FAQ

Answers to common questions about runbooks, templates, importing, sharing, and teams.
Go to Runbooks Guide

Getting started

What is a runbook in this platform?
A runbook is a table: columns define what you track (Task, Owner, Status, Date, Notes), and rows represent steps. You can also add Topic Rows as section headers.
How do I create a runbook?
Go to Runbooks → Create Runbook. Optionally pick a template to start with a standard structure.
Can I edit runbook/template/team names after creation?
Yes. Open the item and click Edit details (runbooks/templates) or Edit name (teams). Org Admins can also update organization name in Org Admin → Settings.
What’s the difference between “Runbooks” and “Templates”?
Templates are reusable structures (columns + optional starter rows/values). Runbooks are the working documents used for real deployments/tasks.
Can I quickly filter to only runbooks I own?
Yes. On the Runbooks page, enable Owned by me only near the page title.

Sales Admin

What is the Sales Admin role?
Sales Admin is a specialized role for product demos and customer follow-up workflows. It includes a dedicated dashboard, client/presentation tracking, preloaded demo data, and a one-click reset to starter state.
How do Sales Admin notes work?
Sales Admin users get a floating Notes button on app pages. Notes open in a side drawer and are saved per page for repeatable demo talking points.
Does a presentation create a runbook automatically?
Yes. Creating a presentation auto-creates a follow-up runbook checklist so action items and handoff tasks are tracked in the core platform.

Columns

What column types are supported?
Short Text, Text (textarea), Number, Date, Checkbox, Enum (dropdown), Jira Key, and Auto Increment.
Can I edit a column after I create it?
Yes. You can edit the name and (for enums) change the enum definition.
How does Enum work?
Enum is a dropdown. Define values as comma-separated text. Optional colors are supported: Open:blue, Assigned:green, Closed:red (also supports hex like #22c55e).
What is a Jira Key column?
Jira Key validates ticket keys like ABC-123. If the server is configured with a Jira base URL, the keys can be displayed as clickable links to Jira. (Set a Jira base URL in Org Admin → Settings. If you’re not in an organization (or you’re in the Corporate org), you can set it in your Account page.) Owner Admin can switch Jira open behavior globally (side drawer vs new tab) in Owner Admin → Global UI Settings.
How does Auto Increment work?
Auto Increment is read-only and numbers data rows as 01, 02, 03…. It updates when rows are reordered or deleted and it ignores Topic Rows.
Can I delete or reorder columns?
Yes. Use the drag handle (≡) to reorder, and the delete button to remove a column.

Rows

What is a Topic Row?
A Topic Row is a full-width section header inside a runbook (example: “DevOps starts here”). It has a title only and does not store per-column values.
Can I delete or reorder rows?
Yes. Use the drag handle (≡) to reorder rows and the delete button to remove a row.
Why do some edits save “silently”?
Most edits are saved asynchronously (AJAX) on blur/change to avoid full page reloads.

Import / Export

Can I copy/paste from Excel or Google Sheets?
Yes. Use Import Spreadsheet in a runbook. We support TSV (tabs) and CSV (commas), multi-line cells (quoted), and preview before importing.
What does “Replace” vs “Append” mean when importing?
Replace clears the existing table and imports fresh. Append keeps existing columns and adds rows (requires matching column counts or a mapping step).
Can I undo an import if I made a mistake?
Yes. After spreadsheet or document import, click Rollback Last Import on the runbook toolbar to restore the state from before that import.
Can I export a runbook to CSV?
Yes—export is available so you can round-trip a runbook with spreadsheets.
Does document import have AI assistance?
Yes. Document import preview includes AI suggestions and can recommend options before import. You can also enable extraction of Jira keys and GitHub/GitLab links into dedicated columns during document import.

Finalization (read-only locking)

What does “Finalize” mean?
Finalize makes something read-only to preserve integrity. There are three levels: runbook, row, and column.
What happens when I finalize a runbook?
No further changes can be made to the table (schema or cells).
What happens when I finalize a row?
That row becomes immutable, but you can still add other rows (and continue editing other non-finalized rows).
What happens when I finalize a column?
The column definition becomes immutable (name/type/enum), but you can still add rows.

Sharing

How can I share a runbook?
You can share with registered users (view/edit), share with teams (view/edit), or enable key-based access (view/edit).
How does “share with key” work?
You enable key access, generate a 6-digit key, and send the link + key separately. The key is not embedded in the URL.
Can I share templates too?
Yes. Template owners can share templates with registered users and teams.
Do shares and invites send emails?
Yes. Registered-user runbook shares, template shares, and team/org platform invites send email notifications to recipients.

