Devices

Devices are added in the workspace, one for each computer that will use the desktop app. A device has a name, a role and a status, and it sits unused until a computer takes it up.

A computer becomes that device when the member it belongs to signs in on it, or when it uses the device's pairing link. From then on the desktop app on that computer shows that device's work and nothing else. Every recording made using that device belongs to it.

#Member devices and shared link devices

There are two kinds of devices:

• Member device
• Shared link device

The device kind can't be changed once it has been made.

A member device belongs to one member of the workspace. They sign in to the desktop app with their own account, and the computer they sign in on becomes that device.

A shared link device belongs to nobody. It comes with a pairing link, and a computer becomes that device when that link is opened on it or entered into the desktop app. The link can be emailed from the workspace or copied and sent yourself.

#Device roles

A device's role sets what the desktop app can do on that computer. A role is built from permissions, and two of them apply to the desktop app:

• "Record" - covers recording work and accepting recording rules.
• "Publish" - covers the overview, building document libraries, creating API keys, viewing the request log and exporting data.

"Publish" cannot be granted without "Record", since a device that cannot record has nothing to publish. If a member has a role that grants neither, they cannot be given a device.

A member device takes the role of the member it belongs to. A shared link device is given a role of its own, and that role never has the capability to access the dashboard.

#Visibility & sharing recordings

Whatever is made on a device stays on that device. Recordings, document libraries, documents and API keys created in the desktop app are visible only from that device. They never appear in the dashboard, and no other device sees them.

A recording is the one thing that can go back to the workspace. In the desktop app you tick the recordings you want in the recordings table, choose Share to workspace and confirm. Sharing cannot be undone.

A shared recording goes to the person the device belongs to, and nobody else sees it. They can widen that to the whole workspace or to chosen members. A member whose role includes "View all data" sees every shared recording either way, and workspace owners and admins hold that role by default.

#Active and archived

There are two status types for a device:

• Active
• Archived

A device is active from the moment it is made. Being active is what lets the desktop app be used on that computer. Only active devices are billed.

Archiving a device unpairs the computer. Everything already recorded is kept, and billing for the device stops. An archived device can be made active again at any time, and a shared link device is given a new pairing link when it returns, because its old one no longer works.

Removing a member from a workspace archives the devices assigned to them.

#Deleting devices

Deleting a device permanently erases all data to do with that device, including its recordings, whether they were shared or not. Documents it helped write are kept, along with any edits made to them, but the link from a document back to a supporting recording is removed.

A document library built on that device in the desktop app is erased with it, and so are the documents inside it.

Billing for the device stops. This cannot be undone.