Go-live

Applies to

Product: Cloud · Audience: Administrator · IT · Data protection

Checklist for taking a basebox Cloud environment into production. basebox operates the infrastructure – your preparation concerns the application, the organisation and the connection to your systems. Work through the items in this order; each links to the page with the details.

1. Contract and responsibility

Contract signed; environment provisioned at <your-organisation>.basebox.ai
Data processing agreement (DPA) concluded with basebox – in the Cloud, basebox processes data on your behalf; see GDPR
Data protection officer involved; Security & Compliance → Cloud reviewed
Support channels and response times known; internal contact person named
Responsibilities understood: basebox operates, you administer – Responsibilities

2. Access and identity

First administrator signed in, password changed
Second administrator created – never keep only one
Identity model decided: local accounts, OIDC / single sign-on (recommended in the Cloud) or LDAP with private connectivity
With SSO: client registered with your provider, basebox has registered the identity provider, test login successful
Groups created that you need for sharing

3. Organisation and policies

Name and logo under Organisation
System prompt with organisation-wide rules (language, style, blocked topics)
Settings: welcome message, language, limits, mail configuration tested
Policies: audit log retention and detail level agreed with data protection; notice in the chat understood
Message of the day prepared for the launch (optional)

4. Models and apps

Default model chosen in Model selection; context size checked under "About"
Shipped apps reviewed; unneeded ones removed – Managing apps
First custom apps created, knowledge bases checked (only content everyone shared with may see)
Reasoning default and thinking effort per app set deliberately – Default models
App sharing with groups rather than individuals; publishing only for general apps

5. Connectors and external services

Decision on web search: off, or in a dedicated app for a defined group – following the Introduction to web search security
Connectors to business systems: access model decided, base URLs configured, connection tested, enabled per app – Configuring connectors
Firewall rules from the Cloud's egress addresses to your target systems set – Network connectivity
Users know how to generate and enter personal tokens
Write tools enabled only where intended

6. API

Decision whether integrations use the API; API keys issued per integration
Developers know base URL and X-Realm – Quickstart

7. Preparing users

Invitations sent (valid 14 days); enough licence seats
Short internal usage rule distributed: no confidential details in web search; verify results; use personalisation
Entry pages known: Signing in · Understanding the interface · Start your first conversation
AI literacy training planned – an operator obligation under the EU AI Act; see Compliance

8. Operations after launch

Weekly: check the Dashboard for consumption and limits
Monthly: review users, roles, sharing and connectors; departed people removed
Regularly: export the audit log if evidence is needed longer than the retention period
Keep an eye on the changelog: basebox updates the environment; changes are in the Changelog
Procedure for security incidents known: report to datenschutz@basebox.ai – see Safety Notice

What you do not have to do

No installation, no updates, no platform backups, no infrastructure monitoring, no GPU planning – that is basebox's part. Your task is the application, and this list covers it.

Need help with the go-live? Contact support