Module 02 · Inbox & filing
Every fax, email and e-service filed to the right client.
Reads every email, fax and e-service, matches it to the right client and files it into your folder structure.
The problem
Why it's hard today
Records arrive by fax at 46 pages a time, court notices come by e-service to two mailboxes, adjusters reply to whoever they emailed last. Somebody has to open, rename and drag every one of them into the right client folder.
When that somebody is out, documents sit. When they are rushed, a bill lands in the wrong client's folder.
How it works
4 steps, start to finish
- 1
Connect the mailbox and fax line
Google Workspace today, with upload and drag-and-drop for everything else. Read access only; sending goes through approvals.
- 2
Each document is read and classified
Medical records, bills, court orders, adjuster letters, PIP ledgers, and more, using the text layer or OCR.
- 3
Matched to one client, or parked
Name, date of birth, claim number and date of loss must agree. Below the confidence line it goes to Needs Review with candidates.
- 4
Filed and logged
Named your way, filed into your case folder taxonomy, and recorded in the audit log. Deadlines it implies are proposed, not set.
Approval: Filing is automatic and reversible. Low-confidence matches wait for a staff member.
Questions
Inbox & filing: FAQ
Will it ever file a document to the wrong client?
It is built not to guess. A document naming a different represented person than the case is blocked, and anything below the confidence threshold is parked for a person to decide.
Do we need to change our folder structure?
No. You set the folder taxonomy and naming pattern once and the filer follows it.
Does it read Outlook?
Google Workspace is supported first. Microsoft 365 is on the roadmap; in the meantime you can forward or upload.
Start with one case. Keep the queue.
Open the sample firm and approve a records request, or set up your own workspace in a few minutes. Your firm signs our BAA in the app before any client records go in.