at the job on screen](https://docs.quanty.ai/screens/en/light/tms-my-work-role-menu.webp) _Switching the board to another job._ 1. The first time, Quanty picks the job for you and marks it **suggested**: "Suggested from what you do most". It counts what you changed in the TMS in the last 30 days (orders, quotes and contractors count for the forwarder; sets, drivers, absences and vehicles for the dispatcher; invoices, costs, payments and the bank for accounting; service orders, fleet costs, the parts store and equipment for the workshop; settings and branches for the manager). With no history yet, an organization admin starts as **Manager** and everybody else as **Forwarder**. 2. Pick another job and the whole board and **To do** switch to it. Your choice is remembered in this browser, so My work opens on it next time. 3. While the numbers of the new job load, the board stays dimmed with the old numbers instead of going blank. ### The four numbers Each job has four numbers on top. Each one is a link to the list behind it, and a number Quanty could not count shows as "·", never as a made-up zero. Money in one strip shares one unit (PLN, k PLN or M PLN). | Job | Numbers | | --- | --- | | **Forwarder** | **My orders in progress**, **My margin this month** (with a small trend line and the change against last month), **Quotes waiting**, **Missing documents** | | **Dispatcher** | **Loadings today**, **Unloadings today**, **On the road**, **Late or unassigned** ("late 2 · unassigned 1") | | **Accounting** | **To invoice**, **Overdue** (with the number of invoices), **Expected in 14 days**, **Bank lines to match** | | **Workshop** | **Open service orders**, **Deadlines in 30 days** (with how many already passed), **Low stock**, **Fleet costs this month** | | **Manager** | **Revenue**, **Margin** (with its share of revenue), **Orders**, **Overdue** | A change against last month compares the same days: "From the 1st to 2 November, against the same days of October". Early in a month that is fairer than comparing with the whole last month. ### The charts | Job | Charts, in this order | | --- | --- | | **Forwarder** | **Margin, month to date** (switch **Margin** / **Revenue**, this month against last month, **Report** opens the report), **My orders by stage**, **Top clients this month** | | **Dispatcher** | **On the road today** (the day's loadings and unloadings by hour, with **to do**, **on site**, **done** and **late**), **Fleet now** (each truck **On the road**, **Loading**, **Free**, **In service** or **No driver**, with **Map**), **Next 7 days** | | **Accounting** | **Expected payments, next 14 days**, **Receivables by due date** (**Not due yet**, **1-7 days**, **8-30 days**, **31-60 days**, **Over 60 days**), **Invoiced this month** against the same days of last month | | **Workshop** | **Deadlines in 30 days** (on a 30-day axis: **passed**, **within 7 days**, **later**), **Service orders by status**, **Fleet costs by category** | | **Manager** | **Margin, month to date**, **Top clients this month**, **Team margin this month** (per order owner; orders without one under **No owner**), **Receivables by due date** | A chart with nothing to draw is left out. When nothing is left, the board says "All calm. When something changes, you will see it here." ![Your day as a dispatcher: loadings and unloadings today, on the road, late or unassigned, the day's stops by hour and the fleet now](https://docs.quanty.ai/screens/en/light/tms-my-work-dispatcher.webp) _The dispatcher's board._ ## To do **To do** sits next to the main chart: what waits for you in the job on screen, the most urgent first ("58 things wait"). - It shows at most five rows, and at most two from one list, so one long list does not push the rest out. The order is: the most serious list first, then what is overdue, then what is due soonest. - Each row names the record, why it is here and when it is due ("tomorrow", "today 14:00", "overdue"), with a coloured dot for how urgent it is. A click opens the record. - Under the rows, "12 more in your lists" and **All lists** open the job's full lists, each with its count. ![To do with the All lists menu open: the lists of the job with their counts, such as My orders to act on, Waiting for documents and Quotes waiting for an answer](https://docs.quanty.ai/screens/en/light/tms-my-work-lists.webp) _All lists: every list of the job with its count._ ### The lists of each job Every job starts with **Reminders**: the reminders you set yourself on an order card or another record ("Remind me"), due today or earlier. A reminder past its day says how late it is ("2 days overdue"). | Job | Lists | | --- | --- | | **Forwarder** | **My orders to act on** (your drafts, and your confirmed orders with no carrier or truck yet), **Waiting for documents** (your delivered orders with documents missing), **Quotes waiting for an answer** (your sent quotes that are still valid; amber when one expires within two days), **My issues**, **Carriers not confirmed yet** (red when the loading is within 24 hours) | | **Dispatcher** | **Loading today**, **Unloading today**, **Orders without a vehicle**, **Late** (a loading that has not started two hours after its window opened, a delivery past its unloading time, or an expected arrival after the