Use cases
What teams build with Actana
Eight setups, from a code factory to a customer portal. Each one shows the products it uses, what each one does, and the app it produces.
A code factory for your engineers
“Our engineers each run coding agents on their laptops. Keys sit everywhere, nobody knows what is running, and the good setups leave with whoever made them.”
Engineers hand issues to agents from Jira or Slack. Each job runs in a fresh sandbox with the repo, tools and tests ready, and the sandbox is deleted once the pull request is up. Agents that need memory run on Control, which you host yourself. Every job ends in a PR and a short report.
- 1FlowPicks up issues labelled agent in Jira and sends each one to the right agent.
- 2Agents › CrewStarts a fresh sandbox per job with the repo, tools and tests ready. Deleted when the job ends.
- 3SearchThe agent reads your codebase, docs and past PRs before it writes a line.
- 4ModelSecrets and customer data in logs are masked before any model sees them.
- 5Agents › ControlLong-lived agents keep their context on Cores you host, at no extra cost.
- 6AppsOne panel shows every job, its logs, its PR and its sandbox time.
- Every agent run is visible, logged and stoppable from one panel.
- No keys on laptops: a sandbox holds credentials for one job only.
- A good agent setup is saved once and used by the whole team.
Document analysis: PDFs in, clean data out
“Invoices, contracts and forms arrive as PDFs and email attachments. Someone reads each one and types the same fields into the ERP, the CRM and a spreadsheet.”
A flow watches the inbox and shared drives. An agent reads each document in a clean sandbox, pulls out the fields with a confidence score and checks them against your tables. Clear documents are filed and synced. Unclear ones wait in a review app with the field highlighted on the page.
- 1FlowWatches Gmail and Drive and starts one run per document.
- 2ModelMasks names, IBANs and addresses before a model reads the text.
- 3Agents › CrewReads the document in a sandbox that is deleted afterwards, and extracts each field.
- 4AppsA review screen for low-confidence fields, with the source highlighted.
- 5StorageKeeps the files and the extracted rows in your own tables.
- 6FlowSyncs approved rows to Salesforce, your ERP or accounting.
- Nobody retypes a field that is already on the page.
- Every value links back to where it was found in the document.
- People review the exceptions, not every document.
A customer portal your users log in to
“Customers email for status, send files as attachments and wait for answers that are already in the docs. A real portal would take a team a quarter to build.”
You build the portal in Actana Apps and invite customers as external seats. Each customer sees only their own records. Requests come in through Forms, files land in Storage, and a support agent answers from your docs and the customer's own history, with sources.
- 1AppsThe portal itself: requests, files and a help chat, on your own domain.
- 2FormsRequest and onboarding forms with uploads, for people with or without an account.
- 3StorageEach customer's records and files, kept apart by row-level access.
- 4SearchThe agent answers from your docs and the customer's own history.
- 5FlowRoutes each new request to your team and keeps its status current.
- Customers find answers and status themselves, at any hour.
- Your team gets requests with the files and context attached.
- $1 per customer seat, with search, storage and rows included.
Internal apps that replace the spreadsheet
“Purchase requests, vendor onboarding and refunds live in a shared sheet. Status is whatever the last person typed, and approvals happen in DMs.”
Describe the app and Actana builds it on your tables: a queue, a detail view, approve and reject, roles. When a request comes in, an agent checks it against budget and policy and writes a summary. Approving starts the flows that do the rest.
- 1AppsThe approvals app: queue, detail panel, roles and an audit trail.
- 2StorageRequests, budgets and vendors as tables the app and the flows share.
- 3Agents › CrewChecks each request against budget and policy and writes a short summary.
- 4SearchFinds the policy and past decisions behind each check.
- 5FlowOn approve: raise the PO, post in Slack, update the ERP.
- Status is always current, and every decision is logged.
- Approvers read a summary instead of chasing context.
- Change the app by describing the change.
Laptops × 6
Support that answers from your own docs
“Half our tickets are questions the docs already answer, and new people take weeks to learn where everything is.”
A flow picks up each new ticket, searches your help center and past tickets, and drafts a reply with its sources. A person approves it in Slack or the inbox before it goes out. Hard tickets are routed to the right team with the context attached.
- 1FlowPicks up each new ticket from Intercom or Zendesk.
- 2ModelMasks customer details and routes the question to a fitting model.
- 3SearchFinds the answer in your help center and in past tickets.
- 4FlowDrafts a reply with sources and asks a person to approve it in Slack.
- 5StorageKeeps every draft, edit and outcome, so the next answer is better.
- Replies come with the sources they are based on.
- A person approves everything that goes out.
- Hard tickets reach the right team with context attached.
A knowledge assistant for the whole company
“The answer is somewhere in Drive, Notion or Slack, and whoever knew it is on holiday.”
Search indexes your sources and finds by meaning and by keyword. People ask in plain language, in Actana or in Slack, and get the answer with the pages it came from. Access follows the source: nobody sees a document they could not open.
- 1SearchIndexes Drive, Notion, Confluence and Slack, and finds by meaning and by keyword.
- 2StorageKeeps the index and the files inside your workspace.
- 3ModelMasks private data and routes each question to a fitting model.
- 4FlowAnswers in Slack too, and flags questions nothing could answer.
- Answers link to their source, so people can check them.
- Access follows the original permissions.
- Missing docs show up as questions nobody could answer.
Intake forms that start the work
“A form comes in, and then someone does five things by hand: file it, check it, look the person up, create the accounts and tell the right people.”
An embedded Actana form collects the request, even from people without an account. The submission is stored, checked, enriched and assigned before anyone opens it, and the person who sent it can follow its status.
- 1FormsEmbedded on your site or sent as a link, with conditional steps and uploads.
- 2StorageEvery submission and file lands in your own tables.
- 3Agents › CrewReads uploaded documents, like a contract, in a sandbox.
- 4FlowChecks the answers, creates the accounts and assigns the work.
- Work starts the moment the form is sent.
- Missing or wrong answers are caught before a person looks.
- The requester sees status without asking.
Onboard a new hire
Tell us about the new hire. No account needed.
AI on data you can't send out
“Our records hold names, IBANs and policy numbers. Legal won't let any of it reach a model vendor, so AI stays a slide in the strategy deck.”
Every flow, agent and app sends text through Actana Model first. Masking finds names, emails, IBANs and case numbers and swaps them for tokens, and the real values stay inside your walls. The model works on tokens, and the answer is put back together inside Actana.
- 1ModelMasking finds private data and swaps it for tokens before any model call.
- 2StorageThe token map stays in your storage. Nothing is kept at the model vendor.
- 3ModelRouting picks the model per step, including one you host.
- 4FlowPuts the real values back in the answer, for people allowed to see them.
- Use any model without sending it customer data.
- Every call is logged with what was masked.
- Security reviews one layer instead of every tool.
Claim from Anna Weber (anna.weber@mail.de, policy HV-448213) for water damage on 12 March. Pay out to IBAN DE89 3704 0044 0532 0130 00 once approved.
The model's answer appears here.