FAQ
Short answers to the questions that LadVen OS users, managers, and administrators ask most often. Every answer links to a detailed section.
Tasks and Roles
What should I do if I cannot see a task?
Check the filters, the selected view, the work section, and your role in the task. A task may be hidden if you are not its reporter, assignee, co-executor, or observer.
If the task is linked to a client, project, or department, make sure you have access to that area. If the task still cannot be found, ask a colleague to send a link to the task card or contact your administrator. Details are in Task List, Filters, and Views.
How is the assignee different from a co-executor?
The assignee is responsible for the task result and its closure — and there is only one. Co-executors help with the work and see the task, but the result is accepted from the assignee. An observer follows progress without taking part in the work.
If "everyone" is responsible for the result, nobody is: assign one assignee and add helpers as co-executors. Details are in Assign Participants.
When do I need a checklist, and when is a description enough?
The description answers the question "what result is needed". A checklist is needed when the result consists of several verifiable steps: prepare a file, approve the text, send it to the client, receive confirmation.
If the checklist becomes too long or mixes different results, split the work into related tasks — this makes responsibility and progress clearer for the manager. Details are in Add a Checklist.
Where should files be attached?
Attach files to the task or item where the result is accepted. The assignee should see the materials next to the description and checklist, and the reviewer should understand which file is final.
Do not turn the task into a general project archive: keep only the materials that help complete, verify, or accept the specific result. Details are in Attach Files to a Task.
How do I know a task can be closed?
Close a task when the result matches the description, the checklist is complete or exceptions are explained, the final files are available, and the reporter understands what exactly was accepted.
If the result is disputed, do not close the task silently: write a comment, clarify the acceptance criteria, or return the task to rework. Details are in Review and Close a Task.
How do I return a task to rework properly?
Returning a task to rework is not a reprimand — it is a clarification of the result. Write in a comment what exactly was not accepted and what result is missing, with a reference to the description or checklist.
A bad wording is "redo it". A good one is "the file has no section with the calculation — add it and send the task back for review". Details are in Task Comments and Review and Close a Task.
CRM and Sales
How is a deal different from a client?
A client (a company or a contact) is the "who": a card with details, history, and connections. A deal is "what is happening right now": a specific sale or inquiry that moves through pipeline stages.
One client can have several deals — active and completed. Details are in Clients, companies, and contacts and Deals and inquiries.
What are a pipeline and stages?
A pipeline describes the path of working with a client from incoming interest to the result, and stages are the steps of that path. A deal is always at some stage, and the movement of deals shows the manager the state of sales.
Change the stage only together with a real reason: the call happened, the document was sent, the payment arrived. Details are in Pipelines and stages.
How do website requests get into CRM?
Through the forms module: a form is placed on the website, and submitted requests create inquiries in CRM with a source and an owner. The inquiry then goes through triage: accepted, spam, or needs clarification.
Details are in Forms and Forms and inbound flow.
Who receives notifications about a deal?
A deal is watched by its owner and by the employees who follow it — similar to an observer in tasks. If work on the deal happens in related tasks, the participants of those tasks receive their own notifications separately.
Details are in Deals and inquiries and Notifications.
How do I call a client from CRM?
When telephony is connected, the operator calls the client right from their deal — with the call button on the card. The conversation is linked to the deal, and the recording is available in its chat. Details are in Operator calls from CRM.
Automation
Where should I start with automation?
With one repeating process that already works manually: a regular report, a standard request, a standard check before closing. Enable a rule or a recurring task in a limited area, verify it on a test object, and only then expand.
You cannot automate chaos — the process must first work reliably by hand. Details are in Automation and Portal Settings.
A rule, a recurring task, or a workflow — which one should I choose?
A rule reacts to an event: the status changed — perform an action. A recurring task creates work on a schedule: every month — a report. A workflow runs a multi-step chain with branches and participants: approval, hiring, shipment.
Start with the simplest tool that solves the problem. Details are in Task rules, Recurring tasks, and Workflows.
