Manage a live app in Admin

"Can someone fix the typo on the export card?" "Where did these 200 old rows go?" "Did anyone outside actually open the link?" A month after the product team published their customer feedback board, nobody asks what the app should do any more. They ask what it holds, who can touch it, and whether it is working.

The build chat is the slow way to answer those questions. Rebuilding the app to fix one typo in one card is the wrong tool, and a change to a saved entry should never slip through unseen. Admin is where you run the app you already have: its records, its connections, its schedule, its link, and its keys. The chat stays for changing what the app does.

This guide walks through Admin in the order its left menu lists the sections, using that same feedback board. Build a live app covers how the board was built and published in the first place.

The short version

Open the live app and click the Admin tab. Rename the app and add administrators in Overview. In Data, check Record usage, edit entries in the table, and use the More data actions menu to Add from CSV file or Save as CSV file. Set schedules in Automation, the published version and address in Sharing, and keys in Secrets. When the AI proposes a change to saved data in the chat, choose Apply or Discard.

Know who sees Admin

The Admin tab sits next to Preview and Code, and only people who can manage the app see it: the creator and the app administrators the creator adds. Everyone else who opens the live app, including canvas members, guests, and visitors from a published link, sees the app alone.

The left menu is not the same for both groups:

Inside Overview, only the creator can change who is on the administrator list.

Name the app and choose administrators in Overview

Overview opens first. At the top are the app's reference details: App id, with a copy button next to it, and the Created and Updated dates. The App id names this exact app, so paste it in when you contact support about it.

App name is the name everyone you share the app with sees, and the title of its published page. Type a new one and click Save.

Below the name, three rows summarize the app. Click a row to open its section:

• Data shows how many tables the app saves into, such as "2 tables", or No data saved yet.
• Connected data names the first connected source, or shows Nothing connected.
• Automation shows the schedule's state, such as Automation is off.

App administrators comes last. The creator is listed first, marked Creator. To add someone, the creator types in Find by name or email, clicks Add administrator next to the right person, and confirms with Save changes. Administrators must be workspace members who can already open this canvas; canvas edit access alone does not make someone an administrator.

Each administrator row has a Share conversations switch. With it on, that person also reads past conversations and changes the app in chat. With it off, they manage code, data, and automation without seeing the conversation. Remove access takes someone off the list.

For the feedback board, the product manager who built it adds the designer as an administrator with Share conversations on, because the designer will ask for layout changes in chat. The engineer who only tidies entries gets administrator access with the switch off.

Watch the record limit in Data

Data holds everything the app has saved, and the first thing on it is Record usage: a meter that reads, for example, "63 of 10,000 records", with each collection's count listed underneath.

Every app can hold 10,000 records in total, across all of its collections. Files attached to records do not count toward this limit. Their bytes use your workspace storage instead, and the meter says so in its footnote.

Two smaller limits apply to single items. One record can be up to 32 KB, and one attached file up to 64 MB. Anything larger is refused with its own message.

When usage reaches 90% of the limit, the meter turns red and a note reads "Record limit nearly reached. Contact us to request a higher limit." Click Contact us and a support chat opens with a request to raise this app's limit already written. Admin has no setting for the limit: a higher limit is something you request from ALLO this way.

When the limit is reached

Once an app holds 10,000 records, new records are refused, whether the app itself writes them, a visitor submits them through the published link, or you import them. One notice covers all of these:

• The creator and app administrators see "App record limit reached. Contact us to request a higher limit." with View usage, which opens Admin → Data, and Contact us.
• Everyone else sees "App record limit reached. Ask an app administrator to contact us."

If a teammate forwards that second message to you, open Data, confirm the meter, and click Contact us. The request goes to the same team you reach when you contact support.

Decide who can view and add, per collection

Below the meter, a tab for each collection switches the view. The tabs carry the collections' names, such as Records and Submissions, or "feedback" and "votes" on the feedback board.

Each collection has its own Collection permissions. The owner and administrators always have full access, with one exception: a collection connected from another app with View only access stays read-only for everyone here, including this app's creator and administrators. The table says "View-only data. Edit it in its original app.", so make those changes in the original app. The row for Everyone else covers canvas members, guests, and visitors from a published link. Click Change access to set it:

• View and Add are on or off.
• Update and Delete are Off, Own only, or All.

Click Save to apply. Turning on View shows the exposure warning first, and you confirm with Share records.

Edit entries in the table

Under the permissions sits the collection's table, and it behaves like a small spreadsheet.

