Under Settings you define how your organization works with AI: which models are approved, how the agents behave, which templates are available to the whole team and how long data is kept. You reach this area through the sidebar under Settings.
Best for: approving models for the team, adapting agents to the way you work, providing recurring prompts for everyone, and setting the retention period and the DPA.
Before you begin
- General organization settings are reserved for owners and administrators. All members can read the Company context; to change it, you need the Edit company context permission.
- Exception: you can additionally enable templates for editors or members, with the "Manage templates" permission under Team → Roles & permissions; see Manage your team.
- Changing the retention period and accepting the DPA remain locked even for administrators. Only the owner may actually carry out these two actions, even if an administrator can see the page.
View and change the company context
- Open Company context in the sidebar.
- Under Company context, read the description of your organization that is currently stored.
- If you are allowed to edit, enter your industry, services, target group and preferred tone in the Description field.
- In the same section, click Save.
The description can be at most 5,000 characters long. With Fill in with AI or Recreate with guidance you get a draft you can edit; it is only saved when you click Apply. The platform sets a model of its own for this writing aid; your chat model selection does not change it. If the AI cannot create a suggestion, you can edit the simple draft yourself. If there is a temporary limit, the dialog states a waiting time; you can still edit and apply the draft manually. The limits of the AI writing aid apply jointly to all members of your organization. To remove it, clear Description and save again.
The company context helps make internal chats, agent tasks and AI text steps in workflows fit your company, for example in the target group, choice of words or sender details. Specific tasks and sources remain decisive; when documents are compared, profile details are kept apart from evidence from the documents. Chatbots use their own instructions and approved knowledge sources and do not receive this internal company context.
Changes apply to new answers for all members. Newly started agent tasks keep the profile version they read at the start; existing conversation content and files are not changed, and clearing the context does not remove them. Store detailed policies and evidence in a knowledge base.
Through Settings → General, owners and administrators can also reach the Organization name and the Document AI section with Vision model (OCR) and Structuring model, provided suitable models are available.
Approve models for the team
- Open Settings → AI models.
- At the top, badges show your organization's framework: the Pool tier (Standard or Premium), the categories included, and whether only EU providers only or also Global (incl. non-EU) models are available to choose from. Both are set exclusively by the platform administrator; here you only see them.
- Below that, Chat models lists the chat models enabled for your organization, as an overview.
- Under Feature models you define which chat model a single feature uses: in the feature's row, click the model selection (without a selection of your own it shows Use default, otherwise the name of the active model) and choose a model from the list.
The models used to search knowledge bases are set by the platform as the platform default. That is why they appear neither in the list nor in the model selection.
The usage tier shown there applies to your organization's automations in the current quota period. The same model can therefore have a different tier here than in the chat; if no usage rule applies, no tier is shown.
Without a selection of your own, the global default of the feature applies. With the Reset to the global default button next to a selection of your own, you remove the override again.
Adjust agents
- Open Settings → Agents.
- In the card of the agent in question, choose a different model under Model, or leave Use default in place.
- Move the slider for Creativity (temperature) between 0 and 2.
- Switch Memory on or off. When it is on, the agent learns from previous tasks.
- For Guardrails, choose between Notify (anything unusual is flagged, but the result still comes through) and Block (execution stops).
- Click Save.
The six specialist agents of your team are available; the internal platform roles that forward requests and coordinate several agents stay on the platform default and cannot be overridden here. With Reset to default next to an adjusted card, you remove your override again.
View your team's AI usage
Under Settings → AI usage, owners and administrators see the usage by model and feature, filterable by period. It is only for these roles because the analysis shows values per employee. Your organization's monthly AI quota depends on your plan and grows with every team member except viewers; there is no separate settings page for it.
Once the quota for the month is used up, the AI features pause until it renews on the first of the month. In AI Chat, in the agents and in a manually started process, a note with your options appears instead of a result; new transcriptions are rejected. Scheduled processes and form processes are not lost: they pause and start by themselves as soon as quota is available again. Your owners and administrators can see the status at any time under Settings → Subscription & billing, are warned from 80 % onward and can book an add-on package there.
Provide templates for the whole team
- Open Settings → Templates.
- Click New template; to sort it into a folder, first create one with New folder.
- Under Type, choose Text template or Guided conversation and enter a Name.
- Write the Template text. With Insert field you create fields that the chat asks for before inserting the template;
{{text}}takes over whatever is currently in the input field. - Click Create template.
All members see these templates in AI Chat under From your team. Each person creates their own templates in AI Chat and can share them with the team there themselves.
Set the retention period
- Open Settings → Data processing agreement (DPA).
- Under Delete data automatically after, choose a period: 7 days, 1 month, 3 months, 12 months or Unlimited.
- Click Save.
The preset is twelve months. The period only affects chat histories and agent tasks (Art. 5(1)(e) GDPR, storage limitation); transcriptions and workflow data have periods of their own, and you find all other retention periods in the Reference.
Accept the data processing agreement
On the same page you read the data processing agreement (DPA) under Art. 28 GDPR; DPA as PDF downloads it in advance.
- Enter Organization, Address, Your name, Your position, Data protection contact and Email for data protection questions.
- Tick the checkbox confirming that you may represent your organization and accept the agreement on its behalf.
- Click Accept DPA.
Afterwards, the Contract copy (PDF) is available under Contract copies, and you as well as the data protection email address receive it by email.
Your data protection officer can read the current version in advance without an account at datenmassiv.ai/legal/avv.
Export the organization data
Owners and administrators can download the business data of the entire organization. The export is available regardless of whether the DPA has already been accepted.
- Open Settings → Data processing agreement (DPA).
- Go to the Export organization data section.
- Click Download export.
The JSON file contains members, chat histories, agent tasks, transcriptions, knowledge bases, document chats, templates, chatbots and workflows, as well as metadata about files and created results.
Uploaded original files and other binary files are not embedded in the JSON file.
For very large data sets, _meta.truncated states which data areas have reached the export limit.
Have the organization deleted
Deleting the organization is currently not a self-service option in the customer interface. As the owner, contact info@datenmassiv.com if the entire organization should be deleted.
Download the organization export beforehand if you need to keep data. The deletion cannot be undone and removes the organization's content, files and memberships for all members. The members' personal sign-in accounts are not deleted; they can still belong to other organizations. Deleting a personal account is a separate matter and is described in Account and privacy.
Next step
- Manage your team: assign roles and enable the "Manage templates" permission for editors.
- Account and privacy: export personal data or delete your own account.
- AI Chat: how models, knowledge base access and templates work in everyday use.
- Reference: all roles, periods and limits in one place.