Concepts

Learn how organizations, workspaces, databases, records, fields, views, automations, and user roles fit together in Blue.

Blue organizes repeatable work in organizations, workspaces, databases, records, fields, views, automations, and user roles.

Organization
└── Workspace
    └── Database
        ├── Records
        ├── Fields
        ├── Views: Board, Table, Calendar, Timeline, Map
        └── Automations

Organizations

An organization is the top-level container for workspaces and their data. You can belong to multiple organizations and switch between them with one Blue login.

The notification bell shows activity and mentions from all your organizations. You do not have to switch organizations to check for new notifications.

Workspaces

Each workspace contains one process or project. It holds its own databases, files, docs, chats, forms, and users.

Only invited users can see and collaborate on a workspace’s data. This separation lets each workspace have a different team and process.

Keeping work in a workspace creates a history that new team members can review. After work ends, archive the workspace to retain its information and files for later access.

Use Sidebar Folders to organize workspaces. These folders are shared across the organization, so members see the same sidebar structure.

A workspace can contain a continuous process or a project with an end date:

  1. Processes continue without a fixed end date. Examples include customer service, helpdesks, sales tracking, and recruitment.
  2. Projects have defined goals, start dates, and end dates. Examples include an event launch, branding update, or website redesign.

Databases

A database holds one set of records and the fields that describe them. A workspace can contain several databases, such as Deals and Contacts. Each database appears as a tab in the workspace.

A blank workspace starts with one database named Records.

Process Steps

A process step is an option of a Select (single) field. In the Records database, this field is named List. The Board view shows each option as a column. Move a record to another column to change its step.

Combine process steps with automations to apply repeatable actions as records move through the process.

The following examples show process steps for four common processes.

Sales

  • Unqualified Prospect: Identify a possible customer.
  • Qualification: Assess the prospect’s fit and interest.
  • Writing Proposal: Prepare a proposal for the prospect.
  • Proposal Sent: Send the proposal for review.
  • Final Negotiations: Agree on final terms and resolve concerns.
  • Closed Won: Record a successful deal.
  • Closed Lost: Record the prospect’s decision not to proceed.

Customer onboarding for SaaS

  • Initial Contact: Contact the new customer.
  • Product Demonstration: Show the product’s features.
  • Pilot Program Setup: Set up a proof-of-concept for evaluation.
  • Feedback Gathering: Collect feedback during or after the trial.
  • Subscription Discussion: Review subscription options and confirm the customer’s choice.
  • Onboarding Complete: Complete the steps required for the customer to use the product.
  • Follow-up for Future Enhancements: Continue communication about support and product updates.

Software product development

  • Ideas: Collect possible product changes.
  • Backlog (Long Term): Prioritize ideas and features for future work.
  • Spec & Design: Define requirements, architecture, and user experience.
  • Backlog (Short Term): Schedule records for an upcoming development cycle.
  • In Progress: Develop and test the feature.
  • Code Review: Review code for quality, performance, and standards.
  • Dev Environment: Test the feature and make it available to the wider team.
  • Beta Environment: Release the feature to selected customers for testing and feedback.
  • Shipped: Release the tested feature to all customers.

Hiring

  • Received Applications: Collect candidate applications.
  • Screening Candidates: Review applications and select candidates.
  • Initial Interview: Assess each candidate’s suitability and interest.
  • Skill Assessment: Evaluate skills through tests or practical work.
  • Final Interview: Conduct detailed interviews with the leading candidates.
  • Offer Extension: Send a formal offer to the selected candidate.
  • Candidate Onboarding: Provide orientation and training to the new team member.

In these examples, a record represents a prospect, customer, feature, or candidate. The record’s step shows where it is in the process.

An automation can run when a record moves to a specified step. For example, Blue can:

  1. Create a preset checklist from a standard operating procedure (SOP).
  2. Assign a person to the record.
  3. Set a due date relative to the process step or event.
  4. Add tags to the record.
  5. Send a custom email notification when specified conditions match.

Records

Records are the items in a database. A record can represent a customer interaction, sale, project milestone, inventory item, feature, or candidate.

You can change what records are called in each database, such as Leads or Tickets. Each record keeps its field values, comments, activity, and checklists in one location.

Fields

Fields store structured information on records, such as sales amounts, dates, or the person responsible. Each database has its own fields. Available types include text, number, select, date, assignee, file, and references to records in other databases.

The Records database of a blank workspace starts with these fields: Title, Description, Completed, Due date, Assignee, Tags, Files, and List. You cannot remove the name field (Title) or the completion field (Completed) from the database.

Every record also shows facts that Blue maintains, such as Created at, Updated at, and Dependencies.

Views

Views display the records of a database in different layouts:

  • Board: Groups records into columns, such as process steps.
  • Table: Displays records in a grid for filtering, sorting, and bulk editing.
  • Calendar: Displays records by date and time.
  • Timeline: Displays record schedules, deadlines, and dependencies in a Gantt-style timeline.
  • Map: Plots records that contain location data on a map.

User roles

User roles control access and permissions in each workspace:

  • Project Administrator: Has full access to workspace settings, data, and user management. This role can create custom roles and assign permissions.
  • Team Member: Can create and edit records and manage the workflow. This role cannot delete the workspace or access administrative settings.
  • Client: Can view records and add comments. This role cannot change the workspace structure.
  • Comment-Only: Can add comments but cannot create, edit, or delete records or workspace elements.
  • View-Only: Can view workspace data but cannot change it.

Project Administrators can create Custom User Roles. A custom role can:

  • Allow specified actions, including viewing, editing, or deleting records.
  • Show or hide each workspace menu item, including database tabs.
  • Control access to process steps and fields.
  • Give multiple users the same permissions.
  • Limit users to records assigned to them.
  • Control whether users can invite new workspace members.

Get started

Blue tiers start with a one-time payment of $99 and include a 30-day money-back guarantee. Choose a plan or request a demo, then create your first workspace.

For help, contact support@blue.app.