Learn Mokapen

Guide to data visibility

When you open Mokapen, you do not see “everything in the company”. You see data you have access to and, on everyday pages, often only the work that concerns you. That is by design: Laura in sales has her pipeline in front of her, Marco in support has his tickets, and nobody opens a reserved card by mistake.

This guide explains what appears in lists, kanban, calendar, search and reports — and why the numbers sometimes differ from one page to another. The lock, roles and the Network all use the word “public”: here we tell them apart with examples.

Role in the CRM

Two different questions, two different answers:

• What you can do — create, edit, invite, open settings. That is your role (Guest, User, Member, Owner…). Details in the Roles and permissions guide.
• Which cards you get — which deals, tickets or contacts you find in a list. That is visibility: the organization you are in, apps that are on, the card lock, and (on operational pages) the filter on your name or team.

You can be a Member with full powers and still not see a colleague’s private deal if you are not a collaborator. Conversely, a User sees public cards in their app even if they cannot change organization Security.

What you always see

Golden rule: you never get a card you cannot open. It applies in lists, kanban, calendar, search, home and reports. If a card is private and you are not owner, collaborator or author, you will not find it even by searching.

First Mokapen narrows the world to this organization (the one in the selector at the top). Then to apps that are on: if Tickets is off, there is no Tickets page. Then to each card’s lock. Only after that, on operational pages, does the “my work” filter apply.

Example — Same company, two people. Laura (sales) and Marco (support). Laura’s public deals will not show up in Marco’s day if he does not have the Sales app, or if the deal is private and he is not a collaborator. Marco’s public tickets, same story for Laura. Reports respect the same lock: neither of them “discovers” data closed to the other.

Three meanings of “public”

In Mokapen the word appears in three different places. They do not contradict each other: they talk about three things.

• Public organization on the Network — the external showcase (a company page visible to potential clients or partners). It does not open your deals or contacts to the world. More in the Organizations and access guide.
• Public card (open lock) — inside the organization, colleagues who can use that app open the card without being listed as collaborators.
• Daily work filter — the grey bar on lists and kanban. Even with public cards, you can see only “mine” or a team’s, so you are not flooded with everyone’s pipeline.

Example — “Studio Alfa” is public on the Network so prospects can find it. Inside, deals for a strategic client are private (closed lock). On kanban Laura sees hers; in reports the owner sees all they have access to. No Network visitor opens those deals.

Public and private lock

On almost every card (task, project, contact, company, deal, ticket, quote, order, appointment, booking, custom applications…) there is a lock icon:

• Public (open lock) — members of the organization who have that app can see it.
• Private (closed lock) — the owner, collaborators (people or teams) and whoever created it can see it. Nobody else, anywhere.

Being organization Owner does not automatically show every private card: you must be listed (in person, via a team, or in Team Master if the policy adds it to new cards). Appointments mainly follow who is involved: organizer, participants, collaborators.

How new cards are born — Public or Private by default, automatic collaborators, Team Master — is set on the Security page, for Owners only. That setting applies from that moment on: history is not recalculated on its own. Full detail in the Security guide.

Operational pages and reports

This is the point that confuses people most, and it is built for two different jobs.

Operational pages — list and kanban for Tasks, Projects, Deals, Tickets, Appointments, Bookings (and the related calendar). Here, by default, Mokapen shows your work: cards you own, collaborate on, or whose team is listed. The dark grey bar (your name, a colleague or a team) is that filter. It is there so the morning does not start with the whole company’s pipeline in your face.

Reports, search and home — here the grey filter does not apply (in reports, until you pick a team). You see every card you can open: yours and, if they are public or you are a collaborator, your colleagues’ too. The lock still holds: someone else’s private card does not enter reports.

Example — Laura. On the Deals kanban she has 8 cards (hers and those she collaborates on). She opens sales reports: she counts 40, all public ones for the team, plus her private ones. It is not a bug: kanban is “what I follow today”, the report is “what numbers we have”.

