Agents
This term has two distinct meanings in business technology:
AI Agents (Autonomous): Advanced AI systems that can independently control your computer or software applications to complete tasks without human intervention. These agents can navigate different programs, make decisions, and execute complex workflows automatically. For example, an autonomous agent might review incoming emails, categorize them, update your CRM, and schedule appropriate follow-up Tasks.
AI Agents (Prompt-based): Specialized AI assistants designed to handle specific types of requests or conversations. These agents use custom instructions and knowledge bases to provide consistent responses within defined parameters. Unlike autonomous agents, prompt agents respond to queries rather than independently controlling systems. See also: Automation, RPA.
Authentication
The process of verifying who you are when accessing a system or application. This typically involves entering your Credentials (username and password), but can also include two-factor authentication like text codes or biometric verification. Think of it as the digital equivalent of showing your ID at a secure building.
Automation
The process of making repetitive tasks happen automatically without human intervention. Instead of manually sending follow-up emails or creating new project folders, Automation can handle these routine activities based on specific triggers. For example, when a new client signs a contract, automation might automatically create a project in your PM system, add the client to your CRM, and assign initial Tasks to team members.
Business OS Tool
A comprehensive, all-in-one software platform that aims to handle multiple business functions in a single system. Think of it as the iOS or Windows for your business—instead of using separate apps for CRM, PM, accounting, and communications, a Business OS tool tries to integrate everything into one unified platform. Examples include systems like Monday.com or ClickUp when configured to handle multiple business functions.
Cloud
Here's a little industry secret: "the cloud" is just someone else's computer. When you store files "in the cloud," you're actually storing them on servers owned by companies like Google, Microsoft, or Amazon. The advantage is that these servers are professionally maintained, backed up, and accessible from anywhere with internet access. Cloud storage eliminates the need for physical servers in your office and provides automatic backups and updates.
Credentials
Your username and password combination used for Authentication. In business contexts, credentials might also include security keys, access tokens, or other verification methods. Proper credential management is crucial for maintaining system security and ensuring the right people have access to the right information.
CRM (Customer Relationship Management)
A system for managing all your interactions with customers and potential customers. A CRM tracks contact information, communication history, sales opportunities, and customer preferences in one central location. People often confuse CRM with PM tools, and in specialized industries like construction or insurance claims management, CRM and PM functionalities are frequently combined in the same platform since client management and project management are closely intertwined.
Data Breach Reporting Requirements
Legal obligations to notify authorities and affected individuals when sensitive information is accidentally exposed or stolen. Many states and industries have specific requirements about how quickly you must report breaches, who must be notified, and what steps you must take to remedy the situation. These requirements are closely related to Privacy Regulations and affect how we design your data handling processes.
Database
A structured collection of information that can be easily searched, updated, and managed. Think of it as a highly organized digital filing cabinet where each piece of information has a specific place and can be quickly retrieved. Your CRM data, customer lists, and project information are all stored in databases, which can be hosted in the Cloud or on local servers.
Export Ability and Formats
The capability to get your data out of a system in various File Types. This is crucial for avoiding vendor lock-in—you should always be able to export your information if you want to switch systems or create backups. Common export formats include CSV (spreadsheet-compatible), PDF (for documents), and JSON (for technical integrations). Always verify export capabilities before committing to any system.
File Types
Different formats for storing digital information, each with specific uses and compatibility requirements. Common business file types include PDF (documents that look the same everywhere), CSV (spreadsheet data), DOCX (Word documents), and XLSX (Excel spreadsheets). Understanding file types is important for Export Ability and Integrations between different systems.
Integrations
Connections between different software applications that allow them to share information automatically. Instead of manually copying data between systems, integrations use APIs to keep information synchronized. For example, an integration might automatically add new customers from your website to your CRM, or sync project updates between your PM tool and your accounting software.
Interface
The visual and interactive elements through which you interact with software or systems. An interface includes buttons, menus, forms, and displays that allow you to input information and view results. A good interface makes complex systems easy to use—think of it as the "dashboard" or "control panel" for your software. Views are different types of interfaces for displaying the same underlying information.
Local
Running software, AI models, or storing data on your own computers or servers rather than in the Cloud. Local systems give you complete control over your data and don't require internet connectivity, but you're responsible for maintenance, backups, and security. Some businesses choose local solutions for sensitive information or to avoid ongoing subscription costs, while others prefer cloud solutions for their convenience and professional management.
Permissions
Access rights that determine what actions different users can perform within a system. Permissions control who can view, edit, delete, or manage specific information and functions. For example, in your CRM, a sales representative might have permission to view and edit customer contacts but not delete them, while a manager has full access including deletion rights. Proper permission management follows the Principle of Least Privilege to maintain security while enabling productivity.
