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 active workspace in the sidebar scopes the dashboard. 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 Settings drawer. 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 groups your cases under Mailboxes. 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. Delete a custom mailbox and its cases return to the Inbox.
There is no automatic stage engine that moves cases when fields change. You drag a row onto a sidebar mailbox to move it. Dropping a case on All Mailboxes moves it to the Inbox. You also move cases from the case detail panel menu. 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. 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 five tabs. The active view shows its label. The rest are icons. The tabs are Details, Map, Calendar, Analytics, and Team. The value types of your fields drive the map, calendar, and analytics.
Address fields plot cases on the Map. Click a pin to open its case card and bring the case into view in the list. 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 open the dedicated map route. Date fields and dated case notes feed the Calendar. Number fields drive Analytics. You click chart settings to configure the Group by, Metric, and Aggregation. 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 view appears for owners and workspace admins. You click Add teammate to send an invite. You grant the Workspace admin privilege here. You also configure which dashboard views and case fields a teammate sees. Ungranted views turn grey with a no-access tooltip. The Clients card sets baseline visibility for the portal.
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 Draft to prepare one Gmail draft for 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.
On phones, the views become a bottom tab bar. Tapping a case opens the details full-screen with a back button. You can click Hide sidebar in the header to collapse the navigation. Click Open AI Assistant to open the workspace chat.