window), **Tractors without a set**, **Drivers absent**, **Papers expiring soon** (within 14 days) | | **Accounting** | **To invoice** (delivered, documents complete or not required), **Invoice drafts**, **Carrier costs to explain**, **Bank lines to match**, **Overdue receivables**, **Broken payment promises** | | **Workshop** | **Open service orders**, **Inspections and insurance due** (within 30 days), **Low stock**, **Fleet costs without a vehicle** | | **Manager** | **Margin this month**, **Orders below cost**, **Credit limits exceeded**, **Urgent issues**, **Overdue receivables**, **Clients who pay late** | "My" means the orders and quotes where you are the owner, and the issues handed to you. In **All lists**, a list opens its full page in the TMS, for example **Waiting for documents** opens Documents filtered to your orders. When a job has nothing waiting: "Nothing is waiting for you. New things appear here by themselves." ## My vehicles **My vehicles**: "Orders of the next three days on the vehicles you look after." It lists the orders on the tractors and trailers where you are the **Guardian** on the vehicle card, for today and the next two days, plus the ones already on the road. It shows only when there is something to show, whatever job is on the board. **All my vehicles** opens the vehicles list filtered to yours. See [Groups and guardians](https://docs.quanty.ai/guides/tms-fleet#groups-and-guardians). ## In the background Under the board, one quiet line sums up what the automatic actions left for a person, each part a link: | Part | Opens | | --- | --- | | "open issues: 8" | **Issues** | | "reminders to approve: 3" | **Reminders to approve**, where you read each reminder draft and **Send**, **Skip** or **Discard draft** it (see [Dunning](https://docs.quanty.ai/guides/tms-dunning#reminders-to-approve)) | | "transfers to check: 6" | **Bank**, the transfers waiting for a match | | "pallets to check: 2" | **Pallets, To do** | | "GPS live: 37 of 41 trucks" | the fleet **Map**; shown once telematics is connected | | **Automatic actions** | the automatic actions in TMS settings | A part with nothing in it is left out. ## A new organization An organization with no TMS data yet sees **Start here** instead of the board: "Three steps and the TMS starts working for you." | Step | What it says | Button | | --- | --- | --- | | **Add your first order** | "Type it in or load a PDF; Quanty fills in the rest." | **New order** (not for viewers) | | **Connect GPS** | "Trucks on the map, stops marked by themselves, delays caught early." | **Connections** | | **Look around on sample data** | "A fictional haulier with orders, fleet and invoices, removed with one click." | **Sample data** (see [TMS settings](https://docs.quanty.ai/guides/tms-settings#sample-data)) | ## Good to know - The numbers come from the same orders, invoices, costs and fleet costs as the reports, counted in PLN. The manager's **Margin this month** is the freight of the orders loaded this month minus their carrier costs and minus this month's fleet costs. - If the numbers do not load: "The numbers did not load. Try again." with **Try again**. - Without the TMS add-on the page shows what the TMS is and **Ask about TMS** instead of the board (see [TMS overview](https://docs.quanty.ai/guides/tms#before-you-start)). > **Your job, not your rights** > > The job on the board only changes what you see first. It never changes what > you may do: that comes from your role and your TMS modules (see > [Who can do what](https://docs.quanty.ai/guides/tms-roles)). ## Related pages - [Issues](https://docs.quanty.ai/guides/tms-issues): the queue behind "My issues" and "Urgent issues". - [TMS in chat](https://docs.quanty.ai/guides/tms-chat): what the ask box can answer. - [Automatic actions](https://docs.quanty.ai/guides/tms-automations): what runs in the background. - [Reports](https://docs.quanty.ai/guides/tms-reports): the same numbers by period, branch and person. - [TMS overview](https://docs.quanty.ai/guides/tms): the rail, search and work tabs. --- # Issues > The queue of what Quanty found that a person should look at: how issues are raised, the All, Mine and Critical filters, every kind of issue, resolving, dismissing and checking again. Source: https://docs.quanty.ai/guides/tms-issues **Issues** is the TMS queue of "What Quanty found that a person should look at": a possible duplicate order, a missing plate, a carrier invoice that differs from the agreed price, a driver's licence about to expire, an overdue payment. Quanty looks through orders, costs and deadlines by itself, raises an issue with a short explanation and a suggestion, and closes it again once the problem is gone. A person resolves or dismisses the rest, always with a written reason. ## Before you start - **Issues** is part of the TMS add-on: the second row of the TMS rail, under **My work**. Its count is the number of open issues ("Open issues: 55"). - Everyone in the organization sees the queue. Resolving and dismissing need a role that may change TMS data (member or admin); viewers see the list without the buttons. - Issues are not tied to a TMS module: a member limited to some [TMS modules](https://docs.quanty.ai/guides/tms-roles#tms-modules) can still resolve and dismiss them. ## How issues are raised - **Every 15 minutes** Quanty checks the whole organization ("Checking orders" in [Automatic actions](https://docs.quanty.ai/guides/tms-automations#in-the-background)). Each check opens new issues, refreshes the open ones (title, urgency, owner, due date) and closes those whose problem is gone. - **When you save a record** Quanty checks that one record at once, so a **Possible duplicate order** shows the moment the second order is saved, not 15 minutes later. - **Check again** (top right of the queue) runs the whole check now, for example after you fixed several orders. If it cannot run: "The check did not run. Try again in a moment." Each issue has an urgency: **critical** (red), a warning (amber) or information. The urgency can rise by itself, for example a document that expires within 7 days becomes critical, and an overdue payment becomes critical after 30 days. ## The queue ![The Issues page: All, Mine and Critical with their counts, Check again, and issues grouped by kind, each with its explanation, suggestion and Open, Resolve and Dismiss](https://docs.quanty.ai/screens/en/light/tms-issues.webp) _Issues, grouped by kind._ 1. Pick a filter: **All** (with the number of open issues), **Mine** (issues where you are the owner) or **Critical** (with their number). The filter stays in the page address, so a link to Mine or Critical opens it directly. 2. Issues are grouped by kind, the most serious kind first. Each group shows its three most serious issues; **Show all 12** unfolds the rest and **Show less** folds them again. 3. Each issue shows its title (for example "Order 0014/10/2026: at risk of being 21 h 49 min late"), why it matters ("The unloading window has passed and the order is not marked as delivered.") and a suggestion with a sparkle ("Warn the client and agree a new window, or update the order status."). 4. **Open** goes to the record: the order, contractor, vehicle, driver, invoice or cost. 5. Act on it with **Resolve** or **Dismiss** (below). | Filter | What it shows | When it is empty | | --- | --- | --- | | **All** | Every open issue. | "Nothing needs attention right now." | | **Mine** | Open issues whose owner is you. | "Nothing assigned to you needs attention." | | **Critical** | Open critical issues. | "No critical issues." | The owner of an issue is the owner of its record: the order's owner, the contractor's account manager, the person who sent the invoice e-mail. Someone can also hand an issue to a colleague through the assistant in chat ("hand it to Magda"), and the next check keeps that person. ![Issues filtered to Critical: only the red issues, such as a blocked contractor on an order or incomplete ADR details](https://docs.quanty.ai/screens/en/light/tms-issues-critical.webp) _The Critical filter._ ## Resolve or dismiss | Action | Dialog | What it asks | What happens | | --- | --- | --- | --- | | **Resolve** | **Resolve this issue** | "Say what was done. The note stays in the history of the record." | The issue closes. If the problem is still there at the next check, it opens again. | | **Dismiss** | **Dismiss this issue** | "Say why this is not a problem. The issue will not come back for the same reason." | The issue closes for good for this record and this reason. | 1. Click **Resolve** or **Dismiss** on the issue. 2. Write the reason: at least 3 characters. 3. Click **Resolve** or **Dismiss** in the dialog. If it cannot be saved, the dialog stays open with "The issue could not be resolved" or "The issue could not be dismissed". ![The Resolve this issue dialog: the issue's title, Say what was done. The note stays in the history of the record, a reason field and Resolve](https://docs.quanty.ai/screens/en/light/tms-issue-resolve.webp) _Resolving an issue with a note._ Issues also close by themselves: when the problem is gone at the next check (the order got its plate, the cost was matched), Quanty closes the issue with the note "Resolved automatically". You do not have to resolve those. > **Dismiss is a decision** > > Dismiss when the issue is wrong for good, for example two orders that really > are separate. Resolve when you fixed something. A dismissed issue never comes > back for the same record and reason, so use it with care. ## Kinds of issues | Area | Kinds | | --- | --- | | **Orders** | **Possible duplicate order**, **Client reference missing**, **Plate missing**, **ADR details incomplete**, **ADR waiver needs a reason**, **Ramp not set**, **No pre-advice booked** (for a loading within the next 24 hours), **Negative margin** | | **Contractors and credit** | **Blocked contractor** (on an order), **Credit limit exceeded**, **Permission to go over the credit limit** (while one is active), **Carrier not rated yet** | | **Documents** | **Documents missing**, **Document deadline close** (the invoicing deadline is near and documents are still missing) | | **Carrier costs** | **Cost without an order**, **Cost differs from agreed** | | **Road** | **Long stop** (a truck on an order standing still twice as long as **A stop counts from**, away from a planned place), **The carrier declined the order** | | **Sets and drivers** | **Gap in set history**, **Overlapping sets**, **Set differs from the order**, **No set at the order time**, **Driver card differs from the set**, **Set differs