What should I do if automation did something wrong?
Find the run in the run history: it shows which rule fired, on which object, and with what result. Fix the condition or the action, verify it on a test object, and only then turn it back on.
Disable obsolete rules instead of keeping them "just in case" — a hidden rule keeps influencing the process. Details are in Run history and troubleshooting.
How do I route emails into CRM automatically?
Through inbound processing rules: by condition (sender, domain, subject, attachments), a letter automatically creates an inquiry in CRM, assigns an owner, and can send an auto-reply. Details are in Inbound Email Rules.
Documents and Files
How do I avoid losing the final version of a document?
Keep the document in its card: it stores versions, links to tasks and the client, and the approval status. Before sending, signing, or publishing, check that the current version is open.
Store final files next to the item where the decision was made — the task, the deal, or the document card. Details are in Documents.
How do I safely share a file with someone outside the company?
Use a public link with an expiration limit and, if needed, a password — and revoke it when access is no longer needed. Do not send work files through personal channels: you lose control over the version and the access.
For ongoing document work with a client, use the extranet. Details are in Disk and Files.
Access, Roles, and Structure
Who can see my task or deal?
The participants of the item (in a task — the reporter, assignee, co-executors, and observers) and the employees with rights to the area: department, pipeline, workgroup. A manager usually sees the work of their department.
If you are not sure whether extra people can see the item, check the area permissions with your administrator. Details are in Assign Participants and Company and teams.
What is the extranet, and how is it different from regular access?
The extranet is a restricted portal for external participants: a client sees only their own requests, documents, and discussions, but not the company's internal work. Employee access is the full working environment defined by their permissions.
Before granting external access, check the effective policy: what exactly the client will see. Details are in Extranet.
How do I enable two-factor authentication?
Each employee enables 2FA themselves in their profile: they connect an authenticator app, save the recovery codes, and then confirm each login with a one-time code. The administrator can make 2FA mandatory for the company. Details are in Two-factor authentication (2FA).
Who configures rights and roles?
Access is configured by the administrator, by roles (administrator, head, employee) and areas (company, department, pipeline, project). The levels are read, create, edit, and manage. Details are in Access and roles.
Notifications and Communication
How do I know who received a notification?
Notifications go to the participants responsible for the action and to the users subscribed to the item. In tasks these are the reporter, assignee, co-executors, and observers.
Details are in Notifications.
How do I reduce notification noise?
Check the roles: a common source of noise is adding people as observers "just in case". Use observation where control is really needed instead of turning every task into a shared channel.
Keep discussions in the item they belong to — then notifications reach only the people the work concerns. Details are in Notifications and Chats and Comments.
Where should I keep work explanations?
In comments next to the task, document, or CRM record — so the context stays available to the next participants. Do not keep important decisions only in private messages: if a decision affects the deadline, result, responsibility, or budget, record it in a comment on the item.
Details are in Task Comments.
How do I connect Telegram or WhatsApp to chat?
The administrator connects external channels in the chat integrations section: messages from Telegram, WhatsApp, or a website form arrive in the portal chat, where the team replies and links inquiries to tasks and CRM. Details are in Connecting External Channels to Chat.
Implementation and Testing
Where should I start implementing LadVen OS?
With one real process: create employees and departments, set up the first task with an assignee and a deadline, and go through the "assigned — done — accepted" cycle. Then add CRM, documents, and automation as the team becomes ready.
The route for the first steps is in Getting Started, and ready-made management routes are in the business scenarios.
What should we show in the first demo?
One real process: who creates the task, who is responsible, which files are needed, which steps go into the checklist, where questions appear, and how the manager reviews the result.
For the first session you do not need to describe the whole company — one clear scenario is enough. Details are in LadVen OS Testing.
How do I report a problem or suggest an improvement?
Record where the problem occurred (section, action), what you expected, and what actually happened, then send it through the testing channel. The more specific the reproduction steps, the faster the fix.
Details are in LadVen OS Testing.