Self-hosting
Administering the instance
Whoever administers the instance sees Administration in the sidebar: the instance's first account and everyone it gives the admin right to – with single sign-on also the members of the group in OIDC_ADMIN_GROUP. There they manage accounts, workspaces, operations, the instance's settings and the activity log.
Users
All accounts of the instance with their last sign-in.
- End sessions signs a person out on all devices.
- Deactivate locks an account immediately and ends all sessions; Activate releases it again.
- For accounts with e-mail and password: Make admin or Remove admin (someone always administers the instance) and Reset link – a link for a new password, valid for two hours, to hand over when the instance does not send e-mails.
Accounts with e-mail and password are created with Create account (see Sign-in); SSO accounts on their first sign-in via OIDC, and their admin right comes from the group at the provider.
Workspaces
All workspaces with their number of members, usage and storage quota. The quota can be overridden per workspace.
Operations
The state of the instance: size of the database and uploads, queues, search index, versions and uptime, plus the storage overview with the S3 connection, database backup and content figures. Details under Operations and troubleshooting.
Instance
| Setting | Effect |
|---|---|
| Name | Appears in the sidebar and on the start page next to the logo. |
| Notice | A banner for everyone, e.g. announced maintenance. |
| Default storage quota | For workspaces without a quota of their own. |
| Version retention | Days after which automatic versions are deleted. |
| Maximum upload size | The limit per file in MB. |
| Create workspaces | Whether everyone may create workspaces of their own. |
| Allow sign-ups with e-mail and password | Anyone may create an account. Without this setting only invited addresses (and the instance's first account). |
| Offer a demo on the start page | Only on flowplan.org, see below. |
Empty fields fall back to the environment variables.
E-mail and scheduled backup
- E-mail delivery shows the configured server, the queue and the last error; Send test e-mail checks the connection right away.
- Daily database backup: a consistent copy of the database per day, with S3 in the bucket under
backups/, otherwise in the data folder. The newest n are kept; Back up now creates one immediately. - Lock accounts without sign-in after (days): locked accounts lose their sessions and their API tokens stop working; the lock appears in the activity log and can be lifted under Users.
Backup of the whole instance
Download backup creates a verified copy of the database and files while running. An uploaded backup is checked and applied on the next restart; the previous state stays as pre-restore-… in the data directory.
Demo
The demo belongs to the product website and only exists on the official instance flowplan.org (FLOWPLAN_PUBLIC_SITE=true); self-hosted instances do not show the setting.
With Offer a demo on the start page, the button Try the demo appears on the start page next to sign-up and sign-in. Without an account it creates a demo guest with an example workspace of its own. Every demo gets fresh example pages that show all features: a welcome page, an editor tour with all blocks, a project database with relation, rollup, formula, recurrence and all views (table, board, calendar, timeline, gallery, list, feed, chart, form), a whiteboard, a journal and a small wiki.
- The demo ends with End demo, on signing out, after 45 minutes without activity and after three hours at the latest. Then the account, workspace, pages and files are deleted completely.
- Demo guests cannot take anything outside: no publishing, no share links, no invitations, no further workspaces, no public forms, no administration.
- Every demo workspace has 25 MB of storage. New demos are limited to five per hour and address and 40 at the same time.
Activity log
The latest changes with person, action and affected resource – such as shares, role changes, deletions and settings. Export as CSV downloads the complete log for spreadsheet programs.