from the old system**, **Papers do not cover the order**, **Driver absent** | | **Fleet and workshop** | **Service clashes with an order**, **Document expiring** (within 30 days), **Tachograph download due**, **Low tyre tread**, **Warranty claim possible**, **Road card to check** | | **Fuel** | **Fuel without a vehicle**, **Unusual fuelling**, **Fuel invoice without card transactions**, **Fuel may be counted twice**, **Fuel invoice does not match the cards** | | **Mobility package** | **Posting without an IMI declaration**, **Posting cannot be checked**, **Cabotage over the limit**, **Vehicle must return to base**, **Driver must return home** | | **Money and KSeF** | **Overdue payment**, **Old draft invoice**, **Invoice not in KSeF**, **Invoice rejected in KSeF**, **E-mail did not arrive** (an invoice or reminder e-mail that bounced, in the last 30 days) | Issues of a kind the app has no name for are grouped under **Other**. Today that is mainly the delay risk: "Order 0014/10/2026: at risk of being 21 h 49 min late", critical from 2 hours late, a warning from 30 minutes. ## Good to know - The text of each issue is written by Quanty in your app language: Polish, English or German. - Issues show on **My work** too: **My issues** for a forwarder and **Urgent issues** for a manager, and the line "open issues: 8" under the board. - Some issues need a connection to appear at all: **Long stop** and delay risk need telematics on your own trucks, the KSeF issues need KSeF. - The **Long stop** time is set in [Automatic actions](https://docs.quanty.ai/guides/tms-automations#road-and-clients), the invoicing deadline in [TMS settings](https://docs.quanty.ai/guides/tms-settings#company-and-numbering). - Resolving or dismissing writes the reason into the record's history with your name. - An old link to My work with a queue in it (`?queue=mine`) opens Issues with that filter. ## Related pages - [My work](https://docs.quanty.ai/guides/tms-my-work): the issues of your job. - [Automatic actions](https://docs.quanty.ai/guides/tms-automations): the 15-minute check and the rules that raise issues. - [Credit limits and blocks](https://docs.quanty.ai/guides/tms-credit-limits): the credit and block issues. - [TMS in chat](https://docs.quanty.ai/guides/tms-chat): handing an issue to a colleague. --- # Who can do what in the TMS > Roles in the TMS (viewer, member, admin), the steps only an admin takes, TMS modules that limit what a member may change, the refusals people see, and view only when the plan is unpaid. Source: https://docs.quanty.ai/guides/tms-roles The TMS has no separate user list. It follows the roles of your Quanty organization: a **viewer** reads, a **member** does the daily work and an **admin** also sets the TMS up. On top of that, an admin can limit a member to some **TMS modules** (**Dispatch**, **Finance**, **Fleet**), so a forwarder can work on orders without touching invoices, or an accountant can book payments without changing the fleet. ## Before you start - People join the organization and get their role in the organization settings, see [Organizations & roles](https://docs.quanty.ai/guides/organizations). The TMS reads the same role. - The TMS add-on belongs to the whole organization. Every member of an organization with the add-on can open the TMS; there is no per-person TMS seat. - Only an organization admin changes roles and TMS modules. ## The three roles | Role | In the TMS | | --- | --- | | **Viewer** | Sees every page, list, card and report, prints and exports. Changes nothing: buttons that change data are hidden or say **View only**. | | **Member** | The daily work: quotes, orders, planning, documents, pallets, contractors, invoices, costs, payments, the fleet and people. Resolves and dismisses issues. | | **Admin** | Everything a member does, plus the TMS settings and the steps below that the pages mark as an admin's. An admin always has every TMS module. | ### Steps only an admin takes | Area | Admin steps | | --- | --- | | **Settings** | Every pane of **TMS settings**: automatic actions, company and numbering, branches, documents and costs, dunning, credit limits, absences, diets and trips, road cards and bonuses, own fleet cost, orders from e-mail, dictionaries. See [TMS settings](https://docs.quanty.ai/guides/tms-settings). | | **Connections and data** | API keys and webhooks, TMS modules of members, creating the **Tables in Quanty** and switching their sync, loading and removing sample data, **Fetch now** for a connected Marcos TMS. | | **Credit and contractors** | Templates of limits, permissions to go over a credit limit and revoking them, recording an insurer's decision, letting a blocked client through for one order, deleting a contractor, switching off the account check when adding a bank account. See [Credit limits and blocks](https://docs.quanty.ai/guides/tms-credit-limits). | | **Money** | Reopening a cost already handed to accounting (with a reason), deleting a recorded payment, undoing a set-off, creating and editing cash desks. | | **Fleet and people** | Deleting vehicles, drivers, equipment, policies, deadlines, tyres, service orders, fleet costs, stock items and handover protocols; reopening a road card; anonymising a driver or a contact person. | | **Pallets** | The pallet settings