Control access to data and workflows
Choose who can read data, edit a workflow or use a connected account. ActaFlow checks permissions before each operation.
Permissions for workflows, integrations and teams
Assign access to workspace resources and the actions each person can perform.
Choose which actions need approval
Set which steps require confirmation and assign a reviewer when needed.
- Approval applies to the request you reviewed.
- Changing the account, recipient, text or attachments requires a new approval.
Email ready to send
- Account
preventivi@studioforma.example- Recipient
- acquisti@nexo.example
- Attachment
- Quote.pdf
Approval required
Review executed steps
Review the steps and outcomes recorded for each run.
- Sent emails retain the account, recipient and content.
- If a step reports an uncertain outcome, ActaFlow suspends automatic retries.
The full audit log is available on the Business plan.
Operation outcome
- Account
- preventivi@studioforma.example
- Operation
- Send email
- Outcome
- Sent
Email sent to acquisti@nexo.example.
Encryption and server-side authorisation
Data protection applies during transfer, in storage and before each operation.
Privacy and data processing- Transport and storage
- HTTPS protects transfers. Cloud services encrypt documents, emails and events at rest.
- Credentials with integrity verification
- Credentials managed directly by ActaFlow use authenticated encryption, which detects changes to encrypted data.
- Per-operation authorisation
- The backend checks workspace, resource and account permissions. Reading, editing and running require their respective authorisations.
ActaFlow Enterprise
For large organisations that require AI, processing and data within their own infrastructure. We plan the architecture and its connection to ActaFlow with your IT team.
Questions about access and security
Does sharing a workflow also share my accounts?
No. Workflow access and connected-account access are separate. Each operation must respect the permissions of the account it uses.
Can I allow reading without allowing changes?
Yes. Connected accounts have separate read and write permissions. Viewing, editing and running a workflow are also separate permissions.
Can AI extend its own permissions?
No. The backend checks the account and requested operation. AI cannot authorise a new account or turn read access into write access.
How is data protected?
Transfers use HTTPS and the cloud infrastructure encrypts data at rest. Credentials stored directly by ActaFlow receive an additional layer of protection.
Does a shared result also grant access to its source?
No. You receive the result your colleague selected. Access to documents, the connected account and their chat remains governed by their respective permissions.
Can team members have different permissions?
Yes. Set each person’s role and individual permissions. You can then define access to individual workflows and connected accounts.
How do I restrict access to documents and knowledge?
Configure member permissions and access to folders or sources. The backend checks both, including when AI searches for information.
Can we use our own AI and databases?
With an Enterprise project, we work with your IT team to define the AI model, data and components to connect within your infrastructure.
Set up access for your team
Create a workspace, invite colleagues and assign the permissions you need to get started.