Workspaces in depth
A workspace scopes the data for one document process. It holds your mailboxes, templates, categories, automations, and email templates so you can shape a complete workflow.
Switching your workspace changes the active data scope. The app ties cases, categories, and templates to the current workspace. You build separate workspaces when teams run different processes.
What a workspace holds
- Mailboxes: Sidebar entries like Inbox, Archive, and Trash group your cases. You can create custom mailboxes to organize cases further.
- Templates: New templates automatically tag with the active workspace. A template can be linked or stand alone. Every template is offered during a run, with the best match first.
- Email templates: These saved email setups capture default recipients, a tokenized subject, a message, and attachment rules. They live in the dashboard's Email templates view, not in the workspace settings: click the + beside Email templates in the sidebar (New email template), or click a template and then Edit, to open it there, laid out like the email it starts. Each rule picks its files, Attach or Link, and an optional Rename to… pattern. Email templates & drafts walks through it.
Creating and configuring
Every account gets its first workspace free and auto-created. You need a Pro subscription to create additional workspaces, and only the owner creates them. The creation prompt asks only for a workspace name.
If you hit the plan limit, the sidebar shows Upgrade to create workspaces. You can press Escape during creation to back out. The app switches to the new workspace as soon as it is saved. It arrives with an Inbox, Archive, and Trash, plus an empty case list.
The top of the sidebar shows the selected workspace's icon, a gear for Workspace settings and a + for a new workspace, and under them the workspace's name, which is also the picker: click it to switch to another workspace. Under it, the sidebar shows the selected workspace's Mailboxes, Templates, Email templates, and Automations. Rename a workspace in its settings, under General.
Click the gear at the top of the sidebar to open the selected workspace's settings. They open over the page, covering the case list and the case, while the sidebar stays usable. The top bar shows Back, the workspace's name, Cancel and Save changes. The settings are listed in a menu on the left on wider screens: General and Case list display under Workspace; Team, Clients and Sensitive fields under People; Agreement under Legal; then Delete workspace. Only the account owner sees Agreement, and only the owner and workspace admins who hold Sensitive data see Sensitive fields. Save changes and Cancel act on General and Case list display; Team, Clients, Sensitive fields and Agreement each save on their own. General holds the workspace's Name. Case list display includes a live preview, a Subtitle field picker, and a Show category tags toggle. Save changes stays disabled until something changes, and an empty name shows Enter a name. A save closes the settings. Back and Escape close them and return you to where you were, with the same case or email still open; when you have unsaved changes, they ask Discard changes to workspace settings? first. Cancel closes them without saving and without asking. On a tablet or phone, open the menu, tap the ... button beside the workspace, and tap Workspace settings: the menu closes, the settings fill the screen under the header, and Back returns you to where you were. On a phone the sections stack without the menu on the left, and the workspace's name sits on its own row under Back, Cancel and Save changes.
The Agreement section is where the account owner attributes the workspace to an organization and accepts the Data Processing Agreement on its behalf. Click I’m using this on behalf of an organization, fill in Organization legal name, Organization address, Signatory name and Signatory title, check both confirmations, and click Save. The section saves on its own: Save changes does not save it, and Cancel inside the section closes the form without saving. Once saved, the section shows the organization, the signatory and the date the DPA was accepted, with Toggle off to clear the attribution (the record of your acceptance is kept). When the agreement is updated, the section asks you to Review and re-accept. Workspace admins do not see this section.
Case identifiers and grouping
Files attach to one case only when routing resolves the same non-empty identifier. The case identifier may come from delivery data, extraction, or a generated value. The app always sets an identifier at case creation. It applies a generated fallback when the value is empty.
The identifier routes the file to a case. The category routes template selection and client visibility.
Sorting and filtering
Active filters and sort preferences are local storage state on your device. These choices persist per workspace and file category. Filters use specific clauses to match your case data.
The sort menu offers Newest first, Oldest first, Recently updated, Least recently updated, Case ID, optional Distance, and Case data…. Settings expose the case-list display, not a column chooser.
Team access and client visibility
A team belongs to a workspace. You add teammates in the workspace's settings, under Team: the form takes an email address and includes an Invite as workspace admin checkbox. To restrict a teammate to their assigned work, open their card, click Configure access, and check Only show cases assigned to this teammate. The Clients section sets what portal clients see. Teammates & access covers both.
Per-case collaborator visibility and forms live in the person popover on the case. You control these settings using Edit visibility and Manage forms.
Deleting a workspace
Only the owner and workspace admins see the Workspace settings gear in the sidebar, save settings, or delete a workspace. Delete workspace is the last section of the settings. In the read-only showroom on Free and Lite, the settings open, but Save changes and Delete workspace show the upgrade prompt instead.
Deleting a workspace moves it to the trash. Nothing in it is deleted yet: its cases, templates, document sources, categories, mailboxes, filters, saved views, automations, and email templates all go with it. The workspace disappears from everyone's list, and its automations stop. Clients lose access to its cases in the portal until the workspace is restored.
The delete dialog previews the item counts and requires the workspace name. When you delete your only workspace, the app replaces it with a blank one.
Restoring a deleted workspace
Only the account owner can restore a deleted workspace. Open Settings. Under Account, each deleted workspace has its own row with its name, who deleted it and when, and how many days are left. Click Restore to bring it back with everything in it. The automations that were on when it was deleted switch back on. If another workspace took its name in the meantime, it comes back with a number after the name. Restoring needs a Pro plan or higher.
A workspace admin can delete a workspace, but cannot restore it or delete it for good.
Deleting for good removes the files too: case files, template previews, template images, and document files, so they stop counting against your storage. A document file stays when a copy of that document in another workspace still uses it. Until then, a deleted workspace's files still count against your storage.