11 min read
New owner, old doc
How to familiarize yourself with newly owned docs and resolve any broken automations and/or connections.
Some features mentioned are only available on Enterprise plans
A walkthrough with our Customer Success Team
What you'll get...
- How to understand doc schema
- Understanding sharing and usage
- How to reconnect automations/syncs
- Using AI to understand the doc
Doc map
The doc map shows you all the tables, views, and other objects currently in your doc. You can use it to quickly jump to specific objects and understand the connections between tables and views in your doc. Learn more.Review Recommendation
Tables:
Take note of table names and views. Clicking the title of a table will take you to its location within the doc. Learn more.- Note which tables are base tables and which views are created from those tables. Base tables power the doc - removing a base table will, in turn, remove all views of that table in the doc.
- Review the underlying data of each table view. If there are any graphs, cards, or other special views, briefly turn them back into tables so you can understand the underlying data.
- On the table menu, click “columns” to reveal hidden columns. They often house buttons and other doc-critical functions.
Other Objects:
Take note of buttons, controls, and any AI blocks. Learn more.- As you become more familiar with the doc’s schema it’s a good idea to name any unnamed objects.
- Check out other notable setups like filters, sorting, groups, etc.
Usage:
To understand how the doc is being used.- Click on the settings and the Statistics then scroll down to “Usage” to understand what parts of the doc are using up credits or large amounts of data.
- Click “see more stats” for a comprehensive overview of the doc’s usage. (Enterprise only on unpublished docs). Learn more.
Automations
When you inherit a doc, it is important to ensure all automations are running as expected. To view automations, navigate to document settings then automations. Check the trigger, conditions, and actions of each. Learn more.Review Recommendation
Rules:
- Click on each rule and review triggers and actions. Do they match your understanding of the doc’s purpose and usage?
- If the previous owner had automations you can not edit, duplicate the automation to recreate them. Remember to delete or turn off the previous rule when finished.
Actions:
If possible, set your automations to “Take actions as Automation Bot.” This ensures that any actions taken by the automation, such as notifying users, come from the Coda Automation Bot and not you. Test the automations by using the “Test rule” button. Click the “Activity tab” and review any errors. When finished, name your rules and turn them on.Packs
See what integrations are running in the doc and verify that data is syncing properly. You will likely have to connect your credentials to the integrations. Consider using a shared account. Learn more.Review Recommendation
Packs:
Navigate to the “Insert” panel in your doc then click Packs to see what Pack are installed.- Click on each Pack and then “settings” to select or add your account. Learn more.
- Some Packs need an account to sync data from the app or service you’re integrating to Coda — A Pack account. Since the previous owner’s account is no longer available you will have to enter a new one.
Cross-doc:
- Cross-doc creates a connection between two docs so table data can be transferred between both.
- If your doc contains Cross-doc you’ll have to set up your own cross-doc account for any buttons or automations that use cross-doc and/or cross-doc actions. Learn more.
Sharing
Check doc sharing settings to verify who has access to the doc. This is also a good time to consider where in your workspace this doc should live - for example, should it live in a specific team folder? Learn more.Review Recommendation
Sharing and access:
Review individual access, permissions, workspace access, and publishing.Locking:
Locking gives you granular control over how users interact with pages and page content.- Adjust settings to match the purpose and expected usage of this doc. Learn more.
- Verify doc admin settings. Your new doc might have doc-specific admins. Verify that the intended users have the doc admin permissions needed. Learn more.
Coda AI
Consider asking AI chat for some help with the doc. Coda’s AI chat can look through your doc to answer questions and find information.Review Recommendation
Use AI chat to learn about the doc. Learn more.Try some of these prompts:
- What is this doc used for?
- Summarize this doc.
- What is important within this doc?
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