How files get routed

Document Blueprint uses category tags to organize case files. Categories affect template ordering, automated intake, send attachments, and file visibility. A category in one workspace does not configure categories in another workspace.

Files receive a colored category chip when an automation ingests them. Templates also apply tags when they generate a file. You name categories in an automation's Mailbox routing row and in a template's Output category section. You can also tag a file by hand: open its row's menu in a case's Documents and choose Link to document.

Template input and output categories are independent. A template consumes a category when you add a source tab for that document. Uploading a document source derives its category name.

Every template editor has a permanent Data tab in the document bar. You can check the source tabs above the page to inspect inputs.

You open Document settings to rename a document. This section has a separate color picker. Renaming a document preserves existing file associations. These settings apply globally to every template using the document. The menu also offers Replace PDF and Delete document actions.

You configure output tags in template settings: click the template's name in the editor toolbar, and set Output category in the Output section. This names the file the template generates. Typing a new name renames the category, and the files keep it; a template with no category creates one. Typing the name of a category you already have links that one instead, and the list under the field offers your existing categories. The section includes a color control. The field is disabled for extraction-only templates. The app explains that a field output is needed.

Duplicate category names occur if you upload the same document twice.

Manual uploads arrive untagged. This is normal. You need edit access to upload files manually. You click Upload and open the Add a document dialog. You click Choose file… to pick any file format. You click Upload to attach it. The app does not ask you for a category.

A run form that is missing a value it reads from a document shows a hint to upload that document, with a Choose file… button. The button opens the same dialog, and the file you upload from it takes that document's category. Only that upload is tagged: the next manual upload arrives untagged again.

The Documents row says untagged, link it to a document or run a template. You have two ways to tag it. Open the row's menu and choose Link to document: the dialog lists the documents in your workspace with their category chips, and the file takes the category of the one you pick. Or run a template on the file: the app stamps a category if exactly one source identifies the file, and a run never overwrites an existing tag.

A tagged file shows Change document in the same menu. Use it when a file was tagged as the wrong document. Here you pick a document rather than type a category name; the document carries it.

You can drop a file into the open case using chat. The assistant copies the file into the currently open case. It applies a tag on a confident match. Otherwise, the file remains untagged. The assistant does not ask you to pick a category. When you tell it which category a file is, it looks only among the categories of that case's workspace, so a workspace you copied templates from never lends its same-named category.

You can correct a wrong chat tag in your own words. Correcting a tag updates the category and reorders the template picker.

Automations perform identifier-based routing to an existing or new case. A Gmail automation watches for messages using a subject filter. A Drive automation watches a specific folder. Both tag incoming files with the category their routing row names.

You open an automation from Automations in the workspace sidebar to configure routing. The Mailbox routing row has a Mailbox field and a File category field. Name the category the files get, or pick one from the list under the field, and choose its color. Renaming the category later keeps the files tagged with it. Creating, renaming, or recoloring a category needs the Manage file categories privilege, which owners and workspace admins have and an admin can give any teammate in Workspace settings > Team. Without it, a teammate picks a category you already use.

Automations offer an optional Extraction step, added with the Add step button at the end of the Flow. Adding it turns inline extraction on; removing it turns extraction off. You select the compatible Template. The configured template supplies the extraction schema. The category tag signals template ordering. With extraction on, the files take the category of the template's document; the routing row can still rename it or change its color.

The extraction template is optional. The file ingests without inline extraction when skipped. You can run a template later.

Intake skips the file if the category cannot resolve. A file also fails to appear if it hits a duplicate detection or processing error. Missing destination mailboxes and MIME allowlist exclusions block files as well.

The Autofill picker lists every workspace template. It is never empty. It shows the already-run template first. Templates that read the file's source category appear next. The rest follow alphabetically.

Email template attachment rules pull files by category.

You control who sees files in Workspace settings: per teammate under Team, and the client baseline under Clients. You can override these baselines on individual cases.

The case Documents list uses one row per file. Received chips show a file-import arrow. Generated chips show a file-export arrow. The row renders Added {date} or Generated {date}. A separate segment says via {template}.

You can configure an automation to catch vendor invoices and create cases.

1. Open the AP cover sheet template editor. Add a source tab for the vendor invoice document. This creates the input category.
2. Click + (New automation) beside Automations in the workspace sidebar. Add a Gmail automation. Set a subject filter for invoices. Pick your Mailbox. Add the Extraction step and pick the AP cover sheet. The files take the vendor invoice category.
3. Send a test invoice to the workspace. The automation matches the subject and tags the file. It extracts data using the cover sheet and routes to a case.

• Automating document intake
• Managing document sources
• Managing automations