• Search narrows the rows by text. Filter adds conditions, such as a field that is, contains, or is empty.
• The arrow next to a field's name opens Sort ascending, Sort descending, Filter by this field, and Hide field.
• New row adds an entry. In a collection whose fields aren't defined yet, Add field (the plus at the end of the header row) adds one.
• Click a cell to edit it. Enter saves, Esc cancels.
• Each row's menu has Copy record ID and Delete. A deleted item stays deleted even if you go back to an older code version.

The Creator, Created, and Updated columns show who added each entry and when, so "who added these 200 rows?" has an answer.

The More data actions menu (...) at the top right of the table holds the collection-wide actions:

A pull from a connection never undoes your own work. Rows you deleted stay deleted, and rows you edited in the table are not overwritten. To make an edited row follow the source again, open that row's menu and choose Revert to source.

Two boundaries are worth knowing before you rely on a sync:

• If the source has no row ID, a row that changes at the source arrives as a new record instead of updating the old one. The pull result says "The source has no row ID, so a changed row comes in as a new row".
• Records that disappear from the source stay in the collection. The pull result counts them as "no longer in the source, kept here". Delete them in the table if you no longer want them.

Import a spreadsheet with Add from CSV file

The feedback board launched in October, but the team has 200 rows of older feedback in a spreadsheet. Add from CSV file brings them in without retyping, and it checks every row before anything is saved.

The app must have its fields defined first. If it doesn't, ALLO says "This app's fields aren't defined yet. Rebuild the app or request a change to define them before importing." Ask for the fields in the chat, then import. A CSV can be up to 10 MB with at most 10,000 rows.

1. Open the collection, open More data actions, and choose Add from CSV file. Pick the file.
2. Review CSV import opens with the file name at the top and your rows below. Each CSV column has a field picker in its header. Columns whose heading matches a field name are matched for you. For the rest, choose a field, or choose Ignore this column for data the app doesn't need.
3. Read the chips above the table: Ready, To fix, Unmatched columns, and Skipped columns, each with a count.
4. Fix the rows that need it. Problem cells are tinted, and the Errors column names the fields, such as "A value is required: Title" or "Value doesn't match the field type: Votes". A row over 32 KB shows "This row exceeds 32 KB." Correct them in your spreadsheet and select the file again.
5. Click Import rows with its count, for example Import rows (200).

Import rows stays disabled until every row is valid and every column is matched or skipped. Until then, nothing is written. An import also never changes the app's fields. For a spreadsheet column with no matching field, choose Ignore this column in its header, or, if you need that data, ask for the field in the chat first and then select the file again. Leaving the column unmatched keeps Import rows disabled.

A few details save a second attempt:

• A list field accepts plain comma-separated text such as "sweet, crunchy", as well as the JSON list that Save as CSV file writes.
• Importing the same file again with the same column choices does not add the same rows twice. Those rows are counted as already there.
• Large files import in steps. A progress line shows how many rows are done.

When the import finishes, chips show how many rows were added, how many were already there, and how many failed. Rows go in batches of up to 500, and each batch is saved whole or not at all. If a batch would take the app past its record limit, none of its rows are added, including rows that would have fit, and they count as failed. In a large file, earlier batches may already be saved. The standard notice "App record limit reached. Contact us to request a higher limit." appears with View usage and Contact us.

Review the AI's changes to saved data

The chat can change saved data too, but never silently. Ask the AI to fix the typo on the export card, or to delete a duplicate, and it does not change the entry directly. A review row appears in the chat instead, marked Waiting for approval. For an update, it shows each field's current value crossed out next to the new value. For a deletion, it shows the entry that would go away.

Nothing changes until you choose Apply. Discard drops the proposal and leaves the entry as it was. The row then shows Applied or Discarded, so the chat keeps a record of what happened. Apply waits until any build that is running finishes.

New items the AI adds are saved without this review, since adding an item overwrites nothing someone saved.

Connect outside data in Connected data

Connected data lists every source the app reads from:

• An outside service. Each one reads "Pulls data from" its address, with the provider and "key stored safely" underneath. Disconnect removes it, and its Refresh data only switch keeps that source's data fresh on a schedule.
• Another app on this canvas. Each one reads "Uses data from" that app's name, with View only or View and edit. Disconnect removes only the link; the original app keeps its data and files.
• A local folder. Local folder connects a folder on this device. Folder access stays on the device, and the copies you select are shared with people who can access the object.

When nothing is connected, the section either offers the connection form (Data endpoint (URL), API key, and Connect & test) or tells you to ask in chat, like "connect my data". At the bottom, Apps using this app's data lists the apps that read from this one.

