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AI agents: security and privacy
The connection screen, the office's settings, sensitive fields, amounts, files and revoking.
On this page
What does the connection screen show? What does the office set? When do amounts reach the AI? What does the AI see of files? Where do the answers go?An AI agent is not a separate user: it is you, through your AI. Every question is checked again — your role, your office, the agent settings — and whatever changes applies from the next question. When a user is switched off, their AI stops at once.
What does the connection screen show?
Before connecting, Ergothiki shows which AI is asking for access, as whom and in which office, what it reads, whether it sees amounts — only if your role does — and what it never does, and where the connection returns (the AI's address: the AI picks its own name, not its address) — and, if the AI asks for the platform door, it says so. You press Allow or Deny. While signed in as someone else, approval is not possible.
What does the office set?
Under Settings → AI agents, whoever changes the office's settings decides:
| Permission | Office Owner | Office administrator | Project manager | Technical staff | Secretariat | Accounting | Website manager |
|---|---|---|---|---|---|---|---|
| Change the office settings | yes | yes | no | no | no | no | no |
| Section | What it sets |
|---|---|
| General | Whether agents are on for the whole office, from which AIs people connect, and how many days a connection lasts unused (7, 30 or 90; 30 at first). When you switch them off, every connection stops at once |
| What is allowed | For each area: Off, Read or Record — where the area has something to record. Sending starts off; when it is on, every send goes through a preview and your approval. The role always comes first |
| People | Which roles connect, exceptions for particular people, and the active connections, with Revoke — one or all — that applies at once. On a plan with one user seat the section is not shown |
| Sensitive fields | The fields customer and partner records have — tax number, ID number, IBAN, mobile, email, address: what reaches the AI whole and what reaches it hidden. At first only the email and the address are visible. Hidden, the tax number, the ID, the IBAN and the mobile arrive with their last 4 digits only, the email with only the name before the @, and the address not at all — and with it the property's KAEK |
| Credits & limits | What the agents spent this month, by area and by person, and a monthly credit limit |
| History | Every action: when, who, with which AI, what — and whatever was refused. It stays in Ergothiki; it is not exported in bulk |
When do amounts reach the AI?
Amounts reach the AI only if your role sees amounts and the Finance area is not off; otherwise they do not reach it at all, not even as zero. Fees and prices are never written through an AI. A receipt on a work item or an expense on a project is recorded only with Finance on Record and the permission for amounts — for expenses, too, for an expense — with a preview and your approval, within the limits «Largest amount per record through AI» and «Money records through AI per person per day» the office sets; correcting and deleting are done on screen only.
| Permission | Office Owner | Office administrator | Project manager | Technical staff | Secretariat | Accounting | Website manager |
|---|---|---|---|---|---|---|---|
| See the amounts of money on projects and work items | yes | yes | yes | no | no | yes | no |
What does the AI see of files?
The AI sees file names, places and sizes, not their content. When you ask it for a file, it gives an Ergothiki link that opens only for someone signed in who may reach the file — not a public link. Public sharing is done only with Share, on screen.
Where do the answers go?
Whatever Ergothiki answers is read by your AI's provider, under its own terms. That is why the office chooses which AIs are allowed and which fields arrive hidden.