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Case IDs & history

Every case has an ID, like an invoice number. Files an automation brings in join the case with the same ID. Every case also keeps a full history of its files, edits, notes and people, so you can see where each file came from and move it if it landed in the wrong place.

Workspaces
Updated 3 min read

No two cases in a workspace share an ID, so a file that carries one has exactly one place to go.

Fig. 01An automation reads the ID off the email, the folder or the file, then files it in the case with that ID.

Where files go

Automations sort files by ID, and so does the AI assistant when no case is open. A file uploaded into an open case stays there. The template's ID field says where to look: the email's subject, the Drive file's name, or the document itself.

Example · Three outcomes
Known IDThe file joins that case
New IDA new case starts
No IDA new case, with a small auto tag

A case with an auto tag takes the first real ID a later read finds. If another case already has it, a banner offers Merge into that case: every file moves over and the stray case is deleted.

What a new file changes

A value someone typed or cleared by hand is never overwritten.

Example · Which value wins
Typed or cleared by handKept
Read by an automationUpdated as new files arrive
An empty readNever blanks a value
You read a file againThe app asks which value to keep

To read a file again, open it from the case's Documents and choose Extract (or Re-extract) from More actions.

When a file lands on the wrong case

A case's Activity says how each file's ID was read, like Read from the file as INV-0412.

The Activity of case INV-0412. Under System: Received Invoice INV-0412.pdf with an Invoice tag, then the line Read from the file as INV-0412 with a pencil, then Case created. Under You: Jordan Park was assigned to this case, and Riley Chen was given client access to this case.
Fig. 02Activity shows the ID each file was read as. The pencil corrects it.
  • Click the pencil, type the right ID, and click Save. If a case has that ID, click Move file there; if none does, Move to new case.
  • Or, in Documents, open the file's menu and choose Move to another case…, then click the right case. Start a new case from this file is in the same menu.
  • Or ask the AI assistant to read the file's ID again. It shows the fix and applies it when you type yes.

A case left empty by a move is deleted, unless someone added anything to it by hand.

Rename a case

Open Case actions, choose Edit case, change the Case ID, and click Save changes.

The Edit case form: the Case ID field reads INV-0412, then the Vendor, Invoice date, Due date and Total fields with their values
Fig. 03The Case ID is the first field of Edit case.

If another case has that ID, choose Merge into existing, or take the next free ID instead.

Every case keeps its history

Activity lists everything, newest first: files received, generated or uploaded, template runs, value changes with the old and new value, people added or removed, and notes.

Fig. 04One case: its values, and everything that happened to it, with who did it and when.

Anyone who can add activity can write a note, with a date and attachments. Notes are the only rows you can delete. A teammate who can't see a file category doesn't see the rows about its files.

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