Teams

What are teams used for?
Teams group users for collaboration. You can assign runbooks/templates to a team and share to teams.
Can I invite someone to a team?
Yes. Team managers can create an invite token for a specific email; the recipient joins using the token.

Organizations

Can we create new organizations?
Yes. Admin and Owner Admin users can create organizations from the Organizations page.
Can we move existing registered users into another organization?
Yes. Admin and Owner Admin users can move users between organizations from the admin users page. When a move happens, shares and team links are reset to protect tenant boundaries.

Accounts

Where do I change my password?
Click your name in the top navigation to open Account.
How do I enable 2FA?
Go to Account → Two-factor authentication → Enable 2FA. Scan the QR code in an authenticator app and confirm with the 6-digit code. Save your recovery codes (copy/download/print). You won’t be able to view them again.
How does login work when 2FA is enabled?
After you enter email + password, you’ll be prompted for your 6-digit authenticator code. If you can’t access your authenticator app, you can use a recovery code instead.
What are recovery codes?
Recovery codes are one-time codes you can use to log in if you lose access to your authenticator app. You can regenerate them from the Account page (it invalidates previous codes).
Is 2FA required?
2FA is required for users who have admin access (corporate admins and organization admins).
Do you support Okta SSO?
Yes (OIDC), when it’s enabled for your organization plan and configured by your Org Admin. Use Login → SSO, enter your organization slug, and sign in via Okta.
What is “AI Check”?
AI Check runs a deterministic “AI-lite” readiness review of your runbook and suggests common improvements (verification/rollback sections, common columns, etc.). You can choose which suggested fixes to apply.
Where do I see pending approvals?
Go to Runbooks. The Pending Approvals panel at the top lists steps waiting for your approval. You can approve directly there. A red badge on the Runbooks nav link also indicates pending items.
Is there a notifications page?
Yes. Click Notifications in the top nav to see approval requests, step assignments, and execution activity. You can filter by type and mark all notifications as read.
Will I be notified when I’m assigned as a step owner?
Yes. When someone assigns you to an execution step, you’ll get a notification item titled Step assigned to you with a quick link back to the runbook.
Who can approve a blocked step?
It depends on the step’s approval policy: Any editor, Runbook owner, Org admin, Owner admin, or Specific user.
Can execution steps have dependencies and failure paths?
Yes. In Run History (V2), each step can define a dependency on a prior step and an on-fail action: stop, continue, or jump to a later step. Click Save Flow on the step after changing these settings.
Can I change execution step types?
Yes. In the execution panel, each step supports type selection: manual, approval, automated, verification, and wait. Automated/verification/wait steps can auto-complete when dependencies are satisfied.
Can I assign an owner to each execution step?
Yes. In the execution panel, use the Owner selector on each step to assign responsibility. Owners must already have execution access to that runbook.
Can I filter executions to just my assigned steps?
Yes. In the execution panel, toggle My steps only to show only steps where you are the assigned owner.
Can I filter execution steps by status/type/owner?
Yes. In the execution details panel, use the filter controls for Status, Type, and Owner. These filters also narrow the execution timeline items tied to filtered steps.
Can I save my execution filters?
Yes. Enter a name and click Save view in the execution panel. Saved views are per-user and can be applied or removed anytime.
Can I filter the execution timeline events?
Yes. Use Event type and text search in the execution panel timeline area to narrow events quickly (for example, only notes or owner assignments).
What if a runbook has a lot of execution history?
Execution history is paginated. Open Run History and use Load more history to fetch older runs on demand.
Where can I quickly see active steps assigned to me?
On the Runbooks page, use the My Assigned Steps panel. It lists your active (non-terminal) assigned steps with a direct link back to the runbook.
Can I approve assigned approval steps from the Runbooks page?
Yes. If an assigned step is blocked and you are an allowed approver, the My Assigned Steps panel shows an Approve button so you can act without opening execution details first.
Can we add notes during an execution?
Yes. Each step has an Add Note action so operators can leave timeline annotations. Notes are stored as execution events with author and timestamp context.
What happens if I cancel my account?
Canceling deactivates your account and logs you out. You won’t be able to log in unless an admin reactivates it.

Troubleshooting

I’m seeing “Loading…” and nothing else.
That usually indicates the JavaScript bundle isn’t loading. In local dev, ensure Vite is running (or do a production build) and that public/hot isn’t mistakenly present.
Something still doesn’t work—what info should I send?
The URL you’re on, what you clicked, and any error text from the browser console or server logs.