and channels (see [Pallets overview](https://docs.quanty.ai/guides/tms-pallets#who-can-see-and-change-pallets)). | A member who opens one of these sees it greyed out or read-only, often with "Only an organization admin changes these settings." ## TMS modules A member can be limited to some parts of the TMS. Limits are about **saving** only: "They can still read everything. Modules limit saving changes only." | Module | What it covers | | --- | --- | | **Dispatch** | Orders, order templates and orders from e-mail, planning and dispatch, tracking and routes, quotes, places, contract rates, documents, links for carriers and clients, pallets, claims, and contractors (everything except their money fields). Creating a carrier together with its bank account stays here. | | **Finance** | Invoices and invoice settings, carrier costs and cost types, payments and transfer batches, the bank and the cash desk, credit limits and templates, receivables, dunning and reminders, factoring, the accounting export, KSeF and payment terms. On a contractor's card: its credit fields, documents, insurer decision, one-off unblocks, VAT white list check, bank accounts and its factor. | | **Fleet** | Vehicles, vehicle damages, drivers and people, driver links, the workshop and the parts store, fuel, tyres, sets, trips, diets and settlements, driver pay and road cards, advances, absences, equipment and handovers, deadlines and policies, posting and the mobility package, tachograph files. | Some changes belong to no module, so every member can make them: your own saved views and column layouts, your own reminders, printing and opening files, and resolving or dismissing issues. ### Limit a member ![The members list with the TMS modules column: a member's cell open on What they can change in the TMS, with All, Dispatch, Finance and Fleet](https://docs.quanty.ai/screens/en/light/tms-modules.webp) _Changing a member's TMS modules._ 1. Open **Settings**, **Organizations**, **Members**. With the TMS add-on, the list has a **TMS modules** column. 2. Click the member's cell. **Change TMS modules** opens with **What they can change in the TMS**. 3. Tick **All**, or any of **Dispatch**, **Finance** and **Fleet**. 4. Click **Save**. | The cell reads | Meaning | | --- | --- | | **all** | A member with every module. Every member starts like this until an admin limits them. | | **Dispatch, Finance** (the ticked ones) | A member limited to those modules. | | **none** | A member with no module: they can read the TMS but save nothing in it. | | **all (administrator)** | An admin. "An administrator always has every module." | | **view only** | A viewer. "A person with view-only access changes nothing, so modules do not apply." | Ticking all three modules saves as **all**, so a module added to the TMS later is included too. Every change of modules is recorded with the member's name and the modules in words. ### What a limited member sees A member who tries to save outside their modules gets the app's plain answer and nothing changes: | Module | Message | | --- | --- | | **Dispatch** | "You do not have access to the Dispatch module. Ask an administrator." | | **Finance** | "You do not have access to the Finance module. Ask an administrator." | | **Fleet** | "You do not have access to the Fleet module. Ask an administrator." | | Any other part | "You do not have access to this part of the TMS. Ask an administrator." | The assistant in chat follows the same modules: outside them it answers with the same sentence and shows no approval card (see [TMS in chat](https://docs.quanty.ai/guides/tms-chat#what-keeps-it-safe)). > **Example** > > Magda works on orders and carriers: **Dispatch**. Piotr books invoices and > payments: **Finance**. Both still open every order and every invoice, so > Piotr sees why an invoice waits for a CMR, and Magda sees whether her client > paid. Neither can change the other's part. ## View only The whole TMS turns read-only for everyone in two cases, and nothing is lost: - **The organization's plan is unpaid.** The TMS rail shows **View only**: "TMS can only be viewed right now. Nothing is lost." with **Open billing** for those who can manage the plan. Once the plan is paid, everything works again. See [Billing & credits](https://docs.quanty.ai/guides/billing). - **You are a viewer**, or your organization is read-only: pages show the **View only** note: "You can look at everything here, but changes are off for your role or for this organization right now." Without the TMS add-on, a TMS page shows **TMS: all of your transport in one place** with **Ask about TMS**, and the TMS row is not in the sidebar. ## Good to know - Modules do not hide anything. A limited member still sees prices, margins and invoices, and so does a viewer: no role hides the money in the TMS. A person who must not see money at all should not be in the organization. - Links for carriers, clients and drivers are made by members with **Dispatch** (carriers and clients) or **Fleet** (drivers). See [TMS links](https://docs.quanty.ai/guides/tms-links). - Removing someone from the organization ends their access to the TMS too. ## Related pages - [Organizations & roles](https://docs.quanty.ai/guides/organizations): members, invitations and roles. - [TMS