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Handbook

Getting started

You get access to Datenmassiv AI through an invitation from your administrator, not by registering yourself. You never need a password: every time you sign in, you use a one-time link that you have sent to you by email. This chapter takes you from the invitation to the point where you know what you are looking at and why.

Best for: your first sign-in, switching between several organizations, and the question of why a colleague sees more menu items than you do.

Before you begin

  • You need an invitation by email. Without one you can still create an account, but afterwards you see no organization and cannot do anything.
  • Open the sign-in link in the same browser in which you requested it. Most first sign-in attempts fail because of this.

Sign in for the first time

  1. Open the link in your administrator's invitation email.
  2. Enter your Email address and click Send sign-in link.
  3. Open your inbox and click the link in the email, in the same browser.
  4. On the page that opens, click Confirm sign-in.
  5. Explicitly confirm that you are joining the organization.
  6. You land on your dashboard.

Every later sign-in works the same way, just without the invitation and accepting it: enter your address, click Send sign-in link, open the link in your inbox and click Confirm sign-in. Each link is valid for ten minutes, works once and is tied to the browser in which you requested it. Merely opening or previewing the confirmation page does not use up the link.

It is almost always one of two things: the link has expired, or you opened it in a different browser from the one in which you requested it. That happens easily when the email is on your phone and you are working at your computer.

  1. Request the link in the browser you want to work in.
  2. Open your inbox in exactly that browser and click the link there.
  3. Click Confirm sign-in.

Only use the most recent sign-in email. If no email arrives, check your spam or junk folder.

Switch between organizations

If you are a member of several organizations, you first choose one after signing in. Later you can switch at any time with the organization switcher at the top of the sidebar.

If the list is empty, you do not belong to any organization yet. In that case the invitation is missing, and your administrator has to add you.

Find your way around the dashboard

The dashboard shows you what you last worked on and what is currently running. There you see your latest document analyses, transcriptions and agent tasks, plus the items that are still in progress or waiting for your approval. Owners and administrators also see who in the team was active most recently.

Your chat history deliberately does not appear there. You find it in the Chats tab in the left column of AI Chat.

The sidebar on the left is your main navigation. It only shows what is enabled for your role and your organization, so it may look shorter for you than for the colleague next to you. At the very bottom are the search, which takes you straight to any page, and Help.

On a phone the sidebar is collapsed; open it with the menu icon ☰ at the top. There is also a fixed bar along the bottom edge with the tools used most often.

Under Integrations you see the available work sources and the status of your personal connection. Open Integrations → Microsoft 365 to check the connection or setup status. On a phone you can also reach this area through More → Integrations. Every member of the organization can open this area; owners and administrators approve the Microsoft tenant and the storage locations.

Check your role and access

Your role decides what you can see and do. Your administrator assigns it, and you cannot change it yourself.

  1. At the bottom left of the sidebar, click your name.
  2. Open My account → My role & access.
  3. There you find your role, the tools you may use and the knowledge bases you have access to.

Owner and Administrator manage the team and settings in full; only the Owner appoints further owners, accepts the DPA and sets the retention period. Editor and Member work with all tools and additionally take on the administrative tasks that the administrator enables for them individually, such as editing workflows or uploading documents. Viewers also work with all tools, but without any administrative task.

If you are missing a menu item that a colleague has, it comes down to one of these permissions. All roles and permissions at a glance: Reference.

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