Example — Marco. On the Tickets kanban he sees his and the Customer Care team’s. In the SLA report he sees every ticket he can access. If a ticket is private to another department and he is not a collaborator, it is in neither kanban nor report.

Quotes, orders, products, services and documents by default do not narrow to “my work”: in the list you already see everything you can open, like a report. Contacts and companies behave the same way, unless you customize them.

Users / teams filter

The dark grey button on lists and kanban (avatar and name, or a team) is the Users / teams filter. You pick yourself, a colleague or a group: Mokapen shows cards tied to that choice — among those you can already open. It is not a way to “see other people’s private cards”.

By default the button is on for tasks, projects, deals, tickets, appointments and bookings. For orders, quotes, products, services and documents it is off: the list is already “everything you have access to”.

From Customization → Users / teams filter (Medium plan) you can, for each card type:

• turn the button on or off — off, list and kanban behave like reports;
• decide what counts as “my work”: you as owner, as collaborator, your teams, the author, (on appointments) the participant, Team Master.

The Owner can set a default for the whole organization; you can still save a personal one. Typical example: people in Team Master (owner, IT, privacy) can open new private cards, but on kanban they may not see them until they enable “Team Master as collaborator” or switch to reports.

Fields on the card

Opening a card does not mean seeing every row. A field can be visible or editable only for certain users or teams — e.g. margin % only for senior sales, an HR note only for the HR team. It is an extra layer, on a card you already opened. Details in the Fields guide, conditional visibility section.

Use cases

• Agency, public deals — everyone works their own kanban; the director reads reports for the whole pipeline they can access. Nobody changes Security: the daily filter is enough.
• Law firm, private cards — every case starts restricted (Security page). Team Master (partners) can open the files; on kanban the partner turns on Team Master in the filter, or uses reports for the overview.
• Support and sales together — Marco does not see Laura’s private deals; Laura does not see internal IT tickets. Each person’s reports stay within the app and the lock.
• Network showcase and internal data — organization public on the Network, HR contacts and sensitive deals private inside. The two “publics” do not touch.
• Two companies, one account — switch organization in the selector: you switch dataset. No shared address book or pipeline, even if you are the same person.
• Guest on a project — they see only what was shared with them, not the full list. Tight role and tight visibility, together.
• Custom application (e.g. Vehicles, Cases) — same lock and same filter on your cards. See the Custom applications guide.

Related guides

• Organizations and access — closed workspaces, Network, switching organization.
• Roles and permissions — what you can do, from Guest to Owner.
• Security — Public/Private default on new cards, Team Master.
• Users and Teams — who is in which group, managers.
• Applications — turning Tasks, Sales, Tickets… on or off.
• Fields — visibility of a single row on the card.

Frequently asked questions

Q: In reports I see a colleague’s deal, on kanban I don’t. Is that a bug?

A: No, that is expected. Kanban (with the filter on) is your work; reports show every card you can open. Same if you find it in search or on home and not in the pipeline.

Q: How do I see the whole team’s deals on kanban?

A: From the grey button pick the team (or a colleague). In Customization you can turn the button off on Deals: the list becomes like reports. Private cards you cannot access stay out.

Q: I am Owner and I don’t see a private card. Why?

A: Role alone does not unlock locks. You must be owner, collaborator, author, or in Team Master (and, on kanban, the filter must include that criterion). Ask to be added, or open reports if you already have access but the daily filter hides it.

Q: The organization is public: is the data visible outside?

A: No. Public on the Network is the company showcase, not internal cards. Outside, only invited people remain.

Q: I switched Security to Private: did yesterday’s data become private?

A: No. Only cards saved after the change. The Security guide explains it.

Q: Does a guest see the address book?

A: Generally no: they see what was shared with them (e.g. a project or a task). Guest is the tightest role; details are in the Roles guide.

Q: Why don’t I see Team Master privates on kanban?

A: You can open them if you are in Team Master, but the daily filter does not include them by default. Enable “Team Master as collaborator” in Customization, or use reports.