settings](https://docs.quanty.ai/guides/tms-settings): the admin's panes. - [TMS in chat](https://docs.quanty.ai/guides/tms-chat): how the assistant respects roles and modules. - [Pallets overview](https://docs.quanty.ai/guides/tms-pallets#who-can-see-and-change-pallets): roles in Pallets. --- # TMS settings > Every pane of TMS settings: company and numbering, branches, documents and costs, dunning, credit limits, absences, diets, road cards, own fleet cost, connections, orders from e-mail, API and webhooks, dictionaries, Tables in Quanty and sample data. Source: https://docs.quanty.ai/guides/tms-settings **TMS settings** hold "How the TMS numbers, reminds and checks, for the whole organization": the seller on your invoices, how orders and invoices are numbered, which documents an order needs back, how reminders go out, the connections, and the lists your team picks from. This page goes through every pane; panes that have their own page link there. ## Before you start - Open **TMS settings** at the foot of the TMS rail. The panes are listed on the left; the address remembers the pane (`?section=`), so a link can open one directly. - Everyone in the organization can read the settings. "Only an organization admin changes these settings." A pane with changes not saved yet says "unsaved changes". - Settings apply to the whole organization, never to one person. ![TMS settings: the panes on the left from Automatic actions to Sample data, and Automatic actions open on the right](https://docs.quanty.ai/screens/en/light/tms-settings.webp) _TMS settings, opened on Automatic actions._ | Pane | What it holds | | --- | --- | | **Automatic actions** | "What Quanty does by itself and when it waits for you. A change is saved at once." See [Automatic actions](https://docs.quanty.ai/guides/tms-automations). | | **Company and numbering** | "Seller details on invoices, order and invoice numbers, defaults and branches." | | **Documents and costs** | "What has to come back to an order before it is invoiced, the lowest rate per kilometre and the carbon footprint data." | | **Dunning** | "The payment reminder steps, the send hour, who writes the reminders and their texts in three languages." | | **Credit limits** | "What happens when a client owes more than its limit or pays late, and the templates of limits." | | **Absences** | "Absence codes (leave, sick leave, childcare) and the company days off, e.g. for a holiday on a Saturday." | | **Diets and trips** | "How diets, the allowance abroad and nights are counted, and the rates from the regulation with their source." | | **Road cards and bonuses** | "The period of a road card, and the rate and norm tolerance for fuel bonus and deduction proposals." | | **Own fleet cost** | "How the own cost of an own-fleet order is estimated: km × fleet cost, or from fuel, driver hours, tolls and wear." | | **Connections** | "GPS, KSeF, WhatsApp and mail: what is connected and whether it works. You connect them in Integrations." | | **Orders from e-mail** | "The address clients send orders to, and how Quanty reads them: AI, known senders, the daily limit." | | **API and webhooks** | "Keys other systems read TMS data with, and messages about changes to orders and invoices." | | **Dictionaries** | "Your own requirements, trailer types, order kinds and coloured tags. Standard entries can be hidden, never deleted." | | **Tables in Quanty** | "TMS data as Quanty tables and views: filters, charts, sharing." | | **Sample data** | "A made-up carrier to show the product; removed with one click." | ## Automatic actions The when-then rules of the TMS: payment reminders, requests for documents, booking bank transfers, costs from KSeF, stops from GPS, e-mails to clients, long stops, the 15-minute check and the rest, each **Off**, **Approve first**, **Automatic** or **Always on**. Every action is described on [Automatic actions](https://docs.quanty.ai/guides/tms-automations). ## Company and numbering ![Company and numbering: Seller on invoices with name, NIP, address and bank account, and Numbering with the patterns for order and invoice numbers and their previews](https://docs.quanty.ai/screens/en/light/tms-settings-company.webp) _Company and numbering._ **Seller on invoices** | Field | What it means | Example | | --- | --- | --- | | **Seller name** | Your company as printed on invoices. | Przykładowa Spedycja Sp. z o.o. | | **Seller NIP** | Your tax number. | 7811234567 | | **Seller address** | The address on invoices. | ul. Składowa 4, 61-888 Poznań | | **Bank account** | "Printed on invoices unless the branch has its own." | PL61 1090 1014 0000 0712 1981 2874 | Until the seller is filled in, a new invoice says the seller details are missing. **Numbering** 1. Under **Order numbers** and **Invoice numbers**, pick a **Number pattern**: orders `0001/11/2026` (the default), `2026/11/0001`, `0001/2026` or with the branch code; invoices `FV0001/11/2026` (the default), `FV/0001/11/2026`, `FV/0001/2026` or with the branch code. 2. Or choose **Own pattern** and build it from the pieces: `{seq:04}` "Running number, zero padded to 4 digits", `{MM}` "Month, two digits", `{YYYY}` "Year, four digits", `{YY}` "Year, two digits", `{branch}` "Branch code". The pattern needs the running number and at most 64 characters. 