See how Polytrace fits a task your team does today
Try a recurring job with the emails and documents your team uses. Compare the result with your current process, include the people who need it and agree what a successful outcome looks like.
Incoming invoice
Invoice INV-0442 is due on 18 October.
- Mailbox
- Finance
- Attachment
- invoice-0442.pdf
Result to evaluate
- Output
- Invoice review table
- Check
- Due date beside the original invoice
Check the due date beside the invoice your reviewer uses.
Define a result you can check
For an invoice review, success might mean finding the right amount, checking its evidence and giving an unanswered question an owner. For supplier coordination, it might mean identifying the latest promised date and the message that changed it. Write down the current process and the time spent completing that same task.
Agree which steps Polytrace should support and which remain in your existing systems. Compare alternatives against that work, including a simpler mailbox or integration where it already meets the need.
Use a representative set, including exceptions
Try ordinary messages alongside revised dates, duplicate references and different attachment layouts. Choose the account and folder scope needed for the task, then confirm the relevant emails and files are included.
Ask the person who will use the result to find a value and open its supporting document. Record any corrections and the effort needed to make them. If human review matters, check the recorded decisions as well as acceptance settings.
Test which fields and files each recipient can open
Choose what colleagues, customers and connected systems each need to read. Preview the shared view using that audience’s own access, including the supporting documents and original downloads.
Check links, passwords, expiry and credentials where applicable. Include a negative case: a field, original attachment or record the recipient should not receive. The access and disclosure reference describes those controls.
Review the deployment and evidence requirements
Identify who runs connections, storage, backups and sign-in in the proposed deployment. Confirm enabled identity controls, output retention, available audit evidence and any model-provider calls. External source and AI providers have their own handling of the data they receive.
Follow a corrected value, a shared version and an access event through their recorded history. Confirm whether the available evidence and retention settings meet the requirements of your organization and processes.
Results, remaining gaps and cost
Keep the observed results, remaining requirements and an owner for each unanswered question. Agree which gaps would prevent use with real material and which need a later configuration change.
Compare cost against the tested workflow, its usage and operating responsibilities. Move to the implementation guide once the result and access checks are accepted.
Try the job your team wants to improve
Use a typical email or document, an example that takes more work and the intended recipient. Compare the result with the outcome your team agreed.