Feature – foxondo

A small click, a big impact: Using the copy questions link feature in foxondo

Nora — Fri, 25 Sep 2026 11:00:26 +0000

foxondo is full of practical features that help with day-to-day documentation tasks—if you know how to use them. One of them is the link to a specific question.

Here's how it works

Every question in foxondo has its own number, for example, “G-010.” When you click on this number, the link to that exact question is automatically copied – as shown by the small share icon next to it. You can paste this link wherever you need it.

What is this useful for?

Linking questions together
Some topics are related – one answer references another, or two questions address the same issue from different perspectives (such as privacy notices for employees applicable to several processes). Instead of describing where the relevant information can be found, simply paste the link. One click, and other users will be redirected to the exact right spot.

Share questions selectively
Not every follow-up needs to be posted as a comment with an @mention (which stays in the question’s history). If you just want to point someone to a specific question, copy the link and send it directly – no need to explain where in which module to find the spot. This saves time for both parties.

When to choose the link over the comment feature

foxondo already offers a great way to bring a question to others’ attention through comments and @mentions – directly in the system, with notifications. Copying links to questions directly complements this: It also works outside of foxondo – for example, in an email, a chat, or an internal document -and is particularly suitable for one-time references where no discussion in the comments section is necessary. Important: The person receiving the link must be a foxondo user in order to open it.

In summary:

Click on the question number (e.g., “G-010”
The link is copied automatically
Paste it – into another question, in an email, or wherever you need it

A small feature that quickly becomes second nature once you’ve tried it.

Step-by-step instructions in PDF format for all important functions on the help and contact page

Nora — Fri, 27 Feb 2026 06:21:22 +0000

We always strive to make working with foxondo as easy as possible. However, some functions are a little more complex at first glance. That’s why we’ve redesigned our help and contact page.

PDF instructions for the most important functions in foxondo are now available there. We explain the key areas of the software step by step – in a clear, practical and straightforward manner.

Why PDFs?

Quick to access
Ideal for forwarding to colleagues
Perfect as internal training material
Clearly structured and reduced to the essentials

Our goal is not only to make things easier for you with a clear question-and-answer structure, pre-filled content and useful help texts, but also to support you when you have a detailed question about functionality.

👉 Feel free to visit our help page and take a look at these new instructions.

As always, if you have any feedback or would like further instructions, we look forward to hearing from you at: support@foxondo.com.

“Approve modules”: Is your content up to date?

Nora — Tue, 16 Dec 2025 12:02:37 +0000

A record of processing activities is not static, but something that is constantly changing and evolving, for example:

Responsibilities change due to permanent absences or new additions to the team
There are changes in service providers
AI is introduced to processes

When such changes occur, are they reliably documented in foxondo in your company? Or is it possible that this information gets lost?

In foxondo, “module approval” help you keep track of everything.

What are “module approvals”?

With “module approvals,” you can request confirmation from one or more people that the contents of a specific module are correct and up to date. And you can give such confirmation yourself if it is requested from you.

First of all, you can view:

Which modules currently have a request for approval. Use the filter on the top left for this.
When a module was last confirmed. You can find this information in the history of each module.
If the content of a module changed since the last confirmation. This is the case when the icon in the Module header is “blue.”

Our tip for the new year:

First, check which modules do not yet have a defined contact person (filter “Module responsibility” > “Modules that no one is responsible for”).
Assign a user as the contact person for the module (this will usually be the person mentioned in the first question).

Once all or almost all modules have a contact person, you can assign a module approval to each of them. You can find out exactly how this works in these instructions.

AI features in foxondo?

Nora — Fri, 15 Aug 2025 13:14:00 +0000

The possibilities of AI are vast

Artificial intelligence is evolving rapidly – from automated translations and image recognition to highly specialized analyses. In everyday work, AI can help simplify complex tasks, identify patterns more quickly, and make processes more efficient.

Of course, this also opens up exciting possibilities in the field of data protection. But does data protection and AI really go together?

With our survey, we would like to find out your general attitude toward AI and which features could noticeably simplify your work in foxondo.

By answering our three short questions, you will help us decide if – and in what form – AI should be integrated into foxondo in the future.
Thank you!

To the survey

(By clicking the link, you will be redirected to Microsoft Forms.)

Single Sign-On in foxondo?

Nora — Tue, 05 Aug 2025 13:12:00 +0000

Lots of tools, lots of passwords – we’ve all been there.

Single Sign-On (SSO) could make things a lot easier: Log in once and get access to all connected applications – no need to enter your credentials over and over again. It saves time, increases security, and improves the user experience.

We’re considering adding SSO to foxondo. The idea: You could simply log in with your existing company account – no additional login needed.

There are different ways to implement SSO, depending on your IT setup and needs. To build this feature in a way that works well for as many companies as possible, we’d love to hear your thoughts.

Answering our three short questions would help us a lot – and who knows, maybe you’ll soon be logging in to foxondo with SSO.

To the survey

(By clicking on the link you will be redirected to Microsoft Forms.)

New, customizable, email notifications

Nora — Fri, 13 Jun 2025 13:10:00 +0000

For many, privacy documentation is done in parallel with other activities. In-app notifications would only be seen during the next log-in.

Therefore, you can now also be notified of all these activities by email.

You decide for yourself which activities you would like to receive email notifications for – and when:

immediately,
daily, or
as a weekly summary.

This way, you stay informed without being ‘flooded’ with notifications.

For what activities are e-mail notifications sent?

You will be informed about all activities that affect you. Our notifications cover three central areas:

1. General system activities:

Changes to your roles and rights within foxondo.
Downloaded exports

2. Activities in the documentation:

Additions or removals as module contact
A module confirmation has been requested
You have been mentioned in a comment.

3. Activities in reports:

You have been added or removed from a report.
Comment mentions in the report area.

You can change your settings by clicking on “My Account” in the upper right corner in foxondo and then going to your profile settings.

Feel free to try it out and configure foxondo exactly the way you need it!

Never miss a thing: In-app notifications about activities

Nora — Tue, 13 May 2025 13:07:00 +0000

As a complement to our new dashboard, we’re now introducing in-app notifications. Whenever something happens that concerns you, you’ll know right away – no more missed updates.

What’s in it for you?

In complex processes, it’s easy to miss an important change or a new task. That’s exactly what our new feature is designed to prevent:

You’ll immediately see when new activities occur – via a blue dot on the bell icon in the top-right corner.
The number of new activities is displayed as a clear number inside the dot.
One click gives you a structured overview of all relevant updates.
Another click takes you directly to the related content.

That means you’re always up to date – no extra effort required.

Which activities are displayed?

Our notifications cover three key areas:

1. General system activities:

Changes to your user roles and permissions within the application.
Exports ready for download – now visible directly in the app, not just via email.

2. Documentation-related activities:

You’ve been added or removed as a module contact person? You’ll be notified.
A module confirmation has been requested, cancelled, or completed? You’ll know.
Someone mentioned you in a comment? It shows up instantly. (Difference from the dashboard: All comments are shown here – not just those marked as “Needs support” or “Action required”)

3. Report-related activities:

You’ve been added to or removed from a report as a user.
And again: Mentions in comments appear directly in your notification list.

Why does this matter for you?

Transparency and control: See what’s happening around your tasks – in real time.
Faster response: No delays – act immediately when needed.
Better collaboration: Missed mentions are a thing of the past.

Try it out now!

Discover how easy data protection documentation can be with intelligent features.

The new dashboard for a better overview

Nora — Tue, 29 Apr 2025 13:04:00 +0000

How will the new dashboard support you in your documentation work?

Depending on your access rights, you will see the following areas:

Where did I leave off?
Who was active?
What‘s important?
What’s new?
What’s the current status?

Where did I leave off?

The question that you last worked on is displayed here so that you can jump right back in where you left off.

If this information is not displayed, you have either not yet answered any questions in foxondo or you have access right across several organizations. In this case the “Who was active?” area is displayed instead.

Who was active?

As an external DPO or IT security officer, you usually have access to more than one customer/client.

In this area, you will find information on how many questions have gotten the status “changed”. You can set the “Changed since” date yourself. This helps you to decide, for example, where you might need to start setting status again.

What’s important?

In this area, you will see questions with the status “Needs support” if you received an @-mention in the comment section or with the status “Action required” if they belong to modules for which you are responsible (i.e. assigned as a contact person). You will also see modules where your approval has been requested.

What’s new?

You may have already seen this area, as it has been on the homepage for some time already.

Here you can see what’s new in foxondo. This could be new functions, legal changes and information or other actions that are of interest to you as a foxondo user.

By the way: You can still participate in our Easter promotion until tomorrow! 😊

What’s the current status?

This is our enhanced dashboard, which shows you the current status of the documentation. We have added a few graphs and statistics as well.

Filtering

At the top of the dashboard, you will see two filters. You can use these to configure your dashboard and only display the companies/organizations that interest you the most.

You can also use the context filter to exclude questions that are not your area of responsibility. I.e. if your organization has booked several contexts in foxondo and you are only responsible for data protection issues. (Note: it is best to always activate the “General” context).

And now a few more tips:

The dashboard works best when users @mention each other in questions so that they can quickly see where they might have something to do.

We are already working on a more detailed configuration of the e-mail notifications (e.g. a daily summary of activities). More on this shortly. 😊

Why don’t you try out the new dashboard? We would be delighted to receive your feedback.

What’s New in the Report Section: These 4 Features Save You Time

Nora — Mon, 14 Apr 2025 13:02:00 +0000

List View: Everything at a glance

In addition to the visually appealing tile view, the report section now includes a practical list view. It displays all reports in a clear, vertical list – especially helpful for anyone working with numerous reports.

Comments: Direct collaboration within reports

Discussions, follow-up questions, or brief notes – you can now add comments directly to individual entries. These can be edited or deleted afterward, making teamwork even easier and more transparent. And the best part: comments are placed exactly where they belong – right next to the entry.

Add Links: Smart content connections

Linking makes things easier. You can now add links, whether to stored documents, to questions within the documentation or to external sources. This makes your reports not only more informative but also interactive – and other users can quickly find what they need.

Copy & Move Entries – Now across reports

You’ve created an entry and want to reuse it in another report? No problem! The new feature allows you to copy or move entries not only within the same report but also across different reports. This saves time, avoids duplicate work, and ensures consistency – especially when you’re managing similar content across multiple projects.

With these four updates, the report section is now more structured, interactive, and collaborative than ever before.

Already tried the new features?
We’d love to hear your feedback or suggestions for future updates!

Link answers – New improved feature in foxondo

Nora — Tue, 04 Mar 2025 13:58:00 +0000

Documentation now even more efficient and consistent for corporate groups

In many corporate groups, it is a challenge to keep documentation consistent across multiple companies. This is exactly where our ‘Link answers’ function comes in: it helps you to save time and improve the quality of your documentation.

A typical example from practice

Imagine an organisation with a parent company and two subsidiaries. The HR department is centralised at the parent company and manages the HR processes for all three companies. In most documentation tools, the content would now have to be entered three times and updated manually each time a change is made.

Previously, foxondo already made it possible to copy entire modules from one company to another in order to save working time. However, as soon as content was updated, manual effort was still required.

Based on valuable feedback from our users, we have further improved the ‘Link answers’ function – for even more efficiency and consistency in documentation.

Avoid extra work and save time when documenting!

With the optimised ‘Link answers’ function, content can not only be transferred once, but also synchronised. This means that

Every update in the parent company is automatically transferred to the subsidiaries.
Documentation remains standardised and legally compliant.
Time-consuming manual changes are no longer necessary.

But what happens if individual content needs to be changed in the subsidiaries? This can also be managed flexibly:

Manual synchronisation: automatic synchronisation can be deactivated for certain questions. This allows users to check each change in detail and decide individually whether it should be adopted.
Separation of synchronisation: If necessary, synchronisation can also be completely removed so that a company maintains its own answers.

Flexibility and control for your documentation

The optimised function not only saves time, but also gives companies full control over their documentation. Whether automatic synchronisation, manual decision or complete separation – foxondo offers the right solution for every company structure.

Step-by-step guide

It all sounds quite complex, doesn’t it? We thought it might, so we created a step-by-step guide that you can download as a PDF.

Do you still have questions?

Our support team will be happy to help you. Simply contact us at support@foxondo.com.