Schedule work in Automation

Automation runs one Scheduled action for the app:

• Re-run the app task runs your last completed request again on a schedule. Each run uses AI credits. It starts at once a day and shows its current schedule. It needs a finished request in chat first.
• Refresh data only pulls fresh data from the connection. It is free and does not change the app. It runs every 15 minutes, every hour, or once a day, and it needs a connection first.

Pick one, check the Repeat interval, and turn on the switch. To change the action later, pause automation first. Run history below lists each run as Done, Failed, Skipped, Needs you, or Run by you.

If the workspace runs out of AI credits, the next scheduled re-run is skipped and automation pauses. Add credits, then turn automation back on.

Publish versions and set the link in Sharing

Sharing collects what visitors see:

• Published version shows the live version, such as "Version 3", or Not published. Publish shares your latest version, and Unpublish closes the link. Visitors keep using the published version while you edit the next one.
• Address shows the app's link with Copy link and Open in a new tab.
• Anyone with the link can view lets the link open without signing in. Turn it off and only people invited to the canvas can open it; Invite people opens canvas sharing.
• Search and link previews holds the Description shown under the app name in search results and link previews. Click Save after editing. The page title is always the app name, and link previews use a screenshot of the published page when one is available.

Read visits and activity in Analytics

Analytics is for the creator only. It counts Views (published page loads, including visitors from the anonymous link) and People/browsers, and shows the Last view. Visits by the identified owner and administrators, and previews, are left out, so your own testing does not inflate the numbers.

Switch between Daily · 90 days and Hourly · 7 days, click Refresh for the latest numbers, or Export JSON to keep a copy. Below, Collections shows each collection's Records and Files, a Daily additions chart, and when an entry was Last added and Last changed.

For the feedback board, this answers the question from the top of this guide: if Views climbs after the link goes out but the feedback collection's Last added stays put, interviewees are opening the board without adding anything.

Keep keys safe in Secrets

Secrets holds the keys the app uses to reach outside services, such as an API key for a CRM. Only the creator manages them. The AI (model) never sees their values; ALLO sends a key only to the service it was approved for.

1. Click Add secret. Enter a Name and a Value. Add another key adds more rows, so you can save several at once.
2. Click Save.

Each key then has its own row with four buttons: Copy name, Edit, Show values (the eye), and Delete secrets (the trash can). Edit renames the key or replaces its value; leave the value blank to keep the current one.

Show values needs no extra password. The value appears right away, with a copy button and Hide values, and it hides again on its own after 15 seconds or as soon as you switch to another browser tab.

Deleting a key stops every operation that uses it, and it cannot be undone. With more than one key, select several and use Delete selected secrets. Below the keys, Approved operations lists what the app has been approved to do with them.

Delete the app forever

At the bottom of Data, Connected apps and delete opens the Danger zone with Delete app forever. It deletes every copy of the app and everything it saved. Undo and older versions cannot bring it back, so use Save as CSV file on each collection you want to keep first. If other apps read this app's data, a second warning, Connected apps use this data, lists them before you can choose Retire anyway.

What can go wrong

Import rows stays disabled. Check the chips:

• To fix above zero: some rows have errors. The Errors column names the fields.
• Unmatched columns above zero: pick a field for each one, or choose Ignore this column.

"This app's fields aren't defined yet." Ask in chat for the fields the app should store, then import again.

"The app's fields changed. Select the CSV again to review the new mapping." Someone changed the app while you reviewed the file. Choose the CSV again.

Some imported rows failed. If the "App record limit reached." notice appeared with it, the import would have passed the record limit, so every row in that batch failed, including rows that would have fit. Without that notice, follow the message shown with the failure, then select the file again; rows already saved are not added twice.

The review says "This row exceeds 32 KB." That row blocks Import rows for the whole file. Shorten it in your spreadsheet, then select the corrected file again.

"App record limit reached." Creators and administrators click Contact us. Everyone else asks an app administrator to do it.

The AI said it changed an entry, but the table looks the same. The change is waiting in the chat. Find its review row and choose Apply.

A scheduled update was skipped. The workspace ran out of AI credits and automation paused. Add credits, then turn automation back on.

You can't see Analytics or Secrets. Only the creator sees them.

A teammate can't open Admin. Only the creator and app administrators see it. Ask the creator to add your teammate under Overview → App administrators.

A key's value disappeared. Shown values hide after 15 seconds or when you switch tabs. Click Show values again.

If none of these match, contact support with the App id from Overview and the exact message you see.