3. Read the preview: **First number this month** and "later for example …". "Numbering restarts every month when the pattern has `{MM}`, otherwise every year." **Defaults for new orders and invoices** | Field | What it means | Default | | --- | --- | --- | | **Currency** | The currency of new orders and invoices. | PLN | | **VAT rate** | Including **Exempt (zw)**, **Not subject (np)** and **Reverse charge (oo)**. | 23% | | **Payment term (days)** | For clients without their own term. | 30 | | **Documents and invoices by day** | "Invoices for a month are due by day 15 of the next one. Next deadline: …" Day 1 to 28. It also starts the **Requests for documents** five days before. | 15 | **Branches** "Each branch has a short code that can go into document numbers (`{branch}`) and may have its own bank account." **Add branch** asks for **Name**, **Code** ("Short, no spaces. It goes into document numbers."), **Address** and **Bank account** ("Printed on this branch's invoices."), and whether it is the **Default branch for new orders**. A branch that orders, vehicles, drivers or invoices use is archived instead of deleted, so its documents keep their numbers; the default branch cannot be archived or deleted until another one is the default. The invoice options and the invoice printout settings sit in this pane too; they are on [Invoices](https://docs.quanty.ai/guides/tms-invoices#numbering-and-invoice-settings) and [Invoice printout settings](https://docs.quanty.ai/guides/tms-invoices#invoice-printout-settings). ## Documents and costs **Required documents**: "What an order needs back before it can be invoiced. Missing documents raise an issue before the invoicing deadline." Tick the documents for each group: | Group | When it applies | | --- | --- | | **Every order** | "Asked for on all orders." | | **Refrigerated** | "Added when the trailer is a reefer or a temperature is set." | | **Pallet exchange** | "Added when goods are exchanged on pallets." | The documents are **CMR**, **Proof of delivery**, **Pallet receipt**, **Thermograph printout** and **Delivery note**. **Rates and carbon footprint** | Field | What it means | Example | | --- | --- | --- | | **Minimum rate per km** | In the default currency. "A quote priced below it is flagged and the price suggestion never goes under it. Leave empty for no minimum." | 4,20 | | **Fuel consumption norm** | "Used when an order has no refuelling data." Empty means the default l/100 km. | 29 | | **Emission factor** | "Kilograms of CO2e per litre of fuel. HVO, B100 and LNG differ a lot from diesel." | 3,17 | The default factor is marked **To be verified.**: "The default 3.17 kg CO2e per litre is a general figure for diesel with 7% biodiesel (well to wheel, GLEC / ISO 14083). It is not a legal constant. Check it with your auditor or fuel supplier before CO2 figures go to a client." "The carrier cost tolerance, extras that pass without asking, reminders, GPS and the bank are set in Automatic actions." ## Dunning The reminder steps, the send hour, who writes the reminders (AI or your own texts) and the texts in Polish, English and German. See [Dunning](https://docs.quanty.ai/guides/tms-dunning#the-dunning-settings). ## Credit limits What happens when a client owes more than its limit or pays late (**Only warn** or **Stop new orders**), how many days late are allowed, the limit of a new client, how long a permission to go over lasts, and the templates of limits. See [Credit limits and blocks](https://docs.quanty.ai/guides/tms-credit-limits#company-rules-and-templates). ## Absences - **Absence codes**: "Each code says what it counts as and how its days are counted: leave in working days, sick leave in calendar days." **Add a code** sets what it counts as (**Annual leave**, **Leave on demand**, **Sick leave**, **Childcare**, **Force majeure** and others), whether it is unpaid and whether it shows on the plan. A code in use is archived, and **Use again** brings it back. - **Company days off**: "A holiday on a Saturday gives the staff another day off (Labour Code art. 130). Add that day here and no count treats it as a working day." See [Absences](https://docs.quanty.ai/guides/tms-absences). ## Diets and trips **Rates**: **Statutory** or **Company rates** (with the **Domestic diet of the company (PLN)**), and the rules: **Reduce by provided meals**, **Lodging flat for a night in the cab** (off by default: "whether a night in the cab earns the flat is a payroll decision"), **Allowance during posting (cabotage, cross trade)** (off by default), **Abroad** (**Allowance by the rates of the regulation** or **Only the days abroad**) and the **Payout day of the next month**. The **Rates** per country are "Seeded from the regulation (Dz.U. 2023 poz. 2190, annex). Confirm each rate you have checked." See [Trips and diets](https://docs.quanty.ai/guides/tms-trips#the-diets-and-trips-settings). ## Road cards and bonuses | Field | What it means | | --- | --- | | **Period of a road card** | **Month** ("One card per vehicle and month.") or **Set** ("A separate card for each set in the month: one crew per card."). | | **Rate per litre of fuel** and **Currency of the rate** | For the fuel bonus and deduction proposals. "Empty: no rate, proposals in litres only." | | **Norm tolerance (%)** | "A driver within … % of the norm gets no proposal." | "Bonuses and deductions are only proposals: a person decides each one, and Quanty never deducts anything by itself." See [Road cards and the VAT mileage log](https://docs.quanty.ai/guides/tms-road-cards) and [Bonuses and deductions](https://docs.quanty.ai/guides/tms-driver-pay#bonuses-and-deductions). ## Own fleet cost **Way of estimating** decides how an own-fleet order's own cost is estimated: - **km × fleet cost** (the default): the order's km times the fleet's cost per km from the last 90 days (fuel, repairs, leasing). - **From components**: fuel from the norm and the last price, driver hours, road tolls and wear per km, counted for each order on its own. It needs three rates: **Driver cost per hour**, **Wear per km** and **Fuel price (fallback)**, used when the vehicle did not refuel in the last 90 days. An order takes the new way when its estimate is counted again: at confirmation, or when its km or vehicle change. If something is missing for an order, it counts km × fleet cost instead. A cost typed on the order always wins. On the order, **Estimated own cost** with **What it is made of** shows the parts. Members read this pane, an admin changes it. The **Own cost of orders** report compares both ways (see [TMS reports](https://docs.quanty.ai/guides/tms-reports)). ## Connections ![Connections: the IMI declarations, GPS and telematics, KSeF, WhatsApp and Mail cards, each with its state and Set up, Connect or Open, and Drivers and routes below](https://docs.quanty.ai/screens/en/light/tms-settings-connections.webp) _Connections._ One card per connection, each with its state: **Working**, **Needs attention**, **Paused**, **Not connected**, **Not in your plan** or **No data**, and **Open**, **Connect** or **See plans**. **All integrations** opens the catalogue. | Card | What it is for | | --- | --- | | **GPS and telematics** | "Vehicle positions, route stops ticked off by themselves, delays." See [Telematics (GPS)](https://docs.quanty.ai/guides/telematics). | | **KSeF** | "Sending sales invoices and receiving carrier invoices." See [KSeF e-invoices](https://docs.quanty.ai/guides/ksef). | | **WhatsApp** | "Reminders to clients and messages from drivers." See [WhatsApp](https://docs.quanty.ai/guides/whatsapp). | | **Mail** | "Orders and documents that arrive by e-mail." | When Quanty has connected Marcos TMS for your organization, its card comes first (see [TMS next to your existing system](https://docs.quanty.ai/guides/tms-existing-tms#the-connection-card)). The **IMI declarations** card follows: "Quanty prepares the data of each posting declaration; you file it at postingdeclaration.eu and type its number back." See [Posting declarations](https://docs.quanty.ai/guides/tms-posting#the-imi-company-data). Foreign currency freight uses the NBP table A rate of the working day before the first loading, with nothing to set up. **Drivers and routes** (admins change it; "Only organization admins change this."): - **Keep drivers' working times**: "The remaining driving and rest times your telematics sends are kept on the vehicle (personal data of the driver). Off: only the daily summary is kept." Off by default. See [Telematics in the TMS](https://docs.quanty.ai/guides/telematics-tms#drivers-and-working-times). - **Avoid ferries** and **Countries to avoid** ("Country codes separated by commas, e.g. CH, AT.") for the truck routes. See [TMS operations](https://docs.quanty.ai/guides/tms-operations#settings-that-shape-it). Below them, **Nothing to connect** lists what needs no connection: **NBP exchange rates**, **Bank statements** ("You load a statement file in Bank and payments; transfers are matched to invoices and costs."), **Fleet map** ("Where every vehicle is right now.") and **Places**. ## Orders from e-mail The address clients send orders to, whether Quanty reads them with AI, the known senders and the daily limit. See [Orders from e-mail](https://docs.quanty.ai/guides/tms-orders#orders-from-e-mail). ## API and webhooks **API keys**: "A key lets another system read TMS data, for example orders for reports, or send vehicle positions from its telematics. Besides those positions it changes nothing." 1. **Create key**, give it a **Name** ("e.g. BI reports") and tick what it may use: **Orders**, **Contractors**, **Vehicles**, **Invoices** and **Telematics: sending** (never ticked by default). 2. Copy the key: "We show this key only once. The list keeps only its beginning; if it is lost, revoke it and create a new one." The dialog shows an example request. 3. The list shows **Name**, **Access**, **Created**, **Last used** and **Status** (**Active** or **Revoked**). **Revoke**: "Systems that use it lose access at once. This cannot be undone." An organization can have up to 20 active keys. See [Your own system (API)](https://docs.quanty.ai/guides/telematics-api) and the [API Reference](https://docs.quanty.ai/api-reference). **Webhooks**: "Quanty sends a message to your system's address when an order or an invoice changes." 1. **Add webhook**: **Address (https)**, **When to send** (**Order confirmed**, **Order status changed**, **Order cancelled**, **Invoice issued**, **Invoice paid**) and an optional **Description**. 2. Copy the **Signing secret** (shown once). "Every message carries the header Quanty-Signature: t=`