Data Governance in planCoo: Let AI Explain What the Public Can See
By planCoo · August 2026
planCoo lets organisations share a public company page, projects, groups, updates, and resources. That visibility is powerful when it is intentional. It is much harder to manage when several people publish across several projects and nobody has one reliable answer to a simple question: what can a visitor see right now?
Data governance gives owners and admins that answer in one place, with AI doing what it is good at: turning a complicated set of related signals into a clear explanation. It compares the live visibility settings with the pages a visitor can reach, groups the result in plain language, and creates a PDF for internal review. The point is confidence before you share a link, publish an update, or present your organisation to a partner.
Visibility is a network, not a single switch
A company page can be public while one project stays internal. A project can be public even if the company page is private, because the project has its own public address. A group has its own visibility setting. A resource can be marked public on an internal project, but visitors still cannot reach it through that project.
Each rule makes sense on its own. The risk appears when you review only one toggle at a time. Data governance brings the live flags, counts, links, and parent relationships together so you can see the public surface as a whole.
Where to find it
Open the internal company page. Owners and admins see a Data governance button in the header, next to the public profile and team management actions. Members without that role do not see the button, and the API enforces the same access rule.
The overview opens in a modal, so it stays close to the work you are already doing. It does not create a new page or post anything to the company feed.
Facts first, then an AI explanation
The modal loads a live checklist from your organisation's settings. This checklist is the source of truth. Then AI can turn that structured information into a short explanation that helps people understand the connections between the settings. Opening the view does not call AI. You decide when an explanation is useful.
Each row shows Public or Internal status. Where a public page exists, you can open it in a new tab.
Feed counts stay aggregated. Resources show whether they are visible externally, including when a public mark is hidden by an internal parent project.
The same Azure OpenAI stack used for project reports and meeting briefings turns the checklist into a grouped summary. It can explain how a private company page, a public project, and a resource hidden by its parent fit together.
The same PDF pipeline used for Gantt exports downloads a document with the tables and, if you generated one, the AI text.
See the routes that matter
This is where a simple public or private label can be misleading. If the company page is private, its public company URL is closed. A project that is public can still be opened at its own public address. Data governance shows that distinction clearly, so private company does not get mistaken for no public content.
The reverse case is covered too. A resource marked public on an internal project is not shown to visitors, because resource visibility follows the parent project.
This is where AI earns its place
A human can inspect a few visibility switches. AI becomes useful when the answer spans an organisation, many projects, groups, updates, resources, and parent relationships. Data governance uses the same report engine as Gantt status reports and portfolio briefings to organise those facts, explain the important connections, and produce a concise summary. Context is prepared server-side, only owners and admins can generate an explanation, and usage is limited and logged. The result stays in the control view instead of becoming a feed post.
This feature does not replace a GDPR export, account deletion, or a personal Live CV privacy screen. Those controls remain separate. Data governance answers a narrower and practical question: what has the organisation chosen to show on its public surfaces?
Who it is for
Hubs and companies can review their public surface before a partner visit, funding review, or launch. Erasmus+ teams can check whether dissemination content is actually reachable. Universities and companies working across organisations get a shared answer they can discuss, export, and act on without hunting through project settings one by one.
Try it on your company page
If you already use planCoo, look for Data governance in the internal company header. If you are new, create a public company page and a couple of projects, then open the overview and compare the settings with the links a visitor would use. That small review is often enough to find the one project or resource that should be changed before it becomes a surprise.