Building Refinement Assets - Datasheet

Building the Datasheet

Purpose

The Datasheet is a structured, tab-based document used to define all the functional elements of the app that relate to data, forms, statuses, choices, notifications, user permissions, and system behaviors. It acts as a bridge between the Refinement stage and the Design/Development stages, ensuring clarity, consistency, and traceability across the scope.

Format & Structure

The Datasheet is typically created in Google Sheets using this Template, and is composed of a minimum set of mandatory tabs, plus optional tabs that are added based on project complexity or client needs.

🔹 MANDATORY TABS

1. Forms & Fields (One Tab per User Role)

Purpose:

To define every form that a user role is expected to fill at any point during the process, along with all the fields inside each form. (Forms identified in Process Flow & User Flows)

Structure:

Each User Role gets its own tab. Each tab includes all forms that the role can interact with. For each Form, the user can identify:

Column	Description
Field Name	The label/question shown to the user.
Required	Yes/No – is the field mandatory?
Field Type	Type of field: Text, Date, Dropdown, File Upload, etc.
Comments/Logic	Extra logic, validations, conditional visibility, or helper text.

Example:

2. Choices Tab

Purpose:

To centralize all selectable options for dropdowns, radio buttons, or any multiple-choice field the user may encounter in any User Form.

Structure:

Each column represents the list of choices for a specific field.

Row	Description
Row 1	Form Name (where the field appears)
Row 2	Field Name (label of the dropdown or selection field)
Row 3+	Choices (each row contains one selectable option)

Example:

3. Notifications Tab

Purpose:

To define all system-triggered or scheduled notifications that need to be sent to users.

Structure:

Column	Description
Type of Trigger	Action-Triggered or Time-Triggered
Trigger	The action/event or time condition that triggers the message
Who Receives	The user role or specific users who will receive it
Subject	Email subject line (if applicable)
Body	The message content to be sent
Type of Message	Email, SMS, Slack, Push, or a combination

Example:

4. User Permission Matrix

Purpose:

To define what actions each user role can perform throughout the app.

Structure:

Column	Description
Section/Tab	Where the action happens (e.g., Dashboard, Tasks)
Action/Interaction	What the action is (e.g., Add New, View All, Edit, Approve)
Role Columns	One column per user role. Use “X” if the role can perform that action
Notes/Conditions	Optional – clarify rules or restrictions (e.g., "Only see their own items")

Example:

📌 Keep this in sync with what was defined in User Flows and Process Flow.

5. Reports & Outputs

Purpose:

To identify the expected reports or documents (data exports) to be generated and the details & conditions for each one.

Structure:

Column	Description
Name	Name of the report / document to be generated
Type	Type of document (PDF, CSV,XLS, other)
Description	Brief description of the goal and content of this report/document
Data Source	Where the data is coming from (Can reference a table, process or screen)
Available Filters	Filters that the users can use to generat the report (e.g. Only active projects)
Users who can trigger	List of user roles that can trigger this report/document generation
Comments / Notes	Additional comments, conditions or notes on this report
Sample / Template	URL to the sample of this report/document or the template (if applicable)

Example:

6. Integrations

Purpose:

To define all external platforms the app must connect to, including access needs.

Column	Description
Integration Tool	Name of the third-party service (e.g., Stripe)
Short Description	What the tool is used for
Who Needs Access	LowCode team member(s) who require access
API Access Key / Token	Boolean: Mark “✔” if an API key/token is required
Admin / Editor Access	Boolean: Mark “✔” if admin/editor login access is required
Obtained	Checkbox: Check once access has been granted

📌 In case the BA is not sure about which 3rd party integration to use or the feasibility of it, BA should ask for help/support in the corresponding Slack Channel (Bubble, Glide, FlutterFlow) from the Devs.

⚠️ Only one of “API Access Key” or “Admin Access” should be marked as required per tool.

🔹 OPTIONAL TABS (Add if Required)

7. AI Prompts

🟦 When is this used?

This optional tab is used only when the project requirements specify that AI-driven actions will occur and specific AI Prompts need to be defined.

Purpose:

To document AI prompts that will be used in the platform at each specific step of the process.

Structure:

Column	Description
1. Process / Section	Where the AI action occurs in the app (e.g., “After a meeting is submitted”, “Inside the CRM notes tab”).
2. Process / Feature Name	The internal name or label of the AI feature (e.g., “Summarize Call Notes”, “Generate Product Description”).
3. Description of Input, Process & Expected Output	A plain-language explanation of: What the system (or user) will input or use as context What the AI should do (its role or logic) What type of result or output is expected (Example: “Use the meeting transcript submitted by the user to summarize key points in bullet format and suggest next steps.”)
4. Prompt	The actual AI Prompt to be used. This can include variables (e.g., [Client Name], [Input Text]) and should be ready for implementation or testing.

🎯 This tab ensures that everyone — from designers to developers — has a clear and unified understanding of the AI’s role, behavior, and expected outcome.

8. Calculations / Formulas

For projects involving complex or non-obvious calculations, the BA should include a Calculations / Formulas tab in the Datasheet to define exactly how specific fields or metrics are derived.

Structure:

A simple 2-column table:

Column	Description
Data / Field	Name of the data point, metric, or field being calculated (e.g., Total Compensation, Grand Total Costs).
Formula	A detailed, human-readable breakdown of the logic used to compute the value. This may include variables, percentages, multipliers, or component fields.

📌 This tab ensures the development team applies logic correctly and that the client’s business rules are consistently implemented.

Final Notes

The Datasheet should be kept in the shared Drive Folder and linked in Plutio along with other refinement assets.
Once completed, the PE should verify and confirm the content of the Datasheet with the client to gather verbal confirmation.