The dashboard & workspace
A workspace is the container holding your cases, dashboard, and config. The dashboard is the view onto the active workspace, where a list of every case becomes maps, calendars, and analytics driven by your fields.
A workspace holds your cases, the dashboard, and shared configurations like mailboxes. The workspace picker at the top of the sidebar names the active workspace, which scopes the dashboard. Under it, the sidebar lists the workspace's sections: Mailboxes, Templates, Email templates, and Automations. Click a section's chevron to fold it; its + shows while it is open. Workspace settings sits at the foot. Templates, Email templates, and Workspace settings show only to the owner and workspace admins. Case identifiers stay scoped to the workspace to prevent collisions. Every account gets one workspace free. Creating more workspaces requires a Pro subscription.
Plans and the showroom
Free and Lite accounts land in Templates first. Free starts with three templates. Lite grows the catalog to fifteen. Each template run saves as a temporary case for 14 days. Before Pro, you see a read-only showroom banner on the dashboard. Upgrading to Pro unlocks the real dashboard. It already holds your recent runs. Every plan's limits are listed in Plans & limits.
The case list
The dashboard opens on the Details view. It is a list of rows. Each row shows the case identifier, category tag chips, assignee avatars, and an Unseen updates dot. The dot marks a case with notifications you have not opened yet, and opening the case clears it for you. When an automation opens a new case from an email or a Drive file, everyone in the workspace gets a New case notification that names the case, except a teammate limited to assigned cases, who gets it only when they are assigned to that case. A document that joins a case you already have says Processing email or Processing Drive file instead. You pick one subtitle field and toggle Show category tags in the workspace's settings, which open from Workspace settings, the last row of the sidebar. Case-data values live in the case detail panel. Click a row to open it.
The app loads up to 5,000 cases up front across all mailboxes. Scroll or click Load more cases to reveal more rows. The search, map, calendar, and analytics tools cover this same full set. If your workspace is empty, you see No cases yet. If a search excludes everything, you see No cases found. The toolbar warns you if you hit the 5,000-case ceiling. Switch to a narrower mailbox to reach older cases.
Mailboxes and movement
The sidebar lists the active workspace's mailboxes under the workspace picker. All mailboxes sits at the top. The built-in mailboxes are Inbox, Archived, and Trash. Trash purges cases after 30 days. Select it to reveal the Delete everything in Trash button, which shows how many cases it will permanently delete and asks you to confirm first. You add a New mailbox to match your workflow. Click a custom mailbox to rename it, or long-press to drag and reorder it. When you delete a custom mailbox that holds cases, the app asks where they go: Move them to another mailbox (Inbox is picked for you) or Delete them, which sends them to Trash. An automation that still names the deleted mailbox stops moving cases there until you pick another one.
There is no automatic stage engine that moves cases when fields change. You move a case with Move to mailbox in its Case actions menu, or select several cases and click Move in the batch bar. Document Blueprint automations also route files. A time trigger moves idle cases after a set number of days. A Gmail or Drive trigger routes incoming files to a mailbox.
Filters and sorting
The toolbar holds Search..., Filter, and a sort control. It belongs to the case list, so it shows only where the list does. On a phone that is the List view. When the chat narrows the dashboard, the other views take the whole width and keep only their view tabs. Search and filters you set on the list still narrow Map, Calendar, and Analytics. Click Filter to toggle the side panel. Click Add filter to build a preset. You choose Build with AI or build manually using Select column… and Select operator. Saved presets appear as pills. They narrow the active mailbox. Active filters persist on your device.
The sort control defaults to Newest first. Open it to pick a date sort, Case ID, or a workspace field under Case data…. Built-in date sorts never hide cases. Sorting by case data drops cases missing that field. Click the arrow button to flip the direction. If you share your location and your workspace uses address fields, a Distance sort unlocks. Sorting persists per device.
Views driven by your fields
The compact icon rail at the right end of the toolbar holds the view tabs. The active view shows its label. The rest are icons. The views are Details, Map, Calendar, and Analytics. A workspace admin can limit a teammate to some of them. The value types of your fields drive the map, calendar, and analytics.
Address fields plot cases on the Map. Click a pin to open the case in a card on the map and bring it into view in the list. The card holds the whole case (details, documents, activity and the case actions), and Open in Details switches to the Details view. Click the same pin again, or close the card, to deselect it and zoom back out to every case. The map toolbar lets you enable tracking or click Fullscreen to expand the map over the whole window, and Exit fullscreen to bring the dashboard back. Date fields and dated case notes feed the Calendar. A day lists its dates one per line while they fit. A busier day shows a count for each date field instead. Click the day to see every date, grouped by field. Number fields drive Analytics. Click the pencil on a chart, or the chart settings gear, to open the Charts list and configure the Group by, Metric, and Aggregation. The list opens beside the charts, or below them when the view is narrow. A chart grouped by a text field draws one ranked bar per value, with its name and number. A chart grouped by a date field draws over time, in days, weeks or months depending on how long a span the dates cover. The pie type draws the five largest groups and folds the rest into Other. A computed output can sum or roll up fields within the same case. These number fields flow into Analytics. Fields never pull data from other cases.
The team is managed in Workspace settings > Team, for the owner and workspace admins. You click Add teammate to add someone to the workspace. You grant the Workspace admin privilege there. You also configure which dashboard views and case fields a teammate sees. Ungranted views turn grey with a no-access tooltip. Workspace settings > Clients sets baseline visibility for the portal. Teammates & access covers it.
The Email templates view also appears only for owners and workspace admins. Open Email templates in the sidebar, under the workspace's mailboxes. It lists the workspace's email templates: the saved recipients, subject, message, and attachment rules an email starts from. On a phone or a smaller screen, open the menu: its Email templates section lists the same templates. Click a mailbox or a view tab to go back to your cases. Click a template to see it, then click Edit to change it or Compose email to start an email from it. The + beside Email templates (New email template) starts a new one. Email templates & drafts walks through it.
Everyone who sees the dashboard can open Automations in the sidebar, under the workspace's mailboxes. It lists the workspace's automations by name, each with a dot that shows whether it is on, off, or paused. Click an automation to see it in place of the case list, and click + (New automation) to start a new one. On a phone or a smaller screen, the menu's Automations section lists the same automations, and the tab bar stays at the bottom: tap a tab to go back to your cases. Managing & debugging automations covers the rest.
Managing many cases
Click Select in the toolbar to enter selection mode. Checkboxes appear on the rows. Check a row, then click others to add them. A batch bar appears. Click Select all to grab every visible case. Click Compose email to write one email about the whole group. Click Move to change their mailbox. Click Done to clear your selection.
Click Autofill to run one template across the selected cases. A batch run handles up to 24 cases in selection order. Batch autofill is included on Pro and Scale and locked on Free and Lite.
Compose email opens the email in place of the case details. From a case's actions menu it starts with that case alone; from a template in Email templates it starts from that template, over the cases you checked. While the email is open, the case list picks the email's cases: click or check a row to add that case, and click it again to take it out. Numbered badges on the rows show each case's place in the email. The batch bar counts the cases in the email and offers Back to email. Click Cancel in the email to close it and get your previous case, selection, and view back; Open Gmail draft creates the draft in your Gmail and closes the email. Email templates & drafts covers the email itself.
On phones, the views become a bottom tab bar: List, Map, Calendar, and Analytics. Tapping a case opens the details full-screen. Tap Cases at the top left to return to the list. The same happens on a larger screen when the dashboard gets too narrow to show the list and a case side by side, for example with the workspace chat open: the case opens in the full width of the dashboard, and Cases returns to the list. The other views (map, calendar, analytics, email templates) also take the full width there, without the case list beside them. You can click Hide sidebar in the header to collapse the navigation. Click Open AI assistant to open the workspace chat.