Workspaces in depth
A workspace scopes the data for one document process. It holds your mailboxes, templates, categories, automations, and send 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.
- Send templates: These saved share presets capture a tokenized subject, a body, and source rules. Click New in the manager to start one. The editor exposes Source Type, Category, Add Rule, Send files, Send link, and Rename to.
Creating and configuring
Every account gets its first workspace free and auto-created. You need a Pro subscription to create additional workspaces. 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.
Double-click the workspace row to rename it in place. Click its icon to change the icon and accent color.
Click the gear to open the settings drawer. The Case List Display section includes a live preview, a Subtitle Field picker, and a Show Category Tags toggle. The drawer bottom has Cancel and Save changes. The save button stays disabled until display settings change.
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
Organization team configuration governs workspace access for your teammates. The invite form takes an email address and includes an Invite as workspace admin checkbox. To restrict a teammate to their assigned work, check Only show cases assigned to this teammate on their profile.
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
Workspace settings and deletion actions are role-gated capabilities. The Danger Zone renders for every existing workspace settings drawer.
The delete dialog previews the item counts and requires the workspace name. There is no undo for a deleted workspace. When you delete your only workspace, the app